About the Role
The KwaZulu-Natal Division of The High Court is seeking a dedicated Registry Clerk to join their team in Pietermaritzburg. This role is pivotal in maintaining the flow of essential correspondence within the court system, ensuring that all documentation is handled efficiently and securely. By serving in this capacity, you will play a vital role in supporting the public service, ensuring that justice is accessible and well-organized for the community.
As a Registry Clerk, you will be responsible for managing incoming and outgoing mail, maintaining accurate records, and ensuring that files are stored safely. Your work will directly impact the efficiency of court operations, allowing legal processes to run smoothly. In a city rich with history and cultural significance, your contributions will help uphold the integrity of the legal system in KwaZulu-Natal.
About the Department
The KwaZulu-Natal Division of The High Court serves as a cornerstone of the judicial system in South Africa, ensuring justice is delivered fairly and efficiently to all citizens. The department’s mission is to uphold the rule of law and protect the rights of individuals through effective court administration. Working here means being part of a team that is committed to public service and contributing to the betterment of society.
What You’ll Do
- Handle incoming and outgoing correspondence efficiently.
- Sort, register, and dispatch mail while distributing notices on registry issues.
- Maintain accurate records of receipt files and protection records, ensuring proper filing.
- Ensure the storeroom is securely locked and manage access to sensitive documents.
- Replace torn registers and keep closed registers safe within the archival storeroom.
- Provide effective filing and record management services.
- Open and close files as per the record classification system.
- File, store, trace, and retrieve documents both manually and electronically.
- Prepare index cards for all files and maintain their safe custody.
- Label files neatly for easy retrieval and arrange packages for archives.
- Ensure sufficient space for filing to prevent misfiling of documents.
- Register files requested by relevant clients, including auditors and HR practitioners.
- Process documents for archiving and disposal and compile lists of archived documents.
What You’ll Need
- A Grade 12 certificate or equivalent qualification at NQF level 4.
- A relevant qualification in the field will be advantageous.
- Understanding of the National Archives Act and regulations.
- Knowledge of the legislative framework governing the Public Service.
- Familiarity with storage and retrieval procedures.
- Excellent written and verbal communication skills.
- Strong interpersonal relations and computer literacy, particularly in MS Office.
- Good numerical, time management, planning, organizing, and report writing skills.
How to Apply
Applications can be sent via email to the address provided below.
Requirements
Applicants should be in possession of Grade twelve (12) certificate or equivalent qualification at NQF level four (4) as recognised by SAQA.No experience required.
A relevant qualification in the field of will serve as an added advantage.
Knowledge and skills: Understanding of the National Archives Act and Regulations, understanding of the legislative framework governing the Public Service, knowledge of storage and retrieval procedures in terms of the working environment, understanding of the work in registry and Batho Pele Principles.
Skilled in communication (written and verbal), interpersonal relations, computer literacy (MS Office), numerical, time management, planning, organising and report writing skills.
Job Duties
Handle incoming and outgoing correspondences.Receive, sort, register and dispatch mail, distribute notices on registry issues, record receipt files and protection records and ensure correct filling, make sure that the storeroom is locked to limit access, replace torn out registers, keep closed registers safe in the archival storeroom, render an effective filing and record management service, open and close files according to record classification system.
File /store, trace (manually) and retrieve documents and files, ensure that the information inside the personal file is filed accordingly, complete index cards for all files, maintain safe custody and protection of files and records, label files neatly for easy retrieval, arrange and package files for archives and distribution, ensure that there is enough space for filing in the storeroom to avoid misfiling of documents, register all files requested by relevant clients.
For example, clients such as Auditors and HR practitioners, process documents for archiving and/ disposal, conduct electronic scanning of files, sort and package files for archives and distribution, compile list of documents to be archived and submit to the supervisor and keep records for archived documents.
