About the Role
The Department of Basic Education is seeking a dedicated and detail-oriented Registry Clerk for its Pretoria Head Office. This vital role is essential in ensuring the smooth operation of administrative functions that support the education sector in South Africa. As a Registry Clerk, you will be at the forefront of providing excellent counter services, attending to client inquiries, and managing correspondence that impacts the educational landscape in Pretoria. Your efforts will contribute to the transparency and efficiency of public service, ultimately benefiting the community and the nation’s learners.
In this position, your responsibilities will extend to managing incoming and outgoing mail, facilitating the filing and retrieval of crucial documents, and ensuring compliance with national information management standards. By maintaining the integrity of the records and providing support for personal files, your work will play a significant role in upholding the values of accountability and accessibility within the public service.
About the Department
The Department of Basic Education is committed to providing quality education to all learners in South Africa. Its mission encompasses developing policies and programs that enhance educational outcomes and ensure equitable access to learning opportunities. Working within this department means contributing to the foundation of our society and being part of a dedicated team that strives to uplift and empower the nation through education.
With a focus on continuous improvement, the Department of Basic Education operates with a vision to foster an inclusive and effective education system that prepares learners for the future. Joining this department offers an opportunity to engage in meaningful work that directly influences the lives of South Africans.
What You’ll Do
- Provide counter services and attend to clients’ inquiries effectively.
- Handle telephone inquiries and manage incoming/outgoing correspondence.
- Receive, register, and sort hand-delivered mail and files.
- Maintain the filing and record management services, including opening and closing files.
- Ensure compliance with information management and security standards.
- Assist in the safekeeping and maintenance of personal files.
- Conduct spot checks on mail to ensure compliance with postal regulations.
- Process documents for archiving and disposal, including electronic scanning.
- Maintain records for archived documents and compile lists for submission to supervisors.
What You’ll Need
- A Senior/Grade 12 certificate or relevant qualification.
- Knowledge of human resources functions and basic financial operating systems (PERSAL).
- Proficiency in data capture, computer operation, and administrative statistics collation.
- Understanding of the legislative framework governing the Public Service.
- Familiarity with storage and retrieval procedures within the registry environment.
- Flexibility and capability to adapt to various work procedures.
How to Apply
Please refer to the application instructions below.
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Requirements
A Senior/Grade 12 certificate or relevant qualification.Knowledge of human resources functions, practices as well as the ability to capture data, operate computers and collate administrative statistics.
Basic knowledge and insight of Human Resources prescripts.
Knowledge of basic financial operating systems (PERSAL).
Knowledge of registry duties, practices as well as the ability to capture data, and operate computer.
Working knowledge and 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.
Knowledge of working procedures in terms of the working environment flexibility.
Job Duties
Provide counter services: Attend to clients.Handle telephone and other enquiries received.
Receive and register hand delivered mail/files.
Handle incoming and outgoing correspondence: Receive all mail.
Sort, register and dispatch mail.
Distribute notices on registry issues Render an effective filling and record management service: Opening and closing files according to record classification system.
Filling/storage, tracing (electronically/ manually) and retrieval of documents and files.
Complete index cards for all files.
Implementation of minimum information required in all Human resource records.
Ensure compliance to management of information and security and promotion of access to information.
Ensure compliance to management of National Minimum Information Requirements are complied.
Ensure compliance to records classification requirement.
Provide support on coordination of personal files.
Safekeeping of personal files.
Maintenance of stall file plan.
Undertake spot checks on post to ensure no private post is included.
Lock post in postbag for messengers to deliver to post Office.
Open & maintain remittance register.
Record all valuable articles as prescribed in the remittance register.
Hand delivers and signs over remittances to finance.
Send wrong remittances back to sender via registered post and record reference number in register.
Keep daily record of number of letters franked.
Process documents for archiving and/ disposal: Electronic scanning of files.
Sort and package files for archives and distribution.
Compile list of documents to be archived and submit to the supervisor.
Keep records for archived documents.
