About the Role
The Department of Education is looking for dedicated individuals to fill the role of Registry Clerk: Records and Document Management, with opportunities available in Nelson Mandela Bay and Sarah Baartman. This position plays a vital role in ensuring that essential documents and communications are effectively managed and are accessible to support the educational framework within the community. By joining the team, you will contribute to the smooth operation of public service in South Africa, helping maintain accurate records and communication that are crucial for educational institutions.
This role is perfect for those who enjoy organization and administration, as it involves a variety of responsibilities focused on maintaining records and providing excellent service to clients. The Registry Clerk will be an essential part of the workflow, ensuring timely processing and distribution of documents, which ultimately aids in the efficient functioning of the education system in the area.
About the Department
The Department of Education is committed to providing quality education and support to ensure that all learners in South Africa have access to the resources they need for successful learning. With a mission to enhance the educational landscape, the department works tirelessly to implement policies and programs that promote educational excellence. Working here means being part of a larger movement to uplift communities and empower individuals through education, making a meaningful impact in the lives of many.
What You’ll Do
- Attend to clients and handle telephone and other inquiries.
- Receive and register hand-delivered mail and files.
- Sort, register, and dispatch all incoming mail.
- Distribute notices related to registry issues.
- Open and close files according to the record classification system.
- File, store, trace, and retrieve documents and files both electronically and manually.
- Complete index cards for all files maintained.
- Manage the franking machine register, including daily updates.
- Perform spot checks on outgoing posts to ensure compliance with regulations.
- Maintain remittance registers and manage valuable articles as prescribed.
- Conduct electronic scanning of files and prepare files for archiving.
- Compile lists of documents for archiving and submit to the supervisor.
What You’ll Need
- A Grade 12 certificate with no prior experience required.
- Effective communication skills, both written and verbal, with a good command of the English language.
- Understanding of registry duties and practices, including data capturing and computer operation.
- Knowledge of legislative frameworks governing public service.
- Familiarity with storage and retrieval procedures relevant to the working environment.
- Reasoning, mathematical, and problem-solving skills, with the ability to perform various tasks under pressure.
- Knowledge of the Education Sector will be an added advantage.
How to Apply
Please forward your application, quoting the relevant reference number, to the link quoted in the specific advertisement below.
Requirements
A Grade 12 certificate with no experience required.Effective communication skills (written and verbal skills) and a good command of English language.
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.
Knowledge and understanding of PFMA, Treasury Regulations, Public Service Act and Employment of Educator Act.
Effective verbal and written communication skills.
Well-developed reasoning mathematical, innovative thinking as well as problem solving ability, ability to execute variety of tasks and be able to work under pressure.
Knowledge of Education Sector will be added advantage.
Job Duties
Attend to clients.Handle telephone and other enquiries received.
Receive and register hand delivered mail/files.
Receive all mail.
Sort, register and dispatch mail.
Distribute notices on registry issues.
Opening and closing files according to the record classification system.
Filing / storage, tracing (electronically/manually) and retrieval of documents and files.
Complete index cards for all files.
Open and maintain franking machine register.
Frank post, record money and update register on a daily basis.
Do spot checks on posts to ensure that no private posts are included.
Lock post in postbag for messengers to deliver to Post Office.
Open & maintain remittance register.
Record all valuable articles as prescribed in remittance register.
Hand delivers and signs over remittances to finance.
Send wrong remittances back to sender via 183 registered post and record reference number in register.
Keep record daily of amount of letters received.
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.
