About the Role
The Department of Education is seeking a dedicated Registry Clerk Supervisor in Gqeberha (formerly Port Elizabeth). This pivotal role focuses on overseeing registry counter services and ensuring effective records management within the department. By supervising key operations, the Registry Clerk Supervisor will play a vital part in maintaining the integrity of records that support the educational framework in South Africa. This position not only offers an opportunity to contribute to the public service but also to make a meaningful impact on the educational landscape of the community.
Working in this role means being at the heart of public service, directly interacting with clients and managing the flow of important documents that affect the lives of many. The successful candidate will ensure that all registry functions operate smoothly, promoting transparency and efficiency in how records are managed. The importance of this position cannot be understated; it is essential for the effective functioning of the Department of Education and its mission to provide quality education to all South Africans.
About the Department
The Department of Education is committed to fostering a learning environment that equips learners with the necessary skills and knowledge for the future. Its mandate focuses on providing quality education, developing educational policies, and ensuring that all learners have access to necessary resources. Working within this department offers a chance to be part of a larger mission that seeks to uplift communities and empower individuals through education.
The department plays a crucial role in shaping the educational landscape by implementing policies that enhance learning outcomes. By joining this team, you will contribute to initiatives that promote educational excellence and support South Africa’s youth, making a lasting difference in society.
What You’ll Do
- Supervise and provide efficient registry counter services to clients.
- Facilitate the implementation of records management policies and procedures.
- Conduct compliance inspections of registries and ensure adherence to standards.
- Handle client inquiries via telephone and in-person, addressing their needs promptly.
- Oversee the receipt, registration, and archiving of hand-delivered mail and documents.
- Manage the sorting, registration, and dispatch of incoming and outgoing correspondence.
- Supervise the filing, storage, tracing, and retrieval of documents and files.
- Ensure effective filing systems and maintain accurate index cards for all files.
- Operate and supervise office machines related to the registry function.
- Compile and submit lists of documents for archiving and maintain records of archived documents.
- Support satellite offices on records management and supervise registry staff.
- Allocate tasks, ensure quality work, and assess staff performance regularly.
What You’ll Need
- A Senior/Grade 12 certificate or a relevant qualification.
- Three to five years of experience in registry functions.
- Knowledge of the Public Service Act and relevant records management regulations.
- Proficiency in computer literacy and data capture.
- A valid unexpired driver’s license.
- Strong problem-solving skills and analytical ability.
How to Apply
Please refer to the application instructions below for submission details.
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Requirements
A Senior/Grade 12 certificate or relevant qualification.Three (3) to five (5) years’ experience in Registry functions.
Knowledge of the Public Service Act, Public Services National Archives Regulations and National Archive and Records Services Act of South Africa (NARSASA)e Regulations, and relevant Records Management prescripts.
Computer literacy.
Ability to capture data and collate administrative statistics.
Disclosure of a valid unexpired driver`s license.
Problem solving and analysis.
Job Duties
Supervise and provide registry counter services.Facilitate implementation of records management policies and procedures.
Facilitate compliance inspections of Registries.
Attend to clients.
Handle telephone and other enquiries received.
Receive and register hand delivered mail/files.
Archive and disposal of documents Supervise the handling of incoming and outgoing 134 correspondence.
Supervise the reception and receive all mail.
Supervise and sort, register and dispatch mail.
Distribute notices on registry issues.
Supervise and render an effective filing and record management service.
Opening and closing files according to the record classification system.
Filing/storage, tracing(electronically/manually) and retrieval of documents and files.
Ensure and complete index cards for all files.
Supervise the operation and operate office machines in relation to the registry function.
Supervise the processing and 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 supervisor.
Keep records for archived documents.
Administer and maintain file plan.
Support all satellite offices on Records Management matters.
Supervise registry staff.
Allocate and ensure quality work.
Personnel development.
Assess staff performance.
Apply discipline.
