Administrative Officer: Registry ServicesKimberly Regional Office

Requirements

• A minimum of three-year tertiary qualification (NQF Level 6)/ National Diploma in Public Administration or equivalent qualification.
• Relevant years of experience in a relevant field.
• Willing to adapt work schedule in accordance with office requirements.
• Knowledge:
• National Archives and Records Service of South Africa Act;
• Minimum Information Security Standards (MISS) Act;
• Public Finance Management Act;
• Mailing procedures;
• Procurement processes and procedures;
• Inventory systems;
• Records Management;
• General office Management;
• Human Resources policies.
• Skills:
• Effective communication;
• Planning and organizing skills;
• Budget analysis;
• Report writing;
• Basic numeracy;
• Computer literacy;
• Analytical thinking;
• Interpersonal relations;
• Client liaison;
• General office administrative and organizational skills.
• Personal Attributes:
• Ability to work under pressure;
• People oriented;
• Hard working;
• Assertive;
• Ability to communicate at all levels;
• Trustworthy;
• Punctuality;
• Self- motivated;
• Ability to work independently.

Duties

• Provide supervisory and administration support registry counter services -:
• Ensure the handling of incoming and outgoing correspondence.
• Attend to clients’ queries.
• Ensure that officials who are request and returning files fill in their details in the register for outgoing files.
• Distribute notices on registry issues.
• Ensure making of copies as required.
• Administer an effective filing and record management service:
• Administer opening and closing of files according to the record classification system.
• Ensure and monitor filing, tracing (electronically/manually) and retrieval of documents and files.
• Ensure and complete index cards for all files.
• Ensure a consistent and uniform procedure is followed when filing, delivering and archiving correspondence.
• Continuously monitor and assess the records management system to ensure compliance with applicable guidelines and prescripts.
• Ensure closing, archiving and disposing of files in accordance with applicable prescripts.
• Supervise and ensure sorting, registration and dispatching of mail:
• Ensure proper sorting of incoming and outgoing mail.
• Administer opening and registration of mail.
• Dispatch mail and ensure confidential mail are delivered unopened.
• Ensure that unclaimed of undeliverable letters are returned to the post office.
• Do spot checks on post to ensure that no private post is included.
• Lock post in postbag for messengers to deliver to Post Office.
• Provide general administration and supervisory functions ensure an effective service delivery-:
• Allocate duties and perform quality control on the work delivered by subordinates.
• Provide advice and lead subordinates with regard to all aspects of the work.
• Facilitate training and development of subordinates.
• Supervise and performance of subordinates.
• Capture and verify invoices on Rea Patala.
• Attend to related queries.
• Execute general administration function related to registry services.

How to apply

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Enquiries

Notes from the department

• Applications must be submitted on the prescribed Z83 application form (obtainable from any Public Service Department or on the DPSA website link: https:/www.dpsa.gov.za/newsroom/psvc/, which must be signed, initialled and dated by the applicant, and must be accompanied by a detailed curriculum vitae (CV) only.
• Candidates are not required to submit certified copies of qualifications and related documents on application.
• Only shortlisted candidates will be required to submit certified copies of qualification and other related documents on or before the date of interview, which should not be older than six months.
• Should an application be submitted using incorrect/old Z83 application form, such an application will be disqualified.
• Further take note of the following on completion of Z83 application form:
• PART A and PART B must be fully completed.
• PART C - PART G:
• Noting that there is a limited space provided applicants may refer to CV or indicate.
• This will be acceptable as long as the CV has been attached and provides the required information.
• Page 1 of the Z83 application form must be initialled and page 2 signed and dated by the applicant.
• Failure to comply with the above instructions may result in an application being disqualified.
• Applicants applying for more than one advertised post must submit separate Z83 application forms and CVs in respect to each post being applied for.
• Should an application be received where an applicant has applied for more than one posts on the same Z83 application form, the applicant will be considered for the first post indicated on the Z83 application form only.
• Applications will be received via post/courier services, hand deliveries or email.
• Late applications will not be considered.
• Regulation 57 (c) and 67 (9) of the Public Service Regulations 2016, as amended, requires the executive authority to ensure that he or she is fully satisfied of the claims being made and the finalisation of Personnel Suitability Checks in order to verify claims and check the candidate for purpose of being fit and proper for employment, respectively.
• Shortlisted candidates must be willing to undergo normal vetting and verification processes.
• Note:
• It is the responsibility of all applicants to ensure that foreign qualifications are evaluated by SAQA.
• Due to large volume of responses anticipated, receipt of applications will not be acknowledged, and correspondence will be limited to shortlisted candidates only.
• Should you not have heard from us within three months from the closing date, please regard your application as unsuccessful.
• Entry level requirements for SMS posts: in terms of the Directive on Human Resource Management and Development on Public Service Professionalisation Volume 1 a requirement for appointment into SMS posts is the successful completion of the Senior Management Pre-Entry programme as endorsed by the National School of Governance (NSG).
• The course is available at the NSG under the name Certificate for entry into SMS and the full details can be obtained by following the below link: https: www.thensg.gov.za/training –course /sms-pre-entry programme/.
• All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.
• Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity.
• All shortlisted candidates, including SMS, shall undertake two pre-entry assessments.
• One must be a practical exercise, and the other must be an Integrity (Ethical Conduct) Assessment.
• Selection panels shall score both technical exercises as an additional criterion in the interview process.
• Note:
• For emailed applications, please submit a Single PDF document or one attachment per application to the email address designated on the specific position.
• Kindly note that the emailed applications and attachments should not exceed 15MB.
• It remains the candidate’s responsibility to ensure that their application is successfully submitted using the required single pdf document.
• Encrypted document will not be accepted.
• All though an email application option is available, applicants are encouraged to hand deliver their application.
• Important:
• Applicants must submit a separate application for each post applied for, clearly indicating the correct reference number and post title on each application.
• Applicants who apply for more than one post must submit a separate application for each post.
• Failure to comply with this requirement may result in the application not being considered.