Registry Clerk

Requirements

• A minimum of National Senior Certificate/ Grade 12.
• No experience required.
• Completion of the Records Management course is a prerequisite.
• Knowledge of records/ documents management, a file plan, mail and courier service procedures.
• Knowledge Information Act (PAIA) and National Archives and Records Service Act (NARSA).
• Knowledge of electronic document and records management system will be an added advantage (EDRMS).
• Knowledge of Reapatala invoice tracking system.
• Competencies needed:
• Planning and organizing skills.
• Communication (verbal and written) Skills.
• Problem solving skills, Customer care and Client orientation skills.
• Computer literacy.
• Liaison skills, Analytical skills, Interpersonal Skills.
• Telephone etiquette.
• Good leadership Skills.
• Attributes:
• Accurate.
• Confident, Ability to work under pressure.
• Ability to work in a team and independently.

Duties

• Receive mail from Post Office and internal clients.
• Open, stamp, sort mail and record in the register.
• Receive parcels delivered by hand and record in the register.
• Render courier service: package documents, place in envelopes, address envelopes; place them in and outgoing tray and record mail in the mail register.
• File and retrieve files on-site and off-site storage.
• Control movement of files and access to files.
• Index, scanning, faxing.
• Photocopying.
• Reload franking machine, register priority mail, receive and date stamp invoices and forward to finance.
• Register supply of files to officials and maintain register of files opened and make follow up if the file is not returned back to Registry after the due date.
• Register incoming invoices on Reapatala invoice tracking system.
• Issue reference not according to the approved file plan.
• Attend to client’s enquiries; assist in the absence of the supervisor.
• Perform any other administrative tasks as requested by the supervisor.

How to apply

New to the Z83 form? Read the application guide.

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, including the SMS, shall undertake two pre-entry assessments.
• One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment.
• 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.
• 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.
• Although 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.