Registry Clerk: Executive Support

Requirements

Duties

• Provide registry counter services.
• Attend to registry clients and respond to telephonic and other registry-related enquiries.
• Receive and register hand- delivered mail, files and documents in the appropriate registry registers or electronic systems.
• Date-stamp, sort and categorise incoming documents in accordance with established registry procedures.
• Verify and acknowledge receipt of documents submitted at the registry counter, ensuring completeness and providing confirmation of receipt where required.
• Distribute and route documents and files to the relevant officials or offices for further processing.
• Process Incoming and Outgoing Correspondence.
• Prepare outgoing correspondence for dispatch in accordance with departmental procedures.
• Verify recipients’ details, addresses and supporting documents before dispatch.
• Dispatch official correspondence through approved channels, including courier, postal services, email or hand delivery.
• Monitor the delivery of outgoing correspondence and follow up on delayed or undelivered items.
• Maintain proof of dispatch and delivery for accountability and audit purposes.
• Track outstanding correspondence and report delays or discrepancies to the relevant supervisor.
• Maintain an Effective Filing and Records Management Service.
• Operate office equipment, including photocopiers, scanners, printers and binding machines, to support registry operations.
• Reproduce and scan official documents as required for departmental recordkeeping and administrative purposes.
• Monitor the availability of paper, toner and other consumables required for the effective operation of office equipment.
• Perform basic routine maintenance and troubleshooting of office equipment in accordance with operating instructions.
• Operate and Maintain Office Equipment for Registry Functions.
• Report equipment faults and arrange for repairs or servicing through the appropriate departmental channels.
• Coordinate the Processing of Documents for Archiving and Disposal.
• Identify records due for archiving or disposal in accordance with approved records retention schedules.
• Assess and prepare records for archiving or disposal in line with departmental records management procedures.
• Compile and update inventories and lists of records earmarked for archiving or disposal.
• Arrange the transfer of records approved for archiving to the designated archival storage facility.
• Facilitate the disposal of records upon approval by the authorised officials and in accordance with applicable legislation and departmental policies.

How to apply

New to the Z83 form? Read the application guide.

Enquiries

Notes from the department

• Application form (Z83) should be accompanied by a recently updated CV.
• Only shortlisted candidates will be required to bring their originally certifies copies of their qualifications, ID and drivers licence.
• Failure to submit all the requested documents will result in the application not being considered.
• 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.
• Correspondence will be limited to short-listed candidates only.
• If you have not been contacted within three (3) months after the closing date please accept that your application was unsuccessful.
• Kindly note that: successful candidates will be subjected to a security clearance in terms of a criminal record check, verifications of qualifications.
• All short-listed candidates may be subjected to a technical exercise that intends to test relevant technical elements of the job, for which the logistics will be communicated by the department.
• 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.