Registry Clerk: Executive Support

Experience

Grade 12. 1-2 years’ experience in the Office of an Executive.

Key responsibilities

• Provide registry counter services.
• Attend to registry clients and respond to telephonic and other registry-related

Additional details

• Grade: Provincial

How to apply

To apply for the below positions, please submit your application online at http://professionaljobcentre.gpg.gov.za send an email at: [email protected] . quoting the relevant

• Application method: Online
• Email: [email protected]
• 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.

Please note

• Applications must be submitted on the New Z83 form obtainable from any Public Service Department or on the internet at www.gov.za/documents.
• Applications with the Old Z83 form will not be considered.
• A New Z83 form must be fully completed, duly signed and initialed by the applicant.
• A recent, comprehensive CV, specifying all qualifications and experience, with respective dates must accompany the application form.
• Applicants are not 220 required to submit copies of qualifications and other relevant documents on application.
• No duplicate