REGISTRY CLERK: SPECIALISED AUXILIARY SERVICES

This position is for a Registry Clerk within the Specialised Auxiliary Services component of the Police Oversight and Community Safety unit, part of the Western Cape Government. The role is based in the Western Cape and supports the broader mandate of the Department of the Premier by ensuring that registry and records management functions are carried out efficiently and in line with public service regulations. As a Registry Clerk, the incumbent will act as the first point of contact for registry counter services, manage the flow of correspondence, and maintain a reliable filing and record-keeping system. The work is essential to the smooth operation of the unit, as accurate records and proper document handling support transparency, accountability, and effective decision-making within the provincial government.

To be considered for this post, candidates must hold a Senior Certificate, which is equivalent to Grade 12. Beyond the formal qualification, the role requires a solid working knowledge of registry duties and practices, including data capture and computer operation. A successful applicant will also need to understand the legislative framework that governs the Public Service, as well as the storage and retrieval procedures relevant to the working environment. This includes a clear understanding of how registry work supports broader organisational functions. In terms of skills, the ideal candidate should demonstrate numeracy, language proficiency, computer literacy, planning and organisational ability, and strong verbal and written communication skills. These competencies are necessary to handle the volume of correspondence, maintain accurate records, and interact professionally with internal and external stakeholders.

The main duties of the post are varied and centre on the full lifecycle of records management. The Registry Clerk will provide registry counter services, which means receiving and assisting visitors and staff with document-related requests. They will handle both incoming and outgoing correspondence, ensuring that items are correctly logged, routed, and tracked. An effective filing and record management service must be rendered, which involves organising physical and electronic records so that they can be easily retrieved when needed. The clerk will also operate office machines relevant to the registry function, such as photocopiers, scanners, and franking machines, and will process documents for archiving and disposal in accordance with established procedures. Attention to detail and a methodical approach are therefore critical to success in this role.

There are several important conditions attached to this vacancy. Shortlisted candidates will be required to attend interviews on a date determined by the department and must submit duly completed and signed vetting and supporting documentation within a specified timeframe before the interview. Failure to do so without reasonable justification may result in disqualification from the process. All shortlisted candidates will also undergo two pre-entry assessments: a practical exercise to test technical and generic suitability for the post, and an integrity assessment to evaluate ethical conduct. The selection process will be guided by the employment equity targets of the employing department, and by applying, candidates consent to the Western Cape Government contacting previous employers or managers for reference checks, which may include enquiries about disciplinary records and reasons for leaving. These measures are designed to ensure that the successful candidate is both competent and fit for public service. Applications are only accepted online, and technical support is available during working hours for those who encounter difficulties with the system. This is a permanent, entry-level clerical post within a structured government environment, offering an opportunity to contribute to the professional administration of police oversight and community safety functions.