SENIOR ADMINISTRATION CLERK: REGISTRATION

This position is for a Senior Administration Clerk specialising in registration, based at the Kroonstad Training College. The role operates within the public service administration framework and focuses on the management of records, archives, and registry functions at the college. As a senior clerk, the incumbent will act as the custodian of official departmental files, ensuring that all documentation is properly registered, stored, retrieved, and eventually disposed of in accordance with legislative requirements and departmental policies. The work is central to the smooth operation of the training college, as accurate and secure record-keeping supports administrative accountability and service delivery across the institution.

To be considered for this post, applicants must hold a recognised three-year degree or national diploma in Public Administration, or an equivalent relevant qualification. In addition, candidates need between one and two years of relevant working experience, which should provide practical familiarity with registry or records management environments. Computer literacy is essential, and a valid driver’s licence is also required, as the role may involve tasks related to the movement or transfer of records. The ideal candidate will demonstrate a broad range of competencies, including sound job knowledge, good communication skills, and strong interpersonal relations. Professional integrity and the ability to perform under pressure are crucial, as are financial management, facilitation, and presentation skills. The role demands project management abilities, the capacity to plan, organise, lead, and control work processes, and competence in conflict management. Report writing, time management, and strict confidentiality are also key attributes. A thorough understanding of the public service policy and legislative framework, a strong service delivery and client orientation, integrity, honesty, assertiveness, and the ability to influence and impact are expected. Problem-solving skills, networking and diplomacy, and a solid understanding of the work performed in a registry are further essential requirements.

The main duties of the role involve managing both the archives and registry sections of the training college. This includes transferring records to the archives, withdrawing records from archives and registry when required, and disposing of files according to approved procedures. The senior clerk will control the uniform filing system, ensure the safe keeping of all departmental files, perform general filing duties, and manage the assets under the section’s control. These responsibilities require meticulous attention to detail, a strong sense of accountability, and the ability to handle sensitive information with discretion, as the integrity of official records is vital to the department’s operations.

This is an appointment under the Public Service Act, meaning the successful candidate will be subject to the regulations and conditions applicable to public service employees. The post is advertised through the relevant public service vacancy circular, and interested applicants should ensure they meet all requirements before applying. The position offers an opportunity to contribute to the efficient functioning of a correctional services training environment, where accurate record-keeping and proper file management directly support broader organisational effectiveness and governance.