REGISTRY CLERK: CONDITIONS OF SERVICE (X2 POSTS)

The Department of Education’s Education District Office is advertising two Registry Clerk positions within the Conditions of Service component, one based at Alfred Nzo East and one at Nelson Mandela Bay. This is an entry-level clerical role at Level 05, focused on the efficient and compliant management of records, mail, and correspondence within the district office. The position supports the broader conditions of service and human resources functions by ensuring that files and documents are correctly registered, stored, retrieved, and archived, and that all incoming and outgoing communication is handled accurately and in line with public service regulations.

Applicants must hold a Grade 12 certificate; no prior work experience is required, making this an accessible opportunity for those starting their public service career. Strong written and verbal communication skills and a good command of English are essential. Candidates should also have knowledge of registry duties and practices, the ability to capture data, and the ability to operate a computer. A working understanding of the legislative framework governing the Public Service is required, including the PFMA, Treasury Regulations, the Public Service Act, and the Employment of Educators Act. Knowledge of storage and retrieval procedures in a working environment is also expected. The role demands well-developed reasoning, mathematical, and innovative thinking, along with problem-solving ability, the capacity to execute a variety of tasks, and the ability to work under pressure. Knowledge of the education sector will be an added advantage.

The duties are comprehensive and centre on the full lifecycle of records and mail. The clerk will attend to clients and handle telephonic and other enquiries, receive and register hand-delivered mail and files, and manage incoming and outgoing correspondence. This includes sorting, registering, and dispatching all mail, as well as distributing notices on registry issues. The incumbent will open and close files according to the record classification system, complete index cards, and perform filing, storage, tracing, and retrieval of documents both electronically and manually. The role also involves operating and maintaining the franking machine register, franking post, recording money, and updating the register daily. Spot checks must be conducted to ensure no private posts are included, and post must be locked in postbags for messengers to deliver to the Post Office. The clerk will maintain a remittance register, record valuable articles, hand over remittances to finance, and return wrong remittances via registered post. Additional responsibilities include keeping a daily record of letters franked, supervising the processing of documents for archiving or disposal, scanning files electronically, sorting and packaging files for archives, compiling lists of documents to be archived, and maintaining records of archived documents.

This is a public service position with standard conditions attached. Applications are submitted through the provincial e-recruitment system, and applicants must complete a Z83 form and provide a detailed CV. Certified copies of qualifications and other relevant documents are not required at the application stage but will be requested from shortlisted candidates before the interview. Successful candidates will be subjected to a personnel suitability check, including criminal record, citizenship, financial asset, qualification, and previous employment verification. Shortlisted candidates may also be required to undergo pre-entry assessments, including a practical exercise and an integrity assessment, as well as a skills or knowledge test where applicable. Correspondence is limited to shortlisted candidates, and those who have not been contacted within six months of the closing date should consider their application unsuccessful.