REGISTRY CLERK: RECORDS AND DOCUMENT MANAGEMENT (X2 POSTS)

This vacancy is for two Registry Clerk positions focused on records and document management within the Education District Office, one based in Nelson Mandela Bay and the other in Sarah Baartman. The role sits within the provincial Department of Education and is central to the smooth running of the district office's correspondence and filing systems. As a registry clerk, the incumbent will be the first point of contact for clients and staff dealing with mail, files and documents, ensuring that all records are properly captured, stored, retrieved and dispatched in line with public service regulations.

The minimum requirement is a Grade 12 certificate, and no prior work experience is needed, making this an excellent entry-level opportunity for school leavers or those seeking to start a career in public administration. Candidates must have effective written and verbal communication skills and a good command of English, as the job involves dealing with clients and handling telephone and other enquiries. A working knowledge of registry duties and practices, the ability to capture data and operate a computer, and an understanding of storage and retrieval procedures are essential. The successful applicant will also need to understand the legislative framework governing the Public Service, including the PFMA, Treasury Regulations, the Public Service Act and the Employment of Educators Act. Strong reasoning and mathematical abilities, innovative thinking, problem-solving skills, and the capacity to work under pressure while handling a variety of tasks are also required. Knowledge of the education sector will be an added advantage.

The duties are varied and detail-oriented. The clerk will receive, sort, register and dispatch all mail, including hand-delivered items, and will attend to clients and enquiries. They will open and close files according to the record classification system, complete index cards, and file, store, trace and retrieve 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, and conducting spot checks to ensure no private posts are included. The clerk will lock post in postbags for messengers, maintain the remittance register, record valuable articles, hand deliver and sign over remittances to finance, and send incorrect remittances back to senders via registered post while recording reference numbers. Additional responsibilities include keeping a daily record of letters received, electronically scanning files, sorting and packaging files for archives, compiling lists of documents to be archived, and maintaining records for archived documents.

Applicants should note that this is a full-time public service position with standard conditions. Shortlisted candidates will be required to submit certified copies of their qualifications and other relevant documents before the interview, and all selected candidates will undergo personnel suitability checks, including criminal record, citizenship, financial asset, qualification and previous employment verification. Depending on the post, candidates may also be required to complete pre-entry assessments, including a practical exercise and an integrity assessment, and successful appointees will serve a probation period. 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. This is a demanding but rewarding role for someone who is organised, methodical and committed to maintaining accurate records in a busy education district office.