ADMINISTRATION CLERK

This position is an entry-level administrative role within the KwaZulu-Natal Division of the High Court in Pietermaritzburg, forming part of the Office of the Chief Justice. The successful candidate will provide comprehensive clerical and administrative support to the manager and the broader component, ensuring the smooth day-to-day functioning of the office. This includes managing correspondence, maintaining filing systems, and supporting procurement, personnel, and travel-related processes. The role is ideal for a candidate with a Grade 12 certificate who is eager to begin a career in the public service, as no prior work experience is required. However, a valid driver’s licence would be an added advantage.

The key knowledge areas expected include an understanding of registry processes, storage and retrieval procedures, legislative frameworks governing the Public Service, the Promotion of Access to Information Act, National Archives regulations, and the Batho Pele Principles. Familiarity with filing systems and the mail procedure manual is also important. Candidates should possess strong computer literacy, particularly in Microsoft Office, as well as effective communication, numeracy, interpersonal, problem-solving, analytical, time management, and administrative skills.

In terms of duties, the Administration Clerk will be responsible for recording, organising, storing, capturing, and retrieving correspondence and data, updating registers and statistics, and distributing incoming and outgoing documents. The role requires following up on outstanding matters, maintaining a complete filing system, and tracing documents for the manager and component when needed. Typing letters and other correspondence, as well as keeping the incoming and outgoing document register for district offices, are also key tasks. On the supply chain side, the clerk will provide clerical support, act as sub-inventory controller for the manager’s office, liaise with internal and external stakeholders regarding procurement, and handle the purchasing of standard office items such as stationery and refreshments by obtaining quotations and completing procurement forms. Maintaining the asset register for the component is another responsibility.

Personnel administration duties include maintaining the leave register, keeping personnel records and attendance registers, and processing travel and subsistence claims for the manager and unit members. The clerk will also make travel arrangements, ensuring that documentation such as accommodation bookings, flight schedules, passports, and visas correspond correctly. Administrative support extends to arranging meetings, providing secretariat services, compiling minutes and memos, handling office correspondence, ensuring proper filing of all records, and supporting stationery supplies within the sub-directorate.

This is a level 05 position within the public service, and the successful candidate will be required to sign a performance agreement. The organisation has indicated that preference will be given to candidates in line with its Employment Equity goals, so applicants from designated groups are encouraged to apply. This vacancy offers a solid opportunity for a motivated individual to gain broad administrative experience in a legal and judicial environment.