ASSISTANT REGISTRAR OF DEEDS: TRACKING AND INFORMATION SERVICES

This position operates within the Registration and Information Services component of the Deeds Office, based in Qonce in the Eastern Cape, and is graded at senior management level. As Assistant Registrar of Deeds focused on tracking and information services, the incumbent is responsible for ensuring that deeds information flows efficiently through the office, that records are properly archived and retrievable, and that clients, stakeholders and management receive accurate, timely feedback. The role sits at the intersection of legal records management, client service and operational oversight, and directly supports the deeds registration value chain by managing the systems and processes that track requests, documents and information across the office. It requires a person who can combine legal knowledge with administrative leadership and who understands how public service delivery principles apply in a deeds environment.

Applicants need a Grade 12 certificate and a National Diploma in Law, Deeds Registration Law, BProc, LLB or equivalent qualification, together with four years’ experience at junior management level in a deeds environment. The role demands thorough knowledge of the Deeds Registries Act, Ordinances and related Acts, as well as computer literacy and strong client relations. The successful candidate should also be familiar with the Constitution, government decision-making processes, public service regulations, the political landscape of South Africa, labour and employment legislation, diversity management, good governance, Batho Pele principles, performance management and monitoring, public service transformation, and the Public Finance Management Act.

In terms of duties, the Assistant Registrar will manage deeds information, including workload, workflow, processes and standards, and implement corrective measures where needed. This includes managing statistics and exception reports, updating procedure manuals, overseeing the archiving of records and maintaining the filing system for requests for information. Client relations is a central part of the role: the incumbent will monitor the complaints register, prepare action plans, quality assure client satisfaction surveys, and make recommendations. The post also involves implementing outreach programmes, stakeholder engagement meetings and public service month action plans, as well as verifying Service Delivery Improvement Plan reports. The role includes handling correspondence, guiding clients, analysing and investigating enquiries, and providing or quality assuring feedback to clients and management. The incumbent will certify information, judicial copies, section 212 statements and affidavits, maintain the subpoena register, and manage the Deeds Office Tracking System, including DRS and Deeds View profiles.

This is a senior public service post with an all-inclusive package structured according to the MMS. The department has set employment equity targets for this vacancy, specifically favouring Coloured, Indian and White males; African, Coloured, Indian and White females; and persons with disabilities. Candidates should note that applications must be submitted by the published closing date through the specified channels, and late or incorrectly directed applications will not be accepted. This summary is based on the advertised source circular, and applicants are encouraged to consult the full advertisement for any further procedural details. The role offers an opportunity for an experienced deeds professional to play a key quality assurance and service delivery leadership role in a regional deeds office.