ASSISTANT REGISTRAR OF DEEDS: TRACKING AND INFORMATION SERVICES

The Assistant Registrar of Deeds: Tracking and Information Services is a senior management post within the Registration and Information Services component of the Deeds Office, based in Johannesburg, Gauteng. The role is central to ensuring that the deeds registration environment operates efficiently, transparently, and in accordance with legislative prescripts, with a specific focus on the management of deeds information and the systems that support its retrieval, verification, and archival. As part of the departmental management structure, the incumbent is expected to contribute to broader governance objectives, including Batho Pele principles, service delivery improvement, and stakeholder engagement, while maintaining strict compliance with the Deeds Registries Act and related ordinances.

To be considered, applicants must hold a Grade 12 certificate together with a National Diploma in Law, a National Diploma in Deeds Registration Law, BProc, LLB, or an equivalent related qualification. In addition, at least four years of experience at junior management level within a Deeds environment is required. The role demands a thorough understanding of the Deeds Registries Act, associated ordinances, and other applicable legislation, as well as strong computer literacy and client relations skills. Knowledge of the Constitution, government decision-making processes, public service regulations, labour legislation, the Public Finance Management Act, diversity management, performance management, and monitoring, and the broader political landscape of South Africa, are also essential.

The responsibilities of the position are wide-ranging and operational in nature. The postholder will manage deeds information and the associated workflow, workload, processes, and standards, implementing corrective measures where necessary. This includes overseeing statistics and exception reporting, updating procedure manuals, managing the archiving of records, and maintaining the filing system for requests for information. A significant part of the role involves client relations, including monitoring the complaint register and drafting action plans, quality assuring client satisfaction surveys and making recommendations, and implementing outreach programmes and stakeholder engagement meetings. The Assistant Registrar will also monitor action plans for Public Service Month, verify Service Delivery Improvement Plan reports, manage correspondence, and provide guidance to clients. This includes analysing and investigating enquiries, providing and quality assuring feedback to clients and management, certifying information or judicial copies, handling section 212 affidavits, signing registers, and managing the subpoena register. Additionally, the position manages the Deeds Office Tracking System, commonly known as DOTS, as well as DRS and Deeds View profiles, ensuring that user access and system functions remain accurate and effective.

This is a highly responsible role that requires careful attention to legal detail, strong managerial capability, and a commitment to ethical and transparent service delivery. The post is graded at an all-inclusive package level and is subject to the structured remuneration of the senior management service. In line with the department’s employment equity targets, preference will be given to African, Coloured, and Indian males, African, Coloured, Indian and White females, and persons with disabilities. Suitably qualified candidates from these designated groups are encouraged to apply.