CHIEF REGISTRY CLERK: PERSONNEL RECORD (X1 POST)

An opportunity exists within the Department of Public Works, Roads and Infrastructure at its Head Office in Polokwane for a Chief Registry Clerk specialising in personnel records. This supervisory-level post, graded at an OSD level, is central to the efficient management of the department’s personnel registry function. The successful candidate will be responsible for overseeing the day-to-day operations of the registry, ensuring that employee records are accurately captured, securely stored, easily retrievable and ultimately disposed of in line with legislative requirements. The role requires a strong understanding of public service record-keeping frameworks and the ability to lead a team in delivering a professional registry service.

Applicants must possess a recognised NQF Level 4 qualification, namely Grade 12 or an equivalent qualification as evaluated by SAQA. A further qualification or certificate in Records and Archives will be an added advantage. A minimum of three to five years of direct experience in personnel records or registry work is required, along with a valid motor vehicle driver’s licence, although the licence requirement is waived for applicants with disabilities. The ideal candidate will have sound knowledge of registry duties and practices, including data capture and computer operation, as well as a working understanding of the legislative framework governing the Public Service. Familiarity with the storage, retrieval, archival and disposal procedures prescribed by legislation, together with knowledge of the Best Practice Model on personnel records, is essential.

Key responsibilities include supervising and providing personnel registry counter services, managing the flow of incoming and outgoing correspondence, and ensuring an effective filing and record management service is maintained. The Chief Registry Clerk will also supervise the operation of office machines relevant to the registry function, oversee the processing of documents for archiving or disposal, and take charge of human resources supervision within the registry team. This involves allocating work, monitoring performance and ensuring that all registry activities comply with departmental policies and legislative standards.

The department is an equal opportunity and affirmative action employer, and women and people with disabilities are encouraged to apply. All shortlisted candidates will be subject to security clearance, verification of qualifications and a Personnel Suitability Check. In addition, shortlisted applicants will be required to undergo two pre-entry assessments: a practical exercise testing technical and generic suitability for the post, and an integrity assessment. Candidates with foreign qualifications must ensure their qualifications are evaluated by SAQA. Applications must be submitted on the prescribed Z83 form (2021 version) accompanied by a comprehensive CV; certified copies of documents are only required from shortlisted candidates. The department reserves the right not to make an appointment, and correspondence will be limited to shortlisted candidates. If no feedback is received within three months of the closing date, applicants should consider their application unsuccessful. The department will not cover any costs related to attending interviews.