CHIEF REGISTRY CLERK (X1 POST)

The Chief Registry Clerk position at Siloam Hospital, within the Limpopo Department of Health, is a pivotal administrative role responsible for the systematic management of both administrative and patient records. This is a supervisory level post within the hospital’s registry unit, ensuring that all documents are correctly filed, stored, retrieved, and safeguarded in compliance with applicable legislation and departmental directives. As a level seven post, it carries significant accountability for the integrity, confidentiality, and accessibility of records that support clinical care, hospital administration, and external audits. The role demands a meticulous, organized individual who can lead a team while maintaining the highest standards of records governance in a busy healthcare environment.

To be considered for this post, applicants must possess a National Senior Certificate or Grade 12, supplemented by an undergraduate qualification at NQF level 6 in Archives, Records Management, or Library and Information Science, as recognized by the South African Qualifications Authority. This academic foundation must be paired with at least three years of relevant experience working in a registry or records management environment. The inherent requirements include solid computer literacy across MS Outlook, Word, Excel, and PowerPoint, as well as proficiency with virtual meeting platforms. A valid driver’s licence is also required, unless the applicant has a disability that prevents them from obtaining one. Successful candidates will need to demonstrate a thorough working knowledge of registry procedures, filing and cataloguing systems, the relevant legislation governing records management, and the postal system. Strong planning, organizing, and supervisory skills are essential to manage the workload and oversee subordinates effectively.

The core duties of the Chief Registry Clerk encompass the full lifecycle of records management, from filing and retrieval to storage, safekeeping, and controlled access. The incumbent will manage registry services, including the processing of incoming and outgoing correspondence, both internal and external, and the physical postage of mail. Maintaining control registers is a critical function, as is ensuring strict control over access to records storage rooms to protect sensitive information. Confidentiality is paramount, given the presence of patient records, and the position holder must implement and enforce robust measures to prevent unauthorized disclosure. The role also involves executing an effective and efficient disposal programme, ensuring that records are destroyed or archived in line with approved schedules. Additionally, the Chief Registry Clerk must prepare records for audit purposes and maintain storage rooms to the required standards. Supervision of subordinates is an integral part of the position, requiring the ability to allocate work, provide guidance, and ensure that the team performs to expected service levels.

Applicants should note that this position is subject to the standard employment conditions of the Limpopo Department of Health. The department welcomes suitably qualified candidates, and applications must follow the prescribed online process. It is important to submit a fully completed new Z83 application form along with a comprehensive curriculum vitae, with the CV attached in PDF format only. Foreign qualifications must be evaluated by SAQA, and shortlisted candidates will be required to attend interviews and may undergo practical and integrity assessments as part of the selection process. This role offers a meaningful opportunity for an experienced records professional to contribute to the efficient operation of a public healthcare institution.