REGISTRY CLERK

This position offers an entry-level opportunity within the Free State Department of Education, based at the Thabo Mofutsanyana District Office. As a Registry Clerk, the successful candidate will serve as a crucial link in the department’s administrative and records management operations, ensuring that documentation flows efficiently and securely through the office. The role is ideal for a school leaver or someone beginning a career in public service administration, as it requires no prior work experience, only a Grade 12 certificate or an equivalent qualification recognised by the South African Qualifications Authority. The department is seeking an individual who is computer literate, possesses strong planning and organisational abilities, and demonstrates excellent verbal and written communication skills. A candidate who is flexible, a team player, and capable of building sound interpersonal relations will thrive in this environment, alongside a working knowledge of public service regulations.

The core responsibilities of this role are centred on the meticulous management of correspondence and files. The clerk will attend to clients in person and handle telephonic and other enquiries, acting as a first point of contact for the district office. A significant portion of the work involves receiving, sorting, registering, and dispatching all mail, including hand-delivered items, and distributing notices related to registry issues. The role requires the opening and closing of files according to the official record classification system, as well as the filing, storage, tracing, and retrieval of documents, both electronically and manually. The clerk will complete index cards for all files and maintain the franking machine register, which involves franking post, recording money spent, and updating the register daily. To ensure compliance, the clerk must undertake spot checks on outgoing post to confirm that no private mail is included, and lock the post in a postbag for messengers to deliver to the Post Office. Financial accountability extends to opening and maintaining a remittance register, recording all valuable articles as prescribed, hand-delivering and signing over remittances to the finance section, and returning incorrect remittances to senders via registered post while recording the reference numbers. Additional duties include keeping a daily record of letters franked, electronically scanning files, sorting and packaging files for the archives, compiling lists of documents to be archived for the supervisor, and maintaining records for all archived documents.

The department is committed to promoting representativity, and preference will be given to applicants from designated groups, particularly people with disabilities, women, and youth. Applicants must submit a comprehensive, detailed CV with contactable referees, and only shortlisted candidates will be required to provide certified copies of qualifications. All shortlisted candidates will be subjected to personnel suitability checks, including criminal record, citizenship, financial, and qualification verification, and may be asked to consent to access to their social media accounts. Foreign qualifications must be evaluated by SAQA, and non-RSA residents must submit proof of permanent residence when shortlisted. New appointments must join the Government Employee Medical Scheme to qualify for a medical subsidy, and salary progression is subject to performance assessment. The department reserves the right not to fill the post, and candidates should note that if no notification is received within four months of the closing date, their application was unsuccessful.