REGISTRY CLERK: EXECUTIVE SUPPORT Branch:

This position offers an opportunity to serve as a Registry Clerk within the Executive Support directorate of the Department of Environment, based at Umnotho House in Johannesburg. The role is central to the smooth functioning of the executive office, ensuring that all correspondence, documents and records are handled efficiently, securely and in line with departmental procedures. As the first point of contact for registry clients, the incumbent will provide counter services, respond to telephonic and other registry-related enquiries, and receive hand-delivered mail, files and documents. A key part of the job involves date-stamping, sorting and categorising incoming documents, verifying that submissions are complete, and issuing acknowledgements of receipt. From there, the clerk routes documents to the relevant officials or offices for further action, ensuring that nothing is lost or delayed in the workflow.

The role also covers the full cycle of outgoing correspondence. This includes preparing documents for dispatch, checking recipients’ details and addresses, and sending official correspondence through approved channels such as courier, postal services, email or hand delivery. The clerk must monitor deliveries, follow up on delayed or undelivered items, and maintain proof of dispatch and delivery for accountability and audit purposes. Any outstanding correspondence or discrepancies must be tracked and reported to a supervisor. In addition, the position involves operating and maintaining office equipment such as photocopiers, scanners, printers and binding machines. The clerk will reproduce and scan official documents for recordkeeping, monitor the availability of paper, toner and other consumables, perform basic routine maintenance, and arrange for repairs when faults occur.

Another significant responsibility is coordinating the processing of records for archiving and disposal. The clerk will identify records due for archiving or disposal according to approved retention schedules, assess and prepare them in line with departmental records management procedures, and compile inventories of records earmarked for these processes. The role also includes arranging the transfer of approved records to the designated archival storage facility and facilitating disposal once authorised, always in accordance with applicable legislation and departmental policies.

Candidates must have a Grade 12 certificate and between one and two years’ experience working in the office of an executive. The department is an equal opportunity employer and aims to promote equity through filling this post, with preference given to candidates whose appointment will advance employment equity, particularly persons from designated groups, including Coloureds, Indians, Whites and persons with disabilities. Shortlisted applicants will be required to submit certified copies of qualifications and other documents before the interview, and foreign qualifications must be accompanied by a SAQA evaluation certificate at the candidate’s own expense. All shortlisted candidates will undergo two pre-entry assessments, one practical and one integrity-based, followed by an oral interview. Suitable candidates will also be subjected to personnel suitability checks, including criminal record, citizenship, credit record, qualification and employment verification. Applicants consent to the processing of personal information in line with the Protection of Personal Information Act, and must declare any conflicts of interest or board memberships. If no feedback is received within six months of the closing date, applicants should consider their application unsuccessful.