REGISTRY CLERK: RECORDS AND ECM (ELSENBURG)

This position is for a Registry Clerk specialising in Records and Electronic Content Management at the Elsenburg campus of the Western Cape Department of Agriculture. The role sits within the department’s registry and records management environment, where the incumbent will be responsible for supporting the efficient handling, storage, retrieval and eventual disposal of both physical and electronic records. As a clerical post within the public service salary structure, it requires a solid understanding of registry practices and the legislative framework governing the public service. The successful candidate will contribute to the smooth running of the registry by providing counter services, managing correspondence, and ensuring that filing and record management systems are maintained accurately and in line with departmental procedures.

To be considered, applicants must have a Senior Certificate or equivalent qualification. The department looks for candidates who have knowledge of registry duties and practices, the ability to capture data and operate a computer, and a clear understanding of how a working registry functions. Familiarity with storage and retrieval procedures within the working environment is essential, as is knowledge of the legislative framework that governs public service records. In terms of skills, the role demands computer literacy, good planning and organising abilities, strong written and verbal communication, and the capacity to work flexibly as part of a team. These competencies are crucial because the registry clerk will interact with colleagues and members of the public at the counter, handle a high volume of incoming and outgoing correspondence, and need to prioritise tasks to meet deadlines.

The main duties of the post are varied but centre on the lifecycle of records. The registry clerk will provide registry counter services, which means receiving requests, assisting users, and ensuring that documents are correctly logged and routed. Handling incoming and outgoing correspondence is another core responsibility, requiring careful attention to detail to avoid misrouting or loss. The clerk will also render an effective filing and record management service, which involves classifying, indexing, and maintaining both paper and electronic records in an orderly manner. Operating office machines related to the registry function, such as photocopiers, scanners, and shredders, forms part of the daily routine. Finally, the clerk will process documents for archiving and disposal, ensuring that records are prepared according to retention schedules and that any disposal is done in compliance with relevant policies and legislation.

There are several important conditions attached to this vacancy. Shortlisted candidates will be required to attend interviews on a date determined by the department and must submit duly completed and signed vetting and supporting documentation within a specified timeframe before the interview. Failure to do so without reasonable justification may result in disqualification from the process. All shortlisted candidates will also undergo two pre-entry assessments: a practical exercise to test suitability against the technical and generic requirements of the post, and an integrity assessment to evaluate ethical conduct. The selection process will be guided by the employment equity targets of the department, so applicants from designated groups are encouraged to apply. By applying, candidates consent to the Western Cape Government contacting previous employers or managers for reference checks, which will include enquiries about disciplinary records and reasons for leaving. It is essential that applications are submitted before the closing date, as late submissions will not be accepted. The post is advertised in the public service circular, and the enquiries person listed in the advert can be contacted for any questions about the position.