REGISTRY CLERK REF NO: S.4/3/8/120 Component: Records Management

This vacancy offers an entry-level opportunity within the Records Management component of the Limpopo Department of Education, based in the Mopani district. The Registry Clerk plays a central role in supporting the district education office by ensuring that all incoming and outgoing correspondence, files and records are handled accurately, securely and in line with public service regulations. As the first point of contact for many clients and officials, the incumbent will provide registry counter services, attend to visitors, and respond to telephonic and written enquiries. The position is ideal for a candidate who is organised, service-oriented and comfortable working with both paper-based and electronic record-keeping systems.

Applicants must hold a qualification at NQF level 4, recognised by SAQA. No prior work experience is required, making this a suitable entry point for school leavers or those beginning a career in public service administration. However, candidates must demonstrate basic knowledge of registry duties and practices, including data capture, computer operation and the collection of statistics. A working understanding of the legislative framework governing the Public Service, as well as basic knowledge of storage and retrieval procedures relevant to the working environment, is also expected.

The core duties involve the full cycle of mail and file management. The Registry Clerk will receive, sort, register and dispatch all mail, including hand-delivered items, and will maintain registers for franking, remittances and valuable articles. Daily tasks include operating office machines, franking post, recording money and updating the franking machine register, conducting spot checks to ensure no private post is included, and locking post in postbags for delivery to the Post Office. The role also requires opening and closing files according to the record classification system, completing index cards, filing and storing documents, tracing files electronically or manually, and retrieving documents when needed. The incumbent will further process documents for archiving or disposal, scan files electronically, sort and package files for archives and distribution, compile lists of documents to be archived for the supervisor, and keep accurate records of archived documents. Remittances must be handed over and signed to finance, and any incorrect remittances must be returned to the sender via registered post with the reference number recorded.

Applicants should note the special conditions attached to this post. Applications must be submitted on the prescribed Z83 form, accompanied by a comprehensive CV, and only these two documents are required at the initial stage; shortlisted candidates will be asked to produce certified copies of qualifications and other supporting documents. Photocopied or faxed applications will not be accepted, and withdrawals must be made in writing. Successful candidates will undergo personnel suitability checks, including criminal record, citizenship, financial and asset record checks, as well as qualification and employment verification, and will be subject to security clearance. Shortlisted candidates will also be required to complete two pre-entry assessments: a practical exercise testing technical and generic suitability, and an integrity assessment. The department's employment decision will be informed by its Employment Equity Plan, and the department reserves the right not to fill the post. Due to the high volume of applications expected, receipt will not be acknowledged, and only shortlisted candidates will be contacted; applicants who do not receive feedback within three months of the closing date should consider their application unsuccessful. For further details on the job description, applicants may contact the officials named in the advertisement.