REGISTRY CLERK

This vacancy is for a Registry Clerk based at the National Office in Midrand, within the Office of the Chief Justice’s central administrative environment. The role is essentially concerned with the proper management, storage, retrieval and movement of official records and files, making sure the registry operates according to legislative requirements and departmental standards. It is an entry-level clerical post, and the successful candidate will be required to sign a performance agreement upon appointment.

Applicants need a Grade 12 certificate or an equivalent qualification at NQF level four recognised by SAQA. No prior experience is required for appointment, although at least one year of registry experience will be a strong advantage. The work demands a sound understanding of the National Archives Act and Regulations, the legislative framework governing the Public Service, storage and retrieval procedures in the working environment, and the Batho Pele Principles. Candidates should also be skilled in written and verbal communication, interpersonal relations, computer literacy using MS Office, numeracy, time management, planning and organising, and report writing.

The duties are practical and varied. The Registry Clerk must ensure that there is enough filing space in the storeroom to prevent misfiling of documents, and that receipt files are recorded, protected and correctly filed. The clerk is responsible for making sure the storeroom is locked to limit access, replacing torn registers, and keeping closed registers safe in the archival storeroom. Files must be opened and closed according to the record classification system, and documents and files must be filed, stored, traced manually and retrieved when required. The information inside personal files must be arranged properly, and labels must be neat so that files can be easily retrieved. The clerk also arranges and packages files for archives and distribution, and registers all files requested by relevant clients such as Auditors and HR practitioners.

The role extends into broader administrative duties around file transfers and record integrity. The Registry Clerk must develop a database for employees who are transferred to other departments, record and screen all correspondence before forwarding it, and communicate with HR practitioners in other departments about the transferring of files. Auditing files to confirm that all recorded documents are still in the file is another key responsibility. In addition, the clerk registers files in the transfer register, liaises with the Facilities Unit for courier services, and updates the transfer register for future use.

The organisation will give preference to candidates in line with its Employment Equity goals, so applicants who meet the criteria and wish to work in a structured public service records environment are encouraged to apply. This post offers useful exposure to archives legislation, client liaison, file management systems and office administration, making it suitable for a candidate starting a career in public service records management.