File Clerks

Claims Clerk

Clerk

Documentation Specialist

File Clerk

Manufacturing Clerk

Medical Records Clerk

Office Assistant

Police Records Clerk

Records Clerk

What is a File Clerk?

File clerks are responsible for organizing and maintaining files and records within an organization. Their primary role involves categorizing documents for easy retrieval, ensuring that files are up to date and accurately processed. File clerks often manage physical and electronic filing systems, perform data entry, and assist in audits to ensure compliance with record-keeping policies. They play a crucial role in facilitating efficient operations by ensuring that information is readily accessible when needed.

Job Outlook

Projected salary and job growth

$27040.0 - $58140.0

New job opportunities are less likely in the future. : Below Average

Finding local jobs...

Assessment

Related assessments and tests

No assessment available.

Related Occupations

Tasks

Scan or read incoming materials to determine how and where they should be classified or filed.
Input data, such as file numbers, new or updated information, or document information codes into computer systems to support document and information retrieval.
Perform general office activities, such as typing, answering telephones, operating office machines, processing mail, or securing confidential materials.
Sort or classify information according to guidelines, such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
Answer questions about records or files.

Technology Skills

Electronic mail software
- Microsoft Outlook 365
- Microsoft Outlook
Presentation software
- Microsoft PowerPoint 365
Spreadsheet software
- Microsoft Excel 365
Medical software
- Epic EHR
Filesystem software
- Adobe Document Cloud

Tools Used

Microfiche or microfilm viewers
- Microfiche viewing equipment
- Microfilm viewing equipment
Filing cabinets or accessories
- File cabinets
- Mechanized file systems
Photocopiers
- Copy machines
Ladders
- Stepladders
Scanners
- Document scanners

Knowledge

Administrative
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
English Language
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Computers and Electronics
Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
Customer and Personal Service
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

28 Active Jobs in South Africa

Avg Salary: R15,473pm

Are You Ready to Launch Your Career as a File Clerk in South Africa?

In the heart of South Africa’s growing administrative sector, File Clerks remain the backbone of efficient business operations. With 26 active jobs currently available and an average salary of R15,473pm, the profession offers a stable entry point into the corporate world. Notably, market data for 2024 shows a positive trajectory, with average monthly earnings starting at R13,616 in January and projected to climb toward R17,020 by December. If you are meticulous and enjoy order, this could be your ideal career path.

Is a Career as a File Clerk Right for Me? (Psychometric Checklist)

Before diving into the technicalities, it is essential to assess whether your temperament aligns with the demands of the role. A successful File Clerk in the South African context typically possesses the following traits:

High Attention to Detail: Do you spot a spelling error or a misplaced digit instantly? Precision is non-negotiable.
Methodical Mindset: Do you find satisfaction in categorising items and following strict organisational systems?
Discretion and Integrity: With the Protection of Personal Information Act (POPIA) being central to SA business, can you be trusted with sensitive and confidential data?
Physical Stamina: Are you comfortable being on your feet, moving between archives, and handling boxes or heavy ledgers?
Digital Proficiency: Beyond physical paper, are you comfortable navigating digital folders and database management software?

A Day in the Life of a South African File Clerk

Your day usually begins in a fast-paced office environment—perhaps a legal firm in Sandton, a medical facility in Cape Town, or a government department in Pretoria. You aren't just "moving paper"; you are the guardian of information. You will spend your morning sorting incoming correspondence, ensuring every document is time-stamped and coded according to the company’s specific filing system.

Midday often involves retrieving urgent records for managers or auditors, requiring you to navigate both physical archives and Electronic Document Management Systems (EDMS). In South Africa, you will also play a critical role in compliance, ensuring that old records are disposed of securely and according to national labour and tax regulations. It is a role that requires constant movement and sharp mental focus to ensure nothing is ever lost.

Education & Upskilling

While some entry-level positions accept a National Senior Certificate (Matric), the modern South African job market increasingly favours candidates with formalised training.

Formal Qualifications: Consider pursuing a National Diploma in Management Assistant or Office Administration through a TVET College (such as Northlink, False Bay, or Orbit). These programmes provide a solid foundation in business practice.
Short Courses & Certifications: Boost your employability with specialised certificates in Records Management, Archiving, or Advanced Microsoft Office. Understanding POPIA compliance through a short legal workshop is also highly regarded by employers.

The Importance of Continuous Learning: The field is shifting rapidly toward digitisation. To remain competitive and move toward the higher end of the salary scale (reaching over R17,000), you must commit to continuous upskilling. Learning how to manage cloud-based filing systems and data security protocols is essential for career longevity.

Next Steps

Entering the world of administration requires more than just a tidy desk; it requires a specific professional aptitude and a commitment to order. If you can see yourself thriving in a structured, detail-oriented environment, it is time to take the leap. Test your readiness now by completing our professional career assessment to see if you have the core competencies to excel as a File Clerk in today’s market.

Skills

Reading Comprehension
Understanding written sentences and paragraphs in work-related documents.
Active Listening
Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Critical Thinking
Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Monitoring
Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
Service Orientation
Actively looking for ways to help people.

Abilities

Information Ordering
The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
Category Flexibility
The ability to generate or use different sets of rules for combining or grouping things in different ways.
Near Vision
The ability to see details at close range (within a few feet of the observer).
Written Comprehension
The ability to read and understand information and ideas presented in writing.
Oral Comprehension
The ability to listen to and understand information and ideas presented through spoken words and sentences.

Education

How much education does a new hire need to perform a job in this occupation?

High school diploma or equivalent

40 %

or: GED, High School Equivalency Certificate
Master's degree

25 %
Post-secondary certificate

11 %

Awarded for training completed after high school (for example, in Personnel Services, Engineering-related Technologies, Vocational Home Economics, Construction Trades, Mechanics and Repairers, Precision Production Trades)

Work Activities

Working with Computers
Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Organizing, Planning, and Prioritizing Work
Developing specific goals and plans to prioritize, organize, and accomplish your work.
Getting Information
Observing, receiving, and otherwise obtaining information from all relevant sources.
Communicating with Supervisors, Peers, or Subordinates
Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
Establishing and Maintaining Interpersonal Relationships
Developing constructive and cooperative working relationships with others, and maintaining them over time.

Detailed Work Activities

Read materials to determine needed actions.
Enter information into databases or software programs.
Operate office equipment.
Sort mail.
Type documents.

Work Interests

Conventional
Work involves following procedures and regulations to organize information or data, typically in a business setting. Conventional occupations are often associated with office work, accounting, mathematics/statistics, information technology, finance, or human resources.