REGISTRY CLERK RECORD MANAGEMENT SL5 (PERMANENT)

• Matric certificate/Grade 12
• Recognized National Diploma (NQF 6) in Business Administration, Public Management, Marketing, Public Relations or equivalent qualification
• 1-2 Years' experience in registry and record management
• A valid driver's license

• Knowledge of registry duties and practices as well as the ability to capture data and operate a computer.
• Knowledge and understanding of legislative framework governing the Public Services.
• Knowledge of storage and retrieval procedures in terms of the working environment.
• Understanding of the work in the registry.
• Knowledge of disposal procedure.

• Reading
• Confidentiality
• Planning and organizing
• Good verbal and written communication
• Computer Literacy
• Flexibility
• Teamwork

• Good interpersonal Relations
• Always professional and friendly
• Always willing to assist clients
• Team player
• Reliability

• Keep an updated claims register for incoming and outgoing claims.
• Assist the Contract Administrator with assessing contractors' claims.
• Assist with processing of payment requisitions and prepare for approval.
• Forward proof of payments to stakeholders.
• Assist with the preparation of audits and provide all audit information requested.
• Consolidate evidence for DHET, Internal and External Audit.
• Preparation of the payment sheets and ensure that contractors are paid on time.
• Review of the monthly reports.
• Document Management:
• File and maintain an effective electronic and manual document management system.
• Record all incoming correspondences/documents and distribute them to relevant staff members.
• Implement and maintain an effective filing system.
• Consolidate and file site visit reports.
• Ensure reports and relevant forms are submitted by various stakeholders.
• Assist with the maintenance of proper records.
• Establish a systematic filing process.
• Validation of data prior reporting.
• Provide overall administrative support to the division.
• Provide a support function to the whole Facilities, Fleet, OHS and Records Management division.
• Compliance and support the development of high-quality templates and tools to assist with the effective management of and continuous improvement within the unit.
• Ensure that all facilities documents comply with statutory, legislative regulations and procedures.
• Contribute to the Unit's reporting on its deliverables and processes.
• Support the operationalization and implementation of the facilities plan.
• Support the development of relevant processes and activities within the division.
• Attend to stakeholder queries and assist with the provision of relevant information and support to stakeholders.
• Scan and capture Facilities, Fleet, OHS and Records Management documents.
• Arrange and coordinate all divisional meetings and workshops.
• Minute taking in unit's and committee meetings.
• Ensure the Facilities Manager's diary is well maintained.
• Attend to clients.
• Handle telephonic and other enquiries received.
• Receive and register hand-delivered mails/requisitions.
• Sort, register and dispatch documents.
• Electronic scanning of files.
• Storage and tracing (electronically/manually) and retrieval of documents.
• Sort and package files for archives and distribution.
• Compile a list of documents to be archived and submit to the supervisor.
• Keep records for archived documents.

• Application must be submitted on a new Z83 (81/971431) form obtainable from any Public Services Department, it can also be downloaded from , stating the relevant reference number of the post applied for, a recently updated CV (including three referees and contact details), copies of all qualifications including academic record/transcript, ID document, driver's license and a signed new Z83 form.
• Shortlisted candidates will only submit a certified copy of their Identity document, Senior certificate, qualification, and driver's license before the day of the interview.
• Applications received after the closing date WILL NOT be accepted.
• All short-listed candidates will be subjected to a personnel suitability check (criminal record, citizenship, credit record, qualifications, and employment verification).
• Where applicable, candidates will be subjected to a skill/knowledge/competence test.
• The College reserves the right to withdraw the post at any time or not to appoint.
• Correspondence will be limited to short-listed candidates only.

If you do not receive any response within 3 months after the closing date of this advertisement, kindly accept that your application was unsuccessful.