Registry Clerk Supervisor

Overview

Supervise registry counter services, mail handling, filing and records management for the Department of Water and Sanitation in Kimberley.

Requirements

• A Senior/Grade12 Certificate or relevant qualification.
• A Certificate or Diploma in Records Management;
• Information Services will serve as an added advantage.
• Minimum of three (3) to (5) five years relevant experience required.
• Knowledge of Registry duties, practice as well as the ability to capture data and operate computer.
• Working knowledge and understanding of the legislative framework governing the Public Service and Records Management.
• Knowledge and understanding and application of National Archive and Records Services Act (Act 43 of 1996).
• Knowledge of storage and retrieval procedures in terms of the working environment.
• Understanding of the work in registry.
• Planning and organization.
• Computer literacy.
• Good verbal and written communication skills.
• Interpersonal relations, flexibility and teamwork.

Duties

• Supervise and provide registry counter services, Attend to clients.
• Supervise the handling of incoming and outgoing correspondence.
• Supervise and sort, register and dispatch mail.
• Supervise and render an effective filling and record management service according to the Departmental file plan.
• Opening and closing of files according to record classification system.
• Filing, tracing and retrieval documents and files.
• Complete index cards for all files.
• Supervise the operation and operate machine related to registry functions, Open and maintain franking machine register.
• Frank post.
• Undertake spot checks on post to ensure no private post is included.
• Open and Close remittance register.
• Keep daily record of number of letters franked.
• Supervise the processing and process documents for archiving and disposal.
• Sort and package files for archives and distribution.
• Keep records for archived documents.
• Support satellite office with the application and utilization of Departmental File Plan.
• Supervise human resources/Staff.
• Allocate and ensure quality of work, personnel development, assess staff performance and apply discipline.

How to apply

Interested applicants must submit their applications via the online link https://erecruitment.dws.gov.za

Enquiries: Ms N Gool Tel No: (053) 830 8800

Notes

Other related documentation such as copies of qualifications, identity document, driver’s license etc need not to accompany the application when applying for a post as such documentation must only be produced by shortlisted candidates during the interview date in line with DPSA circular 19 of 2022. With reference to applicants bearing professional or occupational registration, fields provided in Part B on the online Z83 must be completed as these fields are regarded as compulsory. Failure to complete or disclose all required information will automatically disqualify the applicant. No late applications will be accepted. Shortlisted candidates will be subjected to suitability checks (SAQA verification, reference checks criminal and credit checks). SAQA evaluation certificate must accompany foreign qualifications (only when shortlisted). Applications that do not comply with the above- mentioned requirements will not be considered. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview. Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity and a pre-entry certificate obtained from the National School of government is required prior to the appointment. All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. Candidates will be required to complete a financial disclosure form and undergo security clearance. Foreigners or dual citizenship holders must provide a police clearance certificate from country of origin (only when shortlisted). The Department of Water Sanitation is an equal opportunity employer. In the filling of vacant posts, the objectives of section 195 (1) (i) of the Constitution of South Africa, 1996 (Act No: 108 of 1996) the Employment Equity imperatives as defined by the Employment Equity Act, 1998 (Act No: 55 of 1998) and relevant Human Resources policies of the Department will be taken into consideration. Correspondence will be limited to short-listed candidates only. If you do not hear from us within three (3) months of this advertisement, please accept that your application has been unsuccessful. Faxed applications will not be considered. The department reserves the right not to fill these positions. Women and persons with disabilities are encouraged to apply and preference will be given to the EE Targets. OTHER POSTS