Registry Clerk Supervisor

Overview

Supervise registry counter services and records management compliance at the Department of Water and Sanitation in Gqeberha.

Requirements

• A Senior/Grade 12 certificate or relevant qualification.
• Three (3) to five (5) years’ experience in Registry functions.
• Knowledge of the Public Service Act, Public Services National Archives Regulations and National Archive and Records Services Act of South Africa (NARSASA)e Regulations, and relevant Records Management prescripts.
• Computer literacy.
• Ability to capture data and collate administrative statistics.
• Disclosure of a valid unexpired driver`s license.
• Problem solving and analysis.

Duties

• Supervise and provide registry counter services.
• Facilitate implementation of records management policies and procedures.
• Facilitate compliance inspections of Registries.
• Attend to clients.
• Handle telephone and other enquiries received.
• Receive and register hand delivered mail/files.
• Archive and disposal of documents Supervise the handling of incoming and outgoing correspondence.
• Supervise the reception and receive all mail.
• Supervise and sort, register and dispatch mail.
• Distribute notices on registry issues.
• Supervise and render an effective filing and record management service.
• Opening and closing files according to the record classification system.
• Filing/storage, tracing(electronically/manually) and retrieval of documents and files.
• Ensure and complete index cards for all files.
• Supervise the operation and operate office machines in relation to the registry function.
• Supervise the processing and process documents for archiving and disposal.
• Electronic scanning of files.
• Sort and package files for archives and distribution.
• Compile list of documents to be archived and submit to supervisor.
• Keep records for archived documents.
• Administer and maintain file plan.
• Support all satellite offices on Records Management matters.
• Supervise registry staff.
• Allocate and ensure quality work.
• Personnel development.
• Assess staff performance.
• Apply discipline.

How to apply

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

Enquiries: Ms. P Adonis Tel No: (041) 508 9778

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