REGISTRY CLERK RECORD MANAGEMENT SL5 (PERMANENT)
REQUIREMENTS
* 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
* 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.
SKILLS
* Reading
* Confidentiality
* Planning and organizing
* Good verbal and written communication
* Computer Literacy
* Flexibility
* Teamwork
VALUES AND ATTRIBUTES
* Good interpersonal Relations
* Always professional and friendly
* Always willing to assist clients
* Team player
* Reliability
DUTIES
* 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.
PLEASE NOTE THE FOLLOWING
* Application must be submitted on a new Z83 (81/971431) form obtainable from any Public Services Department, it can also be downloaded from www.vuselelacollege.co.za, 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.
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