Registry Clerk

What the Role is All About

We are seeking a systematic, customer-focused, and computer-literate Registry Clerk to join our Supply Chain Management Services team in Pretoria on a permanent basis.

In this essential Level 05 administrative support post, you will manage front-counter registry services for internal departmental officials, external suppliers, and auditors. Your daily responsibilities include receiving, registering, sorting, and dispatching physical and electronic mail; opening new supply chain file volumes according to the departmental file plan; issuing and tracing file movements; and capturing document data on internal electronic systems.

Because this position sits within Supply Chain Management, maintaining strict audit trails, preventing document loss, and ensuring procedural compliance are paramount. No prior formal work experience is required, making this an ideal entry point for motivated Grade 12 graduates seeking a stable, rewarding career in public sector administration.

Key Responsibilities & Operational Duties

1. Registry Counter Services & Stakeholder Attendance

• Serve as the primary point of contact at the Supply Chain Management registry counter, assisting internal staff, officials, and external visitors with document inquiries.
• Receive, log, and verify incoming supply chain correspondence, tender submissions, purchase orders, and official departmental contracts.
• Maintain a professional, polite, and efficient service desk aligned with the public service Batho Pele principles.

2. Mail Handling, Processing & Dispatch

• Receive, open, stamp, register, and sort incoming physical mail, courier parcels, and electronic communications daily.
• Route incoming mail and procurement documents promptly to the relevant Supply Chain Management line managers and operational units, securing signed proof of receipt.
• Prepare, register, and dispatch outgoing official correspondence, mail, and tender notices in accordance with registry standard operating procedures.

3. File Maintenance, Tracking & Archiving

• Open new physical and digital supply chain files, registering each volume in the master Register of Files Opened adhering strictly to the departmental file plan.
• Close completed file volumes, record them in the closure register, and replace worn or damaged file covers to preserve historical documents.
• Issue physical files to authorized personnel, maintaining a complete, traceable file transit ledger to ensure files are returned promptly and never misplaced.
• Perform routine document scanning, indexing, and electronic data capturing into departmental database systems.
• Prepare, box, and label non-active procurement records for systematic archiving according to National Archives standards.

4. Operational Compliance & Team Collaboration

• Work collaboratively with supply chain practitioners, internal auditors, and registry supervisors to ensure seamless administrative support.
• Participate in regular registry audits, stock-takes of physical file covers, and file reconciliation checks.
• Uphold high standards of document security, personal integrity, and data confidentiality across all registry operations.

What We Are Looking For

Minimum Entry Requirements

• Education: Valid Grade 12 / Matric Certificate.
• Work

Experience

• No prior work experience is required. This entry-level Level 05 post is open to driven Grade 12 graduates.

• Computer Literacy: Basic computer proficiency, including practical familiarity with MS Office (Word, Excel, Outlook) and basic data entry.

• Required Knowledge & Competencies

• Registry Knowledge: Foundational understanding of registry duties, file plans, manual filing systems, and document indexing principles.

• Data Capturing & Scanning: Ability to capture data accurately, operate office scanner/copier machinery, and manage electronic folder structures.

• Organization & Planning: Methodical mindset with high attention to detail to keep heavy volumes of paperwork, logs, and tracking registers structured.

• Communication & Teamwork: Good verbal and written communication skills in English, coupled with a cooperative, team-oriented work ethic.