Administration Officer: Registry

EdUpStairs; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

EdUpStairs in Cape Town seeks a Registry Administrator to provide supervisory and administrative support for registry counter services, invoice capture on the Reapatala system, and handling correspondence.

You will maintain an effective filing system, monitor compliance with records management guidelines, supervise staff performance, and deliver training within a dynamic public administration environment.

Qualifications

• Minimum three-year tertiary qualification (NQF Level 06) / National Diploma in Public Administration/Public Management/ Business Management or related qualification.
• Knowledge and experience of working in financial systems (Reapatala, Archibus) and relevant years of working experience in Records Management and a valid driver’s license.
• Knowledge of EDRMS, NARSA, PFMA, National Treasury Regulations, MISS Act, Public Finance Management Act; mailing procedures; procurement processes and inventory systems.
• Competencies include communication, report writing, numeracy, computer literacy, analytical thinking, interpersonal relations, client liaison, and organisation.
• Personal attributes: work under pressure, people oriented, hard working, assertive, able to communicate at all levels.

Responsibilities

• Provide supervisory and administration support for registry counter services.
• Ensure invoices are captured on the Reapatala system.
• Handle incoming and outgoing correspondence and attend to client queries.
• Provide weekly/monthly statistics and reports on invoice capturing.
• Manage filing system according to record classification and ensure confidentiality of mail.
• Monitor records management compliance with guidelines and prescripts.
• Supervise registration and dispatching of mail and ensure unclaimed or undeliverable mail is returned.
• Provide leadership, training and performance evaluation for staff.

Skills

Effective communication

Report writing

Analytical thinking

Interpersonal relations

Client liaison

General office administrative

Organisational skills

Procurement documents handling

Education

National Diploma in Public Administration/ Public Management/ Business Management

Job description

A minimum of three-year tertiary qualification (NQF Level 06) / National Diploma in Public Administration/ Public Management/ Business Management
or related qualification.
A candidate must have knowledge and experience of working in financial systems (Reapatala, Archibus) and relevant years of
working experience in Record Management environmental and a valid driver’s license.
Knowledge of Pertinent Policies: Electronic document and Records Management Systems (EDRMS), National Archives and Records Service of
South Africa Act (NARSA), PFMA; National Treasury Regulations, Knowledge of Minimum Information Security Standards (MISS) Act; Public Finance
Management Act; Mailing procedures; Procurement processes and procedures; Inventory systems; Records Management: Human Resources
policies.
Competencies: Effective communication; Report writing; Basic numeracy; Computer literacy; Analytical thinking; Interpersonal relations; Client
liaison; General office administrative and organisational skills; Knowledge and ability to distinguish the procurement files (Tenders and Quotations
documents).
Personal Attributes: Ability to work under pressure; People oriented; Hard working; Assertive; Ability to communicate at all levels.

Duties

Provide supervisory and administration support for registry counter services.
Ensure all invoices received are captured on Reapatala system.
Ensure the proper handling of incoming and outgoing correspondences.
Attend to clients’ queries.
Provide weekly/ monthly statics and report on the capturing of invoices.
Distribute notices on registry issues.
Facilitates request for bulk photocopying as required.
Administer an effective filing system according to record classification.
Continuously monitor and assess the records management system to ensure compliance with applicable guidelines and
prescripts.
Ensure payment of Post Office private bag account.
Facilitates and supervise registration and dispatching of mail, and ensure confidential mail is
delivered unopened.
Ensure that unclaimed of undeliverable letters are returned to the post office.
Provide general administration, supervisory functions and performance evaluation of staff.
Allocate duties and perform quality controls.
Provide leadership to subordinates with regard to all aspects of work.
Facilitate training and development of subordinates.
Perform any other duties as per the requirements of the Unit.