Registry Clerk (Hatfield – Pretoria)

Dream job Link; Pretoria; On-site; ZAR 214,000 - 261,000; Full time

Job summary

Dream job Link in Hatfield, Pretoria seeks a methodical Registry Clerk for an entry-level public service post. You will manage mail, registers, file volumes, and digital SharePoint folders, supporting archival transfers.

No prior work experience required; National Senior Certificate and basic MS Office skills are expected. This permanent role offers stability and growth in records management, aligned with Batho Pele principles.

Qualifications

• Education: National Senior Certificate (Grade 12 / Matric) recognised by SAQA.
• Computer literacy with practical familiarity in MS Office (Word, Excel).
• No prior work experience required for this entry-level post.

Responsibilities

• Process incoming and outgoing mail and log all items.
• Open new official files and register them in the master register.
• Scan and log documents; manage SharePoint folders and archives.
• Maintain file registers, retention schedules, and archival transfers.
• Provide photocopying, digitizing and retrieval services on request.

Skills

MS Office

Digital file navigation

Document management

English communication

Education

National Senior Certificate (Grade 12 / Matric Certificate – NQF Level 4)

Tools

MS Office

Job description

Post Reference Number: POST 39/01 (REF NO: REGCLE)

Nature of Appointment: Permanent

Job Level: Public Service Salary Level 05

Remuneration Package: R237 453.00 per annum (Plus Standard Public Service Benefits)

Targeted EE Groups: Persons with Disabilities and Youth (Male and Female Applicants)

About the Registry & Document Management Service

In the South African public service, effective administration rests entirely on sound record-keeping, strict compliance with file plans, and seamless document flow. The Registry unit serves as the administrative brain of the organization—ensuring that physical files, official ministerial correspondence, and digital records are safely cataloged, tracked, archived, and retrieved whenever needed.

As public sector departments accelerate their digital transformation, registry operations are bridging traditional physical archiving with modern cloud-based systems like Microsoft SharePoint. Joining this department as a Registry Clerk puts you right at the hub of departmental operations, where orderliness, compliance, and procedural precision keep government business running smoothly.

What the Role is All About

We are seeking a methodical, organized, and computer-literate Registry Clerk to join our team in Hatfield, Pretoria on a permanent basis.

In this vital entry-level administrative support role, you will be responsible for executing end-to-end document management activities. You will process incoming and outgoing correspondence, maintain master registers, open and close physical file volumes, scan paper records, manage digital SharePoint folders, and facilitate the safe transfer of historical files to national archives.

This position requires no prior formal work experience, making it an exceptional entry point into the public service for driven matrix graduates. If you take pride in order, possess good communication and computer skills, and want to build a career in records management and public administration, this opportunity offers a stable foundation.

Key Duties & Operational Responsibilities

1. Mail Processing, Sorting & Distribution

• Receive, open, stamp, sort, and log all incoming and outgoing physical letters, courier packages, and electronic communications.
• Distribute incoming documents promptly to designated units, line managers, or executive offices while obtaining proof of receipt.
• Prepare outgoing mail and official packages for dispatch, ensuring complete delivery records and register entries are maintained.

2. Physical & Electronic File Maintenance

• Open new official files and register them accurately in the master Register of Files Opened in accordance with the departmental file plan.
• Close completed file volumes, update tracking registers, and replace worn-out or damaged file covers as needed to preserve document integrity.
• Maintain complete control sheets, monitor file retention periods, and compile formal reports on records that are due for disposal or archival transfer.
• Log, issue, and track the return of physical and electronic files to authorized personnel, maintaining a strict file audit trail.
• Manage and organize designated Microsoft SharePoint folders for specialized Ministry documents, ensuring correct folder structures and access controls.
• Scan physical documents, catalog digital files, and log each entry in the official Register of Scanned Documents.
• Provide fast, accurate photocopying, digitizing, and document retrieval services upon official request.

4. Archiving Logistics & Operational Excellence

• Arrange, label, and pack historical records into standard archive boxes according to approved transfer lists.
• Coordinate internal transport and logistical arrangements for the safe transfer of archival records to permanent state repositories.
• Drive operational excellence, maintain high data confidentiality, and strictly adhere to internal registry procedure manuals and National Archives regulations.

Minimum Entry Requirements

• Education: National Senior Certificate (Grade 12 / Matric Certificate – NQF Level 4) as recognized by SAQA.
• Work Experience: No prior work experience is required. This is an entry-level public service post open to motivated Grade 12 graduates.
• Computer Literacy: Essential computer skills with practical familiarity operating MS Office (Word, Excel) and digital file navigation.

Knowledge & Technical Skills

• Registry Knowledge: Basic understanding or exposure to a registry environment, manual filing structures, and electronic document management principles.
• Document Management: Knowledge of records classification systems, file plans, manual and electronic archiving, and document retention rules.
• Communication & Interpersonal Skills: Clear verbal and written communication skills in English, coupled with good interpersonal relation abilities.
• Planning & Organization: Methodical mindset with high flexibility, attention to detail, and the ability to organize physical paperwork and digital folders systematically.

Personal Attributes

• Professional Ethics: High level of honesty, integrity, confidentiality, and respect for government compliance standards.
• Service Orientation: Customer-focused attitude aligned with the Batho Pele principles to support internal departmental teams efficiently.

Employment Equity & Target Focus

This appointment will be guided by the employing department’s Employment Equity Plan and numerical targets.

• Targeted Groups: Applications from Persons with Disabilities and Youth (Male and Female) candidates are strongly encouraged and prioritized for this post.