Registry Clerk x2

Reference number: HRMC 45/14/16

SALARY: R148 584 to R175 023 per annum (Level 6). In addition, a range of competitive benefits are offered.

CENTRE: Limpopo: Musina Refugee Reception Centre.

REQUIREMENTS: Equity Requirements: Coloured, Indian, White Male / Female candidates are encouraged to apply
- A Grade 12 Certificate with relevant experience
- A relevant tertiary qualification or an equivalent NQF Level 6 will be an added advantage
- Knowledge of Archives Act and Record Management practices, processes and procedures
- Basic knowledge of the Public Service Regulatory Framework
- Basic Knowledge of the Public Finance Management Act
- Knowledge of the Constitution of Republic of South Africa
- Liaison and interpersonal skills
- Research and report writing skills
- Planning and organising skills
- Must be computer literate
- Willingness to work extended hours
- A valid driver’s license will be an added advantage
- Preference will be given to candidates from the local area where the office is located.

DUTIES: The successful candidate will be responsible for, amongst others, the following specific tasks:
- Ensure that records are safe and filed in a proper and correct manner
- Review, analyse the application for pillar code incoming and outgoing paper and electronic correspondence including faxes
- Ensuring that written authority from the National Archivist is requested before the disposal of files
- Control, maintain and apply the filing system, the master list of archives, registry procedures and practice
- Ensure that the correspondence is conducted on correct files and mail is posted, protect files against person, fire, heat water and insects
- Maintain registers of files opened, files closed, circulars, remittances, registered mail, certified mail and letter deliveries
- Assist with the receipt, opening, sorting, distribution and dispatch of mail, open and label files
- Provide prompt service to staff and timely dispatch of correspondence, provide reference and search assistance to staff with regard to requests, requiring a knowledge of coding and cross referencing both on paper and electronic
- Post of documents to different sections in Head Offices as well out of Department to the Provinces
- Responsible for the safe-keeping of files
- Opening of files and archiving
- Drawing of files requested for the counter (list)
- Filing of files when returning to Registry
- Attending the documents and correspondence receive and dispatched.

ENQUIRIES: Limpopo: Mr KH Makola, Tel No: (015) 287 2802 / (015) 287 2803 / (015) 287 2804 / (015) 287 2811 / (015) 287 2815 / (015) 287 2823

APPLICATIONS: Quoting the relevant reference number, direct applications to: Limpopo: Postal Address: Private Bag X9517, Polokwane, 0699, Physical Address: 89 Biccard Street, Polokwane, 0700

The Department of Home Affairs is an equal opportunity and affirmative action employer. It is our intention to promote representivity (race, gender, disability) through the filling of positions. Candidates whose appointment / transfer / promotion will further the objective of representivity will receive preference.

CLOSING DATE: 23 June 2014

NOTE: Applications must be sent in time to the correct address as indicated at the bottom of each position, to reach the address on or before the closing date. Applications send to a wrong address and / or received after the closing date or those that do not comply with the requirements, will not be taken into consideration. In the event of hand-delivery of applications, applicants must sign an application register as proof of application. Applications must be submitted on the Application for Employment Form (Z.83), obtainable from any Public Service department or at and should be accompanied by a comprehensive CV, including the details of at least two contactable referees (should be people who recently worked with the applicant) and certified copies of qualifications and identity document (with an original certification stamp). It is the responsibility of applicants in possession of foreign qualifications to submit evaluated results by the South African Qualifications Authority. Where a valid driver’s licence is a requirement, applicants must attach certified copies of such licences. No faxes or e-mailed applications will be considered. If no contact is made within three months of the closing date, please accept that the application was unsuccessful.

Successful candidates will be required to enter into a performance agreement and be subjected to security clearance procedures. Successful candidates may be required to undergo a competency assessment. Candidates who possess a tertiary qualification, as well as those who promote representivity (especially People with Disability), are encouraged to apply.

Click here to download a Z83 Application Form.

Questions after the interview:

At the end of an interview there is usually an opportunity where you can ask any questions you might have. This is a great opportunity to show the interviewer that you are interested in the position as well as the company. It is a good idea to prepare a few questions before the interview – this can be done while you are doing research on the company.

Your questions should show the interviewer that you are a good candidate for the position. Try and avoid questions that are based on your personal needs and preferences, for instance:

- How much leave will I get in a year?
- Will I be considered for promotion in my first year?
- When will I get an increase?
- What time can I leave in the afternoon?

These questions are inappropriate at this stage and will probably raise concerns on the side of the interviewer. Should you be the successful candidate then all these questions will be answered in your letter of appointment so don’t waste this opportunity by asking these basic questions.

If the position is an entry level job or very junior then you are welcome to ask questions in line with the position, for instance:

- Why did the previous person leave the position?
- What would the successful person be tasked to do in a typical day?
- How does this position fit into the department and / or company?
- Could you explain the company structure to me?
- Is there any further education assistance or support?

If the position is more senior then you can prepare question around the following themes:

- current issues that will face the successful candidate;
- inter-personal challenges in the department;
- any process, technology or people challenges that needs to be attended to urgently;
- key result areas that need urgent attention in the first few months;

The above information should get you started. Prepare a few questions so that you can show your worth. Good luck with your interview!
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