Registry Clerk

REGISTRY CLERK is listed by DEPARTMENT OF WATER AND SANITATION. The post is based in Pretoria Head Office, Gauteng. The closing date is 05 October 2026.

Job Details

Requirements

• A Senior/Grade 12 certificate or relevant qualification.
• Knowledge of human resources functions, practices as well as the ability to capture data, operate computers and collate administrative statistics.
• Basic knowledge and insight of Human Resources prescripts.
• Knowledge of basic financial operating systems (PERSAL).
• Knowledge of registry duties, practices as well as the ability to capture data, and operate computer.
• Working knowledge and understanding of the legislative framework governing the Public Service.
• Knowledge of storage and retrieval procedures in terms of the working environment.
• Understanding of the work in registry.
• Knowledge of working procedures in terms of the working environment flexibility.

Duties / Responsibilities

• Provide counter services: Attend to clients.
• Handle telephone and other enquiries received.
• Receive and register hand delivered mail/files.
• Handle incoming and outgoing correspondence: Receive all mail.
• Sort, register and dispatch mail.
• Distribute notices on registry issues Render an effective filling and record management service: Opening and closing files according to record classification system.
• Filling/storage, tracing (electronically/ manually) and retrieval of documents and files.
• Complete index cards for all files.
• Implementation of minimum information required in all Human resource records.
• Ensure compliance to management of information and security and promotion of access to information.
• Ensure compliance to management of National Minimum Information Requirements are complied.
• Ensure compliance to records classification requirement.
• Provide support on coordination of personal files.
• Safekeeping of personal files.
• Maintenance of stall file plan.
• Undertake spot checks on post to ensure no private post is included.
• Lock post in postbag for messengers to deliver to post Office.
• Open & maintain remittance register.
• Record all valuable articles as prescribed in the remittance register.
• Hand delivers and signs over remittances to finance.
• Send wrong remittances back to sender via registered post and record reference number in register.
• Keep daily record of number of letters franked.
• Process documents for archiving and/ disposal: Electronic scanning of files.
• Sort and package files for archives and distribution.
• Compile list of documents to be archived and submit to the supervisor.
• Keep records for archived documents.

Application Instructions

Application instructions from department section

Interested applicants must submit their applications via the online link https://erecruitment.dws.gov.za

Notes

Other related documentation such as copies of qualifications, identity document, driver’s license etc need not to accompany the application when applying for a post as such documentation must only be produced by shortlisted candidates during the interview date in line with DPSA circular 19 of 2022. With reference to applicants bearing professional or occupational registration, fields provided in Part B on the online Z83 must be completed as these fields are regarded as compulsory.

Failure to complete or disclose all required information will automatically disqualify the applicant. No late applications will be accepted.

Shortlisted candidates will be subjected to suitability checks (SAQA verification, reference checks criminal and credit checks). SAQA evaluation certificate must accompany foreign qualifications (only when shortlisted).

Applications that do not comply with the abovementioned requirements will not be considered. All shortlisted candidates for SMS posts will be subjected to a technical exercise and interview.

Following the technical exercise and interview, a maximum of three (3) SMS candidates will undergo psychometric assessments to assess cognitive capabilities, behavioural preferences, emotional intelligence, and integrity and a pre-entry certificate obtained from the National School of government is required prior to the appointment. All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments.

One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements and the other must be an integrity (ethical conduct) assessment. Candidates will be required to complete a financial disclosure form and undergo security clearance.

Foreigners or dual citizenship holders must provide a police clearance certificate from country of origin (only when shortlisted). The Department of Water Sanitation is an equal opportunity employer.

In the filling of vacant posts, the objectives of section 195 (1) (i) of the Constitution of South Africa, 1996 (Act No: 108 of 1996) the Employment Equity imperatives as defined by the Employment Equity Act, 1998 (Act No: 55 of 1998) and relevant Human Resources policies of the Department will be taken into consideration. Correspondence will be limited to short-listed candidates only.

If you do not hear from us within three (3) months of this advertisement, please accept that your application has been unsuccessful. Faxed applications will not be considered.

The department reserves the right not to fill these positions. Women and persons with disabilities are encouraged to apply and preference will be given to the EE Targets.

Circular Notes

Circular Notes

must be submitted on the most recently approved Z83 Application for Employment Form, obtainable from the DBE Website or any Public Service Department/Webpage. Use of the old Z83 Form will result in disqualification.

The Z83 must be completed in full and page 2 duly signed. A clear indication of the post and reference number that is being applied for must be indicated on your Z83.

Applicants are not required to submit copies of qualifications and other relevant documents on application but must submit the Z83 with a detailed Curriculum Vitae (only). Certified copies of qualifications and other relevant documents will be requested from shortlisted candidates on or before the day of the interview.

Successful candidates will be subjected to Personnel Suitability Checks (criminal record, citizenship & financial/asset record checks, qualification and employment verification including social media profiles). Appointment is subject to positive results of the security clearance process.

The successful candidate will be required to sign an annual performance agreement and, where applicable, annually disclose his/her financial interests. All applicants are required to declare any conflict or perceived conflict of interest, to disclose memberships of Boards and directorships that they may 4 be associated with.

Applicants, who do not comply with the requirements outlined above, will not be considered. MANAGEMENT ECHELON

Enquiries

Mr R Mudau Tel No: (012) 336 7770

Required Documents

Z83, Qualifications, Driver licence, Other

DPSA Circular Source

• Circular: DPSA Circular 34 of 2026
• Source pages: 136
• Open the DPSA circular PDF