Job Description

Registry Clerk Human Resources PRETORIA Human Resources / Recruitment
Pretoria - Gauteng
Registry Clerk Human Resources
PRETORIA
Month Fixed Term Contract
R182 000pa
Purpose of the post:
To render effective and efficient registry service in the Department.
Description of tasks:
Open and close personnel files:

• Open new files (except SP file) for employees and record the details accurately
• Ensure that all files are correct and up to date
• Liaise with the relevant employee to ensure that all the HR information in the file is correct
• Liaise with the relevant HR Practitioner to ensure that any mistakes identified in the file or documents are addressed
• After closing the file, make sure that files of transferred employees are sent to recipient department and those who are deceased or resigned from public service files are sent to basement storage for archiving.

Registration of incoming and outgoing files and documents:

• Register all incoming and outgoing files in the register provided
• Maintain the appropriate register
• Ensure that the requester signs in the register
• Monitor the appropriate filling of the register
• Ensure that all files or records requested are brought back to the relevant personnels file
• Make follow-up with the relevant employees to ensure the files are maintained.
• Retrieve, issue and receive files
• Audit the documents in the files when files are issued or returned

Maintenance of files:

• Ensure that all files and related HR documents are maintained as per the relevant prescripts
• Ensure the safeguarding of files to avoid missing files
• Trace any missing files and update the relevant file
• Ensure that there is no misfiling of personnel documents

Provide Registry counter services and control access to registry storage:

• Attend to clients with enquiries
• Respond to the enquiries
• Ensure compliance with promotion of Access to Information Act before records can be accessed
• Keep and ensure that an access control register is signed by all visitors entering registry / storage area
• Maintain the basement storage area and properly store the closed files for future easy access.

Competencies, Knowledge and Skills:

• Knowledge of Human Resources prescripts
• Understanding of Record management
• Understanding of Filing systems
• Organising, planning and Time management
• Customer Services and Good interpersonal skills
• Computer skills
• Be able to work under pressure and with variety of people and teams
• Attention to details

Minimum qualification and experience requirements:

• Matric / equivalent qualification on NQF level 4 qualification or other equivalent relevant qualification
• Similar experience advantageous

Should you not hear from us within 14 days of your application, please consider application as unsuccessful.
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Skills Required