Registry Clerk: Human Resources - 12 Months Contract

SUMMARY:
To render effective and efficient registry service in the Department.

Please note that preference will be given to people with disabilities.

POSITION INFO:
JOB DESCRIPTION 
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 personnel’s 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.

 
JOB REQUIREMENTS

Qualifications

• National Diploma in Human Resources Management
• Matric / equivalent qualification on NQF level 4 qualification or other equivalent relevant qualification.

 

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