RECORDS CLERK X2
Location: Johannesburg, Gauteng
Job Type Classification: Permanent
Closing Date: Not Specified
Salary: market related
Job Purpose Summary
The Correspondence and Records Clerk will be responsible for ensuring the efficient, timeous, and accurate distribution, management, and tracking of all internal and external correspondence, including newspapers, courier items, and postal articles. The role requires maintaining a systematic and organized filing environment, ensuring that all documentation and records are properly classified, indexed, stored, retrieved, and archived in accordance with the organization’s records management procedures.
This position plays a vital role in supporting smooth office operations by facilitating the flow of information, maintaining confidentiality, and ensuring compliance with internal administrative and record-keeping policies. The successful incumbent will also provide support to the Records Management Unit by utilizing the File Tracking System (FTS) for scanning, barcoding, and monitoring the movement of files between departments.
Minimum Requirements
- Educational Qualification: Grade 12 / Matric Certificate (NQF Level 4)
- Experience: At least one (1) year of relevant working experience in office administration, records management, or clerical support.
- Computer Literacy: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general computer applications.
- Added Advantage: Prior exposure to a records or document management environment will be considered an asset.
Key Responsibilities and Duties
- Correspondence Handling and Distribution
- Ensure timeous and accurate distribution of internal and external correspondence in accordance with organizational procedures.
- Collect, sort, and deliver official documents, postal articles, and courier packages to the appropriate departments or personnel.
- Distribute and manage newspapers in line with the management-approved listing.
- Maintain records of correspondence received and dispatched, ensuring traceability at all times.
- Records Management and Filing
- Assist in the allocation, tracking, and movement of physical and electronic files using the Records File Tracking System (FTS).
- Conduct scanning, barcoding, and indexing of files to ensure up-to-date records.
- Organize and file documents systematically within the Records Safe and basement archives according to established filing structures.
- Retrieve requested files promptly and return them to their proper locations after use.
- Assist with the physical maintenance and housekeeping of the Records Centre to ensure a clean and efficient workspace.
- Administrative Support
- Support the Records Clerks and other administrative staff with document preparation, filing, and control.
- Perform basic clerical duties such as photocopying, labeling, document verification, and form completion.
- Maintain accurate data capture of incoming and outgoing records and assist with generating simple reports.
- Ensure compliance with document retention schedules and assist with periodic file audits and disposal processes.
- Operational Efficiency
- Ensure all allocated tasks are executed in line with departmental service standards and performance timelines.
- Identify and report discrepancies, misplaced files, or operational challenges promptly to the supervisor.
- Contribute to continuous improvement initiatives within the Records Management Unit by recommending process enhancements.
- Customer Service and Stakeholder Interaction
- Provide courteous and professional service when interacting with internal and external stakeholders.
- Respond to file requests, correspondence inquiries, and document retrievals efficiently.
- Handle all sensitive information with the utmost confidentiality and professionalism.
Knowledge Requirements
- Sound understanding of administrative and clerical procedures.
- Knowledge of record management principles, including classification, indexing, archiving, and retrieval systems.
- Understanding of office procedures, correspondence protocols, and terminology.
- Familiarity with computer hardware and office automation tools.
- Working knowledge of document management software and electronic filing systems will be advantageous.
Core Skills and Competencies
- Communication Skills: Ability to convey information clearly, both verbally and in writing.
- Interpersonal Skills: Strong ability to interact and build cooperative relationships within a team and across departments.
- Problem-Solving Skills: Capacity to identify issues, analyze root causes, and suggest practical solutions.
- Analytical Thinking: Ability to assess data, identify trends, and ensure accuracy in documentation.
- Advanced Computer Literacy: Proficiency in Microsoft Office, data entry systems, and file tracking applications.
- Office Administration: Competence in general office tasks, record keeping, and documentation control.
- Basic Report Writing: Ability to compile simple progress and activity reports.
- Time Management: Excellent organizational and prioritization skills to manage multiple tasks effectively.
Personal Attributes and Attitudes
- Self-Motivation: Demonstrates the ability to work independently with minimal supervision.
- Attention to Detail: Maintains accuracy and consistency in handling records and correspondence.
- Customer Focus: Committed to providing efficient and reliable service to internal and external clients.
- Initiative: Takes proactive steps to improve processes and ensure efficient workflow.
- Reliability: Consistently meets deadlines and follows through on responsibilities.
- Good Housekeeping: Maintains a tidy and organized workspace.
- Integrity and Confidentiality: Handles sensitive information with discretion and professionalism.
- Adaptability: Willingness to learn and adjust to new systems, procedures, and technologies.
Working Conditions
- The role is primarily office-based, with occasional movement between departments and storage areas such as basements or archives.
- May involve lifting and moving files or boxes weighing up to 10–15 kilograms.
- Standard working hours apply; however, flexibility may be required to meet urgent deadlines or operational needs.
Remuneration
- Salary Level: Level 05
- Salary Range: R228,321 – R268,950 per annum (exclusive of benefits)
- Benefits: As per organizational HR policy (may include pension, medical aid, and leave provisions).
Application Information
Interested and suitably qualified applicants are invited to submit detailed CVs, certified copies of their qualifications, and identity documents by the stipulated closing date. Preference will be given to candidates who meet the minimum requirements and demonstrate the ability to perform the duties efficiently and professionally.
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