Recruit Chief Registry Clerk

Title: Chief Registry Clerk in the Department of Higher Education and Training

Introduction: The Department of Higher Education and Training is currently seeking qualified candidates for the position of Chief Registry Clerk. This is an exciting opportunity to contribute to the smooth functioning of the department and play a pivotal role in supporting higher education initiatives.

As the Chief Registry Clerk, you will be responsible for overseeing the department’s registry activities, managing records, and ensuring compliance with relevant policies and procedures. This position requires strong organizational skills, attention to detail, and a commitment to maintaining accurate and efficient record-keeping systems.

Job Description: As the Chief Registry Clerk, your primary responsibility will be to manage the department’s registry functions and ensure the efficient flow of information. You will oversee the handling, processing, and storage of records, including student data, administrative documents, and other relevant materials. Your duties will include:

1. Record-Keeping Management:
   • Develop and implement effective record-keeping systems to maintain accurate and up-to-date information.
   • Establish protocols for the creation, classification, storage, retrieval, and disposal of records.
   • Ensure compliance with data protection and privacy regulations.
   • Supervise the registration and maintenance of student records, ensuring completeness and accuracy.
2. Registry Operations:
   • Oversee the receipt, distribution, and dispatch of incoming and outgoing correspondence.
   • Coordinate with internal departments and external stakeholders to ensure timely and efficient information flow.
   • Monitor and track the progress of pending files, documents, and requests.
   • Provide guidance and support to registry staff, ensuring adherence to established procedures.
3. Document Control:
   • Develop and enforce document control procedures, including version control and document retention policies.
   • Ensure the security and confidentiality of sensitive information.
   • Conduct periodic audits to verify document accuracy and completeness.
   • Coordinate the digitization of physical records and implementation of electronic document management systems.
4. Compliance and Reporting:
   • Stay informed about relevant laws, regulations, and policies related to record-keeping and data management.
   • Prepare reports on registry activities, including statistical data, operational metrics, and compliance status.
   • Collaborate with internal audit teams to ensure adherence to established controls and standards.
   • Participate in the development and implementation of information management policies.

Qualifications and Skills: To be considered for the position of Chief Registry Clerk, the following qualifications and skills are required:

1. Education and Experience:
   • A bachelor’s degree in records management, information science, or a related field is preferred.
   • Proven work experience in a similar role, preferably in a government or educational institution.
   • Familiarity with higher education systems and processes is an asset.
2. Record-Keeping Expertise:
   • In-depth knowledge of record-keeping principles, practices, and standards.
   • Proficiency in document control procedures and records management software.
   • Strong understanding of data protection and privacy regulations.
3. Organizational and Communication Skills:
   • Excellent organizational skills with a keen eye for detail.
   • Effective time management abilities to prioritize and meet deadlines.
   • Strong written and verbal communication skills.
   • Ability to collaborate and build relationships with diverse stakeholders.
4. Problem-Solving and Leadership:
   • Analytical thinking to identify process improvements and resolve issues.
   • Demonstrated leadership skills to guide and motivate a team.
   • Ability to adapt to changing priorities and work well under pressure.

Conclusion: As the Chief Registry Clerk in the Department of Higher Education and Training, you will play a crucial role in maintaining accurate records, ensuring compliance, and facilitating the smooth flow of information. This position offers an opportunity to contribute to the department’s mission of advancing higher education and supporting educational initiatives. If you possess the necessary qualifications and skills, we encourage you to apply and join our team