Location: Fezile Dabi District Office
Job Type: Permanent
Closing Date: 2024-10–24
Salary: R216,417 – R254,928 per annum
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Qualifications and Skills Required for the Administration Clerk Position
To qualify for this Administration Clerk role at the Free State Department of Health, candidates must possess the following qualifications and competencies:
- Minimum Requirement: Grade 12 or equivalent.
- Computer Proficiency: Applicants must be comfortable with basic computer tasks.
- Communication Abilities: Strong verbal and written communication skills are essential.
- Interpersonal and Organizational Skills: The role requires excellent interpersonal interactions and the ability to stay organized.
- Independence and Pressure Management: Candidates should be capable of working independently and performing well under pressure.
- Empathy and Problem-Solving Skills: Empathy toward others and a problem-solving mindset will enhance performance in this role.
Key Responsibilities of the Administration Clerk
The Administration Clerk will take on several duties to support the efficient functioning of the department. These responsibilities are divided into various clerical support services as outlined below.
1. General Clerical Support Services
The primary function of the Administration Clerk is to provide general clerical services, which include:
- Data Management: Capture, organize, store, and retrieve data and correspondence efficiently.
- Statistics and Record Updates: Regularly update statistics and maintain accurate records.
- Handling Standard Queries: Respond to routine inquiries from stakeholders and internal team members.
- Document Handling: Photocopy, send, and receive faxes, and distribute documents and packages to various stakeholders when necessary.
- File System Maintenance: Preserve and update the filing system to ensure easy access to records.
- Simple Correspondence: Type basic letters or other correspondence as needed.
- Registers: Maintain the registers for incoming and outgoing correspondence within the component.
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2. Clerical Support for Supply Chain Management
Supporting supply chain activities is a key part of the role, and the Administration Clerk will be responsible for:
- Stakeholder Communication: Liaise with both internal and external stakeholders regarding procurement needs.
- Procurement Documentation: Obtain quotes and complete the necessary paperwork for purchasing typical office supplies.
- Inventory Management: Control and manage the office stationery inventory.
- Asset Register Maintenance: Ensure the asset register is consistently updated.
3. Clerical Support for Personnel Administration
The Administration Clerk will provide critical clerical assistance in the area of personnel administration. This includes:
- Leave Register Maintenance: Keep the leave register up to date and ensure that leave records are accurate.
- Personnel Records: Maintain and preserve up-to-date personnel records for the department.
- Attendance Tracking: Ensure that the attendance register is accurate and up to date.
- Travel Arrangements: Organize travel and accommodation for departmental staff as required.
4. Financial Administration Support
In addition to general and personnel administration, the Administration Clerk will assist with financial administration tasks, such as:
- Spending Records: Record and update component spending to keep financial records accurate.
- Travel Claims: Verify the accuracy of travel and subsistence claims submitted by officials before submitting them for approval.
- Petty Cash and Phone Account Management: Oversee the management of petty cash and phone accounts for the component.
How to Apply
To apply for this Administration Clerk position at the Free State Department of Health, visit the online application portal by clicking the button below. Make sure your application is submitted by the closing date: 2024-10-24.
This Administration Clerk role offers a dynamic opportunity to contribute to the success of the Free State Department of Health while developing essential clerical, administrative, and communication skills. Ensure you meet the qualifications and are prepared to take on the responsibilities outlined above for a fulfilling career.
