Administration Clerk – Crime Registrar
Job Details
- Job Title: Administration Clerk
- Post Number: POST 22/235
- Component: Crime Registrar
- Section: Management Information and Support
- Employment Type: Permanent
- Salary: R237,453 per annum (Salary Level 5)
- Location (Free State Post): Bloemfontein
- Reference Number (Free State): CR10/06/2026
Other Available Locations
- Mpumalanga – CR06/06/2026 (1 Post)
- Eastern Cape – CR07/06/2026 (2 Posts)
- Gauteng – CR08/06/2026 (1 Post)
- Western Cape – CR09/06/2026 (1 Post)
- North West – CR11/06/2026 (1 Post)
Job Description
The Administration Clerk provides comprehensive administrative support to the Crime Registrar’s Management Information and Support Component. The role focuses on supporting finance, supply chain management, and human resource administration while maintaining efficient records management systems, coordinating reporting processes, managing correspondence, preparing meeting documentation, and ensuring compliance with administrative procedures.
The successful candidate will ensure accurate document management, maintain reporting records, coordinate administrative activities, compile compliance statistics, and provide logistical and secretarial support to facilitate the effective operation of the Crime Registrar office.
Key Responsibilities
Administrative Support
- Provide administrative support to the province.
- Support Finance, Supply Chain Management, and Human Resource Management functions.
- Perform general office administration.
- Ensure smooth day-to-day administrative operations.
- Maintain organized administrative systems.
Records Management
- Maintain an efficient filing system.
- Classify, store, retrieve, and safeguard official documents.
- Ensure compliance with approved records management policies.
- Maintain performance-related records.
- Ensure supporting documentation is accurately filed.
- Keep records easily accessible for future reference.
Performance Reporting Administration
- Maintain records relating to reporting compliance.
- Implement reminder systems for reporting deadlines.
- Track submission schedules.
- Monitor reporting compliance.
- Maintain performance information records.
Correspondence Management
- Manage incoming correspondence.
- Process outgoing correspondence.
- Draft routine correspondence.
- Distribute official documents.
- Ensure proper document tracking.
Reporting Coordination
- Coordinate the distribution of:
- Reporting templates.
- Reporting guidelines.
- Reporting schedules.
- Related documentation.
- Monitor reporting submissions.
- Maintain reporting compliance records.
Statistics & Reporting
- Compile administrative statistics.
- Prepare reports on reporting compliance.
- Monitor submission trends.
- Assist with administrative reporting requirements.
Meeting Coordination
- Coordinate logistical arrangements for meetings.
- Prepare meeting agendas.
- Prepare attendance registers.
- Prepare minute-taking documentation.
- Support meetings and preparation sessions.
Secretarial Support
- Draft routine correspondence.
- Provide administrative assistance during meetings.
- Maintain meeting documentation.
- Assist with office coordination activities.
Minimum Requirements
Educational Requirements
- Grade 12 / Senior Certificate / NCV Level 4 or equivalent qualification.
- Qualification must be NQF Level 4 and recognized by the South African Qualifications Authority.
Language Requirements
- Proficiency in English and at least one other official South African language.
Citizenship Requirements
- South African citizenship.
- Documentary proof of citizenship must be provided during the interview.
Advantageous Qualifications
- Relevant administrative, office management, records management, finance, supply chain, or human resources courses.
Required Skills
Administrative Skills
- Office administration
- Records management
- Filing systems
- Document control
- Data capturing
- Report preparation
- Office coordination
- Secretarial support
Computer Skills
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Microsoft PowerPoint
- Microsoft Office Suite
- General computer literacy
Records & Reporting Skills
- Performance reporting
- Records management
- Compliance monitoring
- Data management
- Statistical reporting
- Document tracking
Communication Skills
- Written communication
- Verbal communication
- Professional correspondence
- Interpersonal skills
- Customer service
Organizational Skills
- Planning and organizing
- Time management
- Attention to detail
- Multitasking
- Meeting coordination
- Administrative scheduling
Problem-Solving Skills
- Analytical thinking
- Initiative
- Decision-making
- Administrative problem-solving
Key Competencies
- Ability to work independently.
- Professionalism and integrity.
- Accountability and credibility.
- Strong administrative capability.
- Excellent organizational and planning skills.
- High level of accuracy and attention to detail.
- Effective communication skills.
- Strong interpersonal skills.
- Customer-focused and responsive approach.
- Good record management ability.
- Ability to coordinate multiple administrative activities.
- Ability to work under pressure and meet deadlines.
- Willingness to work extended hours when required.
- Confidentiality and discretion.
- Strong teamwork and collaboration skills.