Registry Clerk

**Varsity College**, **Vega School**, and **IIE MSA** are educational brands of **The Independent Institute of Education (The IIE)**. The IIE is widely recognised as a leader in private higher education in South Africa. It is registered with the Department of Higher Education and Training (DHET) and offers qualifications accredited by the Council on Higher Education (CHE).

**We are looking to appoint Registry Clerk.**

**Overall Job Purpose**:
**Duties and Responsibilities**:
**Record keeping/ registry**
- Develop/ review /update existing Records Management HTG.
- Responsible for the roll out and maintenance of the Record Management System of the Office of the Registrar (OoR); ensuring that all hard and electronic records are saved and up to date and filed according to the Filing Naming Convention How to Guide and Filing Procedure and working under the direction of the Deputy Registrar: Governance and Compliance.
- Tracking materials removed from files and ensuring that these are returned and recorded.
- Archiving records to a secure internal or external venue as instructed by the Manager.
- Keeping an up-to-date spreadsheet of records disposed.Finding and retrieving information from files in response to requests from authorised users.
- Maintaining the designated filing cabinets.
- Maintaining a secure database of external stakeholders interacting with the Office of the Registrar.
- Maintain a record of the OoR HTGs.
- Assisting in ongoing training of authorised file users.
- Maintenaning the designated filing cabinets.

**Verification of student records**
- Attending to verification of qualification/programme requests from external agencies and ensuring that relevant queries are attended to timeously and accurately.
- Assist with checking of graduation programmes, certificates, and other documentation as required.

**Administration of uncollected certificates and USAf records**
- Administration and record keeping of uncollected certificates, ensuring that the relevant certificate database is kept up to date of receipt and checking outstanding student fees before issuing of such certificates.
- Administration and record keeping of USAf records and ensuring that the graduation team has access to these records as required.

**Maintenance of the Partner Tracking System (PPTS)/ Contracts and Agreements**
- Maintain the PPTS, ensuring fields are completed accurately, contacts start and end dates, and fees payable are tracked and relevant parties are informed timeously for any renewals.
- Provide the Deputy Registrar, Governance and Compliance with up-to-date records of the PPTS for reporting of applicable agreements to the DHET as part of the Annual Report.

**Customer Service and Administrative support to OoR Team**
- Attending to queries from clients, staff and the public as it relates to requests for access to information.
- Administrative tasks in support of the Registrar’s team e.g., copying, binding of documents, screening and directing of incoming calls, etc

**Minimum Educational Requirement**:

- Matric and Higher Certificate Level 5 (NQF Level 5).
- An Advanced Certificate / Diploma Level 6 (NQF Level 6) or higher will be advantageous.

**Minimum Work Requirement**:

- 2 years experience in an administrative role with some registry experience.
- 2 years experience in the higher education or governance sector (corporate, education or legal) would be a distinct advantage.

**Technical Support**:
**The IIE Varsity College, IIE Vega and IIE MSA**are an Equal Opportunity Employer. However, preference may be given to previously underrepresented groups in accordance with the South African Employment Equity Act. The company reserves the right to close or place the vacancy on hold at any time, without prior notice.