Registry Clerk

Join Our Team at IIE Rosebank College

The Independent Institute of Education, Rosebank College, is part of the ADvTECH Group, Africa's leading private education provider. From our humble beginning in 1909, Rosebank College has grown to a student population of more than 30,000 students nationwide.

As we continue to expand and innovate, we invite passionate professionals to become part of our dynamic team. If you are driven by the desire to make a meaningful difference in students' lives and wish to contribute to an institution that values academic excellence, connection, and student success, we would love to hear from you.

Join us on our journey of shaping futures

**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.