Official Role Overview
- Reference Number(s): CMS22/2026 – Pretoria, CMS23/2026 – Nelspruit & CMS24/2026 – Makhado
- Employment Type: Full-Time | Public Service
- Job Type: Administration | Records Management | Registry Services
- Salary: R237 453 per annum
- Available Centers: Pretoria, Nelspruit & Makhado
Salary and Benefits
Records Clerk: R237 453 per annum
- The position offers employment within the South African Public Service, with applicable conditions of service and benefits determined by government regulations and department policies.
The Employer
The National Department of Forestry, Fisheries and the Environment (DFE) is responsible for national policy, coordination, and administration across key environmental sectors, including forestry, fisheries, biodiversity, climate change, and environmental management.
The Facilities & Administration Services function provides essential administrative and records-management support, ensuring that departmental informationn and official documentation are properly received, recorded, maintained, distributed, archived, and disposed of in accordance with applicable procedures.
Purpose of the Role
The Records Clerk is responsible for providing effective records, registry, filing, and mail administration services within the department.
The successful candidates will ensure that employee files and departmental records are properly opened, updated, stored, transferred, and disposed of when required. The role also involves managing incoming and outgoing mail, maintaining registers, processing files, and identifying records with archival value for transfer to the National Archives.
This position is suited to an organized and detail-oriented administrator who can maintain accurate records while working efficiently in a busy government environment.
Key Performance Areas (KPAs)
1. Incoming File Administration
- Provide effective administration of incoming files, including opening new files and ensuring that documentation is properly captured and maintained.
- Employee files must also be closed when an employee is transferred, deceased, or resigns.
2. Filing and Records Control
- Update control sheets, arrange documents numerically, and ensure that records are filed systematically so that information can be retrieved efficiently when required.
3. Incoming and Outgoing Mail
- Administer incoming and outgoing mail efficiently and within required timeframes. This includes stamping mail and face-value forms before they are distributed to the relevant recipients.
4. Postal and Courier Administration
- Weigh outgoing mail to determine the applicable postage costs using Post Office guideline prices.
- Courier items must be recorded in the appropriate register before being sent to reception for collection.
5. Outgoing File Administration
- Register outgoing files in the relevant recording book and ensure that clients sign for files where required, maintaining an accurate audit trail of departmental records.
6. Disposal and Transfer of Records
- Administer the disposal and transfer of files in accordance with applicable records-management procedures.
- The successful candidate will also receive ephemeral documents from branches and ensure that records are appropriately processed.
7. Archival Records
- Identify and compile lists of files that have archival value and prepare these records for transfer to the National Archives.
Minimum Requirements
Educational and Professional Requirements
- Grade 12 Certificate with a post-matric qualification and previous experience working as a Records Clerk.
Knowledge
- Document management.
- Registry processes.
- Filing administration.
- Computer packages.
- Records administration procedures.
Professional Skills and Competencies
- Strong organizational skills.
- Attention to detail.
- Good interpersonal relations.
- Ability to work independently.
- Ability to work effectively as part of a team.
- A strong sense of responsibility and loyalty.
- Ability to work with difficult people.
- Ability to remain professional under pressure.
- Good administrative and record-keeping skills.
Why Join the Department of Forestry, Fisheries and the Environment?
Working as a Records Clerk provides an opportunity to develop valuable administrative and records-management experience within the national government environment.
Employees Gains
- Experience in public sector administration.
- Practical exposure to government registry and records systems.
- Opportunities to develop document-management skills.
- Experience in archival and records-disposal processes.
- Exposure to government administrative procedures.
- The opportunity to contribute to efficient departmental operations.
How to Apply
Required Documents
- A completed online Z83 Application Form.
- A detailed Curriculum Vitae (CV).
- At least three (3) contactable references.
- Applicants must ensure that all sections of the online Z83 are completed and that all required information is disclosed.
Documents for Shortlisted Candidates
- Qualifications.
- Identity document.
- Driver’s license, where applicable.
Note
- These documents must be submitted on or before the day of the interview.
- Applicants with foreign qualifications are responsible for having their qualifications evaluated by the South African Qualifications Authority (SAQA).
Online Application
- Applications must be submitted online through the department’s eRecruitment system: DFFE eRecruitment System
Contact for Enquiry
- Enquiries: Ms K. Kubai
- Telephone: (012) 399 9727
Closing Date: 24 September 2026
Final Thoughts: Building a Career in Government Records Management
The Records Clerk position is an important administrative role that ensures government information remains properly organized, accessible, secure, and traceable. From managing employee files and mail to preparing archival records for transfer, the position requires accuracy, responsibility, confidentiality, and strong organizational skills.
For candidates with a Grade 12 qualification who are looking to establish or strengthen a career in public sector administration, these three vacancies provide an opportunity to gain practical experience within a national government department.
Important Application Notes
- Quote the correct reference number for the center you are applying for CMS22/2026 – Pretoria, CMS23/2026 – Nelspruit & CMS24/2026 – Makhado
- Applications must be submitted online through the DFFE eRecruitment system.
- All sections of the online Z83 must be completed.
- Attach a detailed CV with at least three contactable references.
- Failure to complete or disclose required information may result in automatic disqualification.
- No late applications will be accepted.
- Shortlisted candidates must provide certified supporting documents on or before the interview.
- Shortlisted candidates will undergo screening and security vetting, which may include Criminal record verification, Citizenship verification, creditworthiness checks, Previous employment/reference checks, and Qualification verification.
- Correspondence will generally be limited to successful candidates.
- If you are not contacted within three months after the closing date, consider your application unsuccessful.
- The department reserves the right not to make an appointment.
- The DFFE is an equal opportunity and affirmative action employer.
- Preference may be given to appointable applicants from underrepresented designated groups in accordance with the department’s employment equity plan.
- Persons with disabilities are encouraged to apply.
- Applicants consent to the processing of their personal information for recruitment purposes in accordance with the Protection of Personal Information Act (POPIA), 2013 (Act 4 of 2013).
Career Resources & Related Links
- Department of Forestry, Fisheries and the Environment (DFFE)
- South African Qualifications Authority (SAQA)
- National Archives of South Africa
- Protection of Personal Information Act (POPIA)
Career Spotlight: The Importance of Records Administration
Records Clerks are essential to the smooth functioning of government institutions. Every department generates thousands of documents and files, and effective records management ensures that these records can be located, protected, transferred, or archived when necessary.
In this role, attention to detail is particularly important because a misplaced, incorrectly recorded, or poorly maintained file can affect administrative processes and service delivery. By maintaining accurate filing systems, processing correspondence, tracking outgoing files, and identifying records of archival value, Records Clerks help preserve institutional knowledge and support accountable government administration.