Registry Clerk - Independent Institute of Education

IIE (Pty) Ltd is the registered provider of higher education which is delivered through the following educational brands: Varsity College, Vega School, Rosebank College and IIEMSA.

The Independent Institute of Education’s Central Academic Team (CAT) is responsible for the academic leadership and governance of the work done at the brands while each brand is managed as a business entity by its own divisional management team.

The IIE, as a registered provider, has ultimate responsibility for registration, curriculum delivery, assessment and certification of all education on these sites as well as for relationships with external partners particularly in the regulatory and accreditation arena.

The IIE operates through six faculties and has established academic operations, compliance and academic leadership infrastructure and processes.

The IIE’s Central Academic Team have a vacancy for an Registry Clerk at The IIE’s offices based in Sandton.

Direct Reporting Line:

The Registry Clerk will report to the Deputy Registrar: Certification and Compliance.

Key Purpose Statement:

The successful candidate will be primarily responsible for the registry function and office support within the Office of the Registrar.

Key areas of responsibility include:

Record keeping/ registry

• Responsible for the roll out and maintenance of the Record Management System of the Office of the Registrar; 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
• Tracking materials removed from files and ensuring that these are returned.
• Archiving records to the vault as instructed by the Deputy Registrar
• 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
• Administration and record keeping of uncollected certificates, ensuring that the relevant certificate database is kept up to date of receipt and issuing of such certificates
• Maintaining a secure database of external stakeholders interacting with the Office of the Registrar
• Assisting in ongoing training of authorised file users
• Training of appropriate people in the naming conventions to be used for records.

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

Office Support

• Performing other administrative tasks in support of the Registrar’s team e.g., copying, faxing, binding of documents, screening and directing of incoming calls, etc

Customer Service

• Attending to queries from clients, staff and the public as it relates to requests for access to information

Qualification:

• A National Senior Certificate or equivalent with administration/registry/clerical experience is required.
• A post-school qualification is preferred.

Experience:

• A minimum of two years experience in an administrative role with some registry experience.
• Experience in the higher education or governance sector (corporate, education or legal) would be a distinct advantage.

Competencies:

• Excellent communication skills particularly in English, both verbal and written, including the ability to communicate to a range of audiences in a way that is clear, concise, specific and accurate and accessible to the target audience.
• Interpersonal skills, characterised by tact and diplomacy and an ongoing ability to participate effectively in a team that is spread across the country.
• High delivery ability demonstrated capacity to organise own work and work against tight deadlines.
• Attention to detail.
• Ability to work constructively as part of a team, display initiative and work strategically and independently with limited supervision.
• Proven record of managing projects to a successful conclusion.
• Able to acquire new skills to keep up with new technologies and or new knowledge areas within relevant disciplines.
• Ability to multi-task.
• Computer skills – high level of MS Word, Excel and working with institutional systems.