Registry Clerk (Vacant)

JOB PURPOSE:
 
•    Under the supervision of the Registrar, the Registry Clerk is responsible for sorting and enclosing correspondence on files, and providing quick and accurate response to requests for correspondence/documents/files from officers.

KEY OUTPUTS:
•    Information provided
•    Incoming mails opened, date stamped and distributed
•    New files prepared and old files repaired
•    Correspondence filed and distributed
•    File searches conducted
•    File mark-out system maintained 
•    Stamps procured 
•    Hand delivered mails recorded

KEY RESPONSIBILITY AREAS
•    Assists the Registrar in keeping members of staff informed of the procedures and processes of the registry.
•    Keeps abreast of new techniques in registry and records management practices.
•    Opens and reads incoming letters; date stamps letters and distributes to various sections 
•    Prepares files for new staff members or new subject matters; repairs old files as is necessary.
•    Encloses correspondence on files, makes appropriate entry on minute sheets and distributes to intended destinations.
•    Retrieves and search for files on the request of officers/Registrar.
•    Maintains a mark-out system to record the movement of files in and out of the Registry.
•    Procures stamps for postage of local and foreign correspondence.
•    Maintains daily record of mails delivered by hand.
•    Assists in the maintenance of storage facilities for all files.
OTHER RESPONSIBILITIES
•    Operates the photo copier to copy documents as requested by officers.
•    Performs any other related duties, which may be assigned.

AUTHORITY  
N/A
PERFORMANCE STANDARDS

•    Information provided leads to improved working relationships and better understanding of the registry 
•    Incoming mails are processed promptly
•    New files are prepared and old files repaired in accordance with set standards
•    Correspondence filed and distributed within agreed time frame and in accordance with established guidelines.
•    Files searches are conducted promptly  at all times
•    Adequate supply of postage stamps
•    Accurate, daily records of hand delivered mails
•    Confidentiality and integrity exercised at all times