Department of Home Affairs – Western Cape
Vacancy Reference: HRMC 67/26/2
Salary Level: Level 05
Salary Range: R237 453 – R279 708 per annum (basic salary)
Location: Small Office, Ceres, Western Cape
1. JOB OVERVIEW
The Department of Home Affairs is inviting applications for the position of Hospital Clerk at its Small Office in Ceres, Western Cape.
The successful candidate will provide birth and death registration services, process applications, verify supporting documentation, maintain official registers and assist clients with essential civil registration services. The role requires accuracy, professionalism, confidentiality and compliance with departmental legislation, policies and standard operating procedures.
2. MINIMUM REQUIREMENTS AND QUALIFICATIONS
Applicants must meet the following requirements:
- Grade 12 (Matric), as recognised by the South African Qualifications Authority (SAQA).
- An NQF Level 5 qualification recognised by SAQA and/or the Department of Home Affairs qualification in Home Affairs Services at NQF Level 5.
- A valid driver’s licence.
Required Knowledge
Candidates should demonstrate an understanding of:
- Departmental legislation, policies and prescripts.
- The basic Public Service Regulatory Framework.
- Batho Pele Principles and client-centred public service delivery.
- Standard Operating Procedures (SOPs) for the registration of births and deaths.
- Birth and death registration processes and supporting documentation.
- Records management and administrative procedures.
- Governance, risk management and compliance requirements.
3. REQUIRED SKILLS AND COMPETENCIES
The ideal candidate should demonstrate the following skills and competencies:
3.1 Administrative and Technical Skills
- Clerical and general administrative skills.
- Computer literacy and accurate data capturing.
- Financial administration.
- Recordkeeping and records management.
- Effective time management.
- Attention to detail and accuracy when processing official documents.
3.2 Communication and Problem-Solving Skills
- Effective verbal and written communication.
- Analytical thinking.
- Problem-solving and decision-making.
- Planning and organising.
- Ability to multitask and work under pressure.
- Teamwork and collaboration.
3.3 Professional and Client Service Attributes
- Professionalism and a customer-focused approach.
- Proven client focus and orientation.
- Honesty, integrity and accountability.
- Patriotism and commitment to public service.
- Ability to follow established procedures and regulatory requirements.
- Responsible handling of official records and client information.
4. KEY DUTIES AND RESPONSIBILITIES
The successful candidate will perform the following duties:
4.1 Birth Registration Services
- Render birth registration services to clients.
- Receive notices of birth and all relevant supporting documents.
- Complete the DHA 24 form as required.
- Conduct online verification of the informant’s identity or take a full set of fingerprints when online verification is unavailable.
- Capture birth registration applications on the National Population Register.
- Submit applications to the supervisor for quality assurance.
- Confirm and verify the informant’s details.
- Print birth certificates.
- Sign and issue birth certificates where authorised and delegated to do so.
- Ensure that the informant signs the register to acknowledge receipt of the birth certificate.
4.2 Records and Register Management
- Record and maintain the birth occurrence versus registered births register.
- Maintain the register of foreign birth occurrences.
- Ensure that registration records are accurate, complete and properly maintained.
- Follow departmental recordkeeping procedures and applicable Standard Operating Procedures.
- Handle registration documents responsibly and in accordance with departmental requirements.
4.3 Death Registration Services
- Provide death registration services to clients.
- Assist with receiving and processing relevant death registration documentation.
- Follow the prescribed departmental procedures for death registration.
- Ensure accurate recording and processing of information in accordance with applicable requirements.
4.4 Client Service and Public Administration
- Assist clients professionally and efficiently with birth and death registration enquiries.
- Apply the Batho Pele Principles when delivering services.
- Communicate registration requirements clearly to clients.
- Maintain professionalism, accuracy and confidentiality when handling personal information.
4.5 Governance, Risk and Compliance
- Promote good governance, risk management and regulatory compliance.
- Follow departmental legislation, policies, prescripts and operating procedures.
- Contribute to the effective and efficient management of human, physical and financial resources within the unit.
- Support accurate administration and responsible use of departmental resources.
5. ENQUIRIES
Contact Person: Mr M Pienaar
Telephone: (021) 488 1409
Region: Western Cape
6. HOW TO APPLY
Applications must comply with the applicable Directions to Applicants in the official vacancy advertisement.
Online Applications
Submit your application through the Department of Home Affairs eRecruitment portal:
Physical Address for Applications
Department of Home Affairs
4th Floor, Fair Cape Building
56 Barrack Street
Cape Town
8000
Western Cape, South Africa
Important: Ensure that your application complies with the official instructions and includes all required supporting documents. Confirm the closing date and any additional requirements in the original advertisement before applying.
7. VACANCY SUMMARY
| Vacancy Detail | Information |
| Job Title | Hospital Clerk |
| Reference Number | HRMC 67/26/2 |
| Salary Level | Level 05 |
| Annual Basic Salary | R237 453 – R279 708 |
| Department | Department of Home Affairs |
| Province | Western Cape |
| Work Location | Small Office, Ceres |
| Minimum Education | Grade 12 (Matric) |
| Additional Qualification | NQF Level 5 qualification and/or DHA Home Affairs Services qualification at NQF Level 5 |
| Driver’s Licence | Valid driver’s licence required |
| Main Responsibilities | Birth registration, death registration, records management and client services |
| Application Portal | https://erecruitment.dha.gov.za |
| Enquiries | Mr M Pienaar – (021) 488 1409 |