About the Role
The Buffalo City Metro is seeking a dedicated individual to join the team as an Administration Clerk, focusing on PAIA (Promotion of Access to Information Act) coordination at Frere Tertiary Hospital. This role is crucial in ensuring that the community has timely access to important health information, thereby fostering transparency and accountability within the public service. The successful candidate will engage directly with various stakeholders, ensuring that requests for information are handled efficiently and in compliance with statutory timeframes. By supporting the community in accessing their rights, this position plays a vital part in enhancing public trust in government services.
Located in East London, this role not only involves administrative tasks but also requires a keen eye for detail and a commitment to upholding the principles of good governance. As an Administration Clerk, you will be at the forefront of managing PAIA requests, which are essential for promoting transparency in the healthcare sector. Your contributions will significantly impact the quality of service provided to the community, making this government job an exciting opportunity for those looking to make a difference in South Africa.
About the Department
The Department of Health is committed to improving the health and well-being of all South Africans. With a mandate to provide accessible and quality healthcare services, the department plays a significant role in public health management. Working within this department means being part of a mission that prioritizes the health needs of the population while ensuring compliance with national legislation. The work you do will help shape policies and practices that directly benefit the community, making your role meaningful and impactful.
What You’ll Do
- Receive and acknowledge all incoming PAIA-related correspondence through the HMS2 e-PAIA system.
- Review submitted information requests for compliance and completeness.
- Facilitate the timely retrieval of records to ensure efficient processing of access requests.
- Maintain a detailed database of all PAIA requests, appeals, and related correspondence.
- Identify and escalate any irregularities, including potential fraud or abuse of process.
- Support awareness initiatives and training on PAIA and records management.
- Provide administrative support to PAIA stakeholders to streamline request processing.
What You’ll Need
- A National Senior Certificate (Grade 12) or equivalent NQF Level 4 qualification.
- At least three years of experience in medical records management and PAIA administration.
- A qualification in Records and Archives Management, Public Administration, ICT, or a legal-related field is advantageous.
- Knowledge of the Promotion of Access to Information Act (PAIA) and the Protection of Personal Information Act (POPIA).
- Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint.
- Strong verbal and written communication skills, with excellent attention to detail.
- A valid driver’s license is required.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
Looking for more South African government jobs? Browse the latest vacancies on JobsSouthAfrica.co.za. If you are applying for the first time, read our Complete Guide to Applying for Government Jobs in South Africa, covering the Z83 form, certified copies, CV format, interview tips and more.
Requirements
National Senior Certificate (Grade 12) or equivalent NQF Level 4 qualification with at least three (3) years' experience in medical records management and PAIA administration.A qualification in Records and Archives Management, Public Administration, ICT or Legal related field will be an added advantage.
Knowledge of the Promotion of Access to Information Act (PAIA), and Protection of Personal Information Act (POPIA).
Knowledge of Records Management Policy.
Knowledge of HMS2 eLiability and ePAIA systems.
Computer literacy with proficiency in Microsoft Office applications (Word, Excel, Outlook and PowerPoint).
Good verbal and written communication skills, coordination skills, interpersonal relations, attention to detail and ability to work under pressure.
A valid driver’s licence.
Job Duties
Receive, acknowledge and capture all incoming PAIA related correspondence on the HMS2 e-PAIA, e-Liability and other approved government systems.Review submitted requests for compliance and completeness and facilitate processing in accordance with approved PAIA procedures.
Facilitate the timely retrieval of records from health facilities within and across the regions to ensure the efficient processing of requests for access to information and compliance with the statutory timeframes prescribed by the Promotion of Access to Information Act, 2000 (Act No.
2 of 2000).
Track requests and follow up on delayed responses.
Maintain accurate database/register of all PAIA requests, internal appeals, complaints, and related correspondence received by the Department.
Assist in identifying irregularities, anomalies, or indicators of possible fraudulent, dishonest, or improper conduct relating to the submission, processing, or management of PAIA requests, while ensuring that all assessments are evidence-based and consistent with applicable legislation to Legal Services.
Immediately escalate any suspected fraud, corruption, abuse of process, unauthorised access to records, manipulation of information, or other irregular conduct involving requesters, Departmental officials, contractors, or system users to the PAIA Coordinator, Directorate: Legal Services or other designated authority for investigation.
Maintain confidentiality and integrity in the handling of all records and information, ensuring compliance with the Promotion of Access to Information Act, the Protection of Personal Information Act, Departmental policies, and applicable information security standards.
Perform any other compliance-related functions assigned by the PAIA Coordinator or management in support of the Department's governance, risk management, and anti-fraud objectives.
Support awareness and training initiatives on PAIA, POPIA and records management.
Assist in the provision of administrative liaison and follow-up support to PAIA stakeholders to facilitate the processing of PAIA requests, i.
e.
Information Officers, Deputy Information Officers, Legal Services and relevant business units.
