About the Role
The Department of Health is seeking a dedicated Administration Clerk for PAIA Coordination at the Mthatha Regional Hospital, located in the vibrant city of Mthatha, part of the OR Tambo District. This role is crucial in ensuring that the community has access to vital information, which aligns with the principles of transparency and accountability in public service. By facilitating the processing of requests under the Promotion of Access to Information Act (PAIA), you will support the government’s commitment to uphold citizens’ rights while enhancing the integrity of information management within the health sector.
Your contributions as an Administration Clerk will directly impact the lives of individuals seeking information, thereby fostering trust in public institutions. This position not only offers an opportunity to engage with various stakeholders but also plays a key role in maintaining compliance with legislative frameworks. Your work will be integral to the efficient operation of health services in the region, making a difference in the lives of many.
About the Department
The Department of Health is tasked with promoting and ensuring the health and well-being of all South Africans. With a mission to provide accessible and quality health services, the department plays a pivotal role in shaping health policies and implementing health programs that cater to the diverse needs of the population. Working within this department means being part of a dedicated team focused on improving public health outcomes and ensuring that every citizen has access to essential health information and services.
What You’ll Do
- Receive, acknowledge, and capture all incoming PAIA-related correspondence.
- Review requests for compliance and facilitate processing according to PAIA procedures.
- Retrieve records from health facilities to ensure timely processing of information requests.
- Maintain a comprehensive database of PAIA requests, internal appeals, and complaints.
- Identify and escalate any suspected fraudulent or improper conduct related to PAIA requests.
- Ensure compliance with the Promotion of Access to Information Act and related legislation.
- Support awareness initiatives on PAIA and records management among stakeholders.
- Provide administrative support to PAIA stakeholders to facilitate the processing of requests.
What You’ll Need
- 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).
- Familiarity with Records Management Policy and HMS2 eLiability and ePAIA systems.
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Strong communication, coordination, and interpersonal skills, with attention to detail.
- A valid driver’s licence is required.
How to Apply
Please submit your application before the closing date as late applications will not be considered.
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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 127 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.
