About the Role
The Department of Health is seeking a dedicated Administration Clerk for PAIA Co-ordination based at the Frontier Regional Hospital in the Chris Hani District. This role is integral to ensuring that community members can access important health information in compliance with the Promotion of Access to Information Act (PAIA). By effectively managing information requests, you will play a crucial part in promoting transparency and accountability within the public service, positively impacting the lives of individuals within the community.
In this position, you will be responsible for receiving and processing incoming PAIA-related correspondence, ensuring that all requests are handled efficiently and within the statutory timeframes. Your work will directly contribute to the department’s commitment to upholding the rights of citizens while fostering a culture of openness and trust within the healthcare system. The role offers a unique opportunity to engage with various stakeholders, from Information Officers to Legal Services personnel, while enhancing your skills in administrative management and compliance.
About the Department
The Department of Health in South Africa is dedicated to providing quality healthcare services to all citizens. Its primary mandate is to ensure the effective management of healthcare policies, systems, and resources. Working here means being part of a dynamic team focused on improving health outcomes and fostering a supportive environment for both employees and patients. The department is committed to promoting health equity and ensuring that all individuals have access to the information they need to make informed decisions about their health.
What You’ll Do
- Receive, acknowledge, and capture incoming PAIA-related correspondence on approved systems.
- Review requests for compliance and completeness, facilitating processing according to PAIA procedures.
- Retrieve records efficiently from health facilities to ensure timely processing of requests.
- Maintain an accurate database of all PAIA requests, internal appeals, and related correspondence.
- Identify and escalate any irregularities or fraudulent activities related to PAIA requests.
- Ensure confidentiality and integrity in handling all records and information.
- Assist in awareness and training initiatives on PAIA and records management.
- Provide administrative support to PAIA stakeholders for effective processing of requests.
What You’ll Need
- National Senior Certificate (Grade 12) or an equivalent NQF Level 4 qualification.
- A minimum of three years’ 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 Protection of Personal Information Act (POPIA).
- Proficiency in computer applications, particularly Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Strong communication, coordination, and interpersonal skills, with keen 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.
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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.
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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.
