About the Role
The Department of Health is looking for a dedicated Administration Clerk (PAIA Co-ordination) to join its team at the Dora Nginza Regional Hospital in Nelson Mandela Metro. This role is vital for ensuring compliance with the Promotion of Access to Information Act, which emphasizes transparency and accessibility of information to the public. By managing PAIA requests and facilitating access to crucial records, you will play a significant part in promoting accountability within the healthcare system, making a real difference in your community.
As the Administration Clerk, you will work closely with various stakeholders, including Information Officers and Legal Services, to ensure that all requests are processed efficiently and accurately. Your contributions will not only help uphold the department’s standards but also enhance public trust in government services. Supporting awareness and training initiatives on PAIA and records management will further empower your colleagues and the community, reinforcing the importance of compliance and ethical conduct in public service.
About the Department
The Department of Health is committed to delivering quality healthcare services to all South Africans. Its mission encompasses not only providing health services but also ensuring that citizens have the right to access information about their healthcare. By promoting transparency and accountability, the department plays a critical role in fostering a healthier society. Working here means being part of a team that values integrity, professionalism, and a commitment to the public good.
What You’ll Do
- Receive, acknowledge, and capture all incoming PAIA-related correspondence using approved government systems.
- Review submitted requests for compliance and completeness, facilitating processing in line with PAIA procedures.
- Ensure timely retrieval of records from health facilities to support efficient processing of information access requests.
- Track requests and follow up on delayed responses to maintain the statutory timeframes required by PAIA.
- Maintain an accurate database of all PAIA requests, internal appeals, and related correspondence.
- Identify and report any irregularities or suspected fraudulent conduct related to PAIA requests.
- Uphold confidentiality and integrity while handling all records and information.
- Assist in administrative tasks and support to PAIA stakeholders to streamline the processing of requests.
What You’ll Need
- National Senior Certificate (Grade 12) or equivalent NQF Level 4 qualification.
- At least three (3) 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 an advantage.
- Knowledge of the Promotion of Access to Information Act (PAIA) and the Protection of Personal Information Act (POPIA).
- Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
- Strong verbal and written communication skills, along with 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 128 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.
