Administration Clerk (PAIA Co-ordination)

Overview

Administration Clerk (PAIA Co-ordination) (7 posts) at Department of Health.

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.

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.

How to apply

can be submitted via hand delivery/courier to following addresses: Frere Tertiary Hospital - Hand deliver/courier to: Human Resource Office, Frere Tertiary Hospital, Amalinda Main Road, East London, 5200. Enquiries: Ms N Mthitshana Tel no: 043 709 2487/2532. Tower Psychiatric Hospital – Hand deliver/courier to: Human Resource Office, Tower Psychiatric Hospital, 16 Somerset Street, Fort Beaufort, 5720. Enquiries: Mr M Mapuka Tel no: 046 645 5008. Empilisweni Hospital - Hand deliver/courier to: Human Resource Office, Empilisweni Hospital, Umlamli Road, Sterkspruit, 9762. Enquiries: Mr J Fonya Tel no: 051 611 0037 Port Alfred Hospital - Hand deliver/courier to: Human Resource Office, Port Alfred Hospital, Southwell Road, Port Alfred, 6170. Enquiries: Ms N Raco Tel no: 046 604 4000. Frontier Regional Hospital – Hand deliver/courier to: Human Resource Office, Frontier Regional Hospital, Corner Kingsway & Livingstone Road, Queenstown, 5320. Enquiries: Mr T Soxujwa Tel No. 045 808 4225 Nelson Mandela Academic Hospital – Hand deliver/courier to: Human Resource Office, Nelson Mandela Academic Hospital, 71 Nelson Mandela Drive, Mthatha 5099. Enquiries: Ms Calaza Tel no: 047 502 4469. Buffalo City Metro District Office - Hand deliver/courier to: Human Resource Office, Buffalo City Metro District Office, Old Building BKB, No 79 Fitzpatrick Road, Quigney, East London 5200. Enquires: Ms S Magoloti Tel. No. 043 708 1720. Livingstone Tertiary Hospital – Hand deliver/courier to: Human Resource Office, Nurses Home, 2nd Floor, Standford and Korsten Road, Gqeberha, 5201. Enquiries: Ms L Mabanga Tel no 041 405 2348 Senqu Sub-District - Hand deliver/courier to: Human Resource Office, Sengu Sub-district, Bensonvale College, Sterkspruit, 9762. Enquiries: Mr. J.S Ndzinde Tel no: 051 633 9617/0781161958. Amathole District Office - Hand deliver/ courier to: Human Resource Office, Amathole Health District, 19 St James Road, Medical Centre Building, Southernwood, East London, 5200. Enquiries: Ms S Njokweni Tel no: 043 707 6748. Applications can be submitted via hand delivery/ courier to following addresses: (1) provincial e-recruitment system accessible at: https://ecprov.gov.za and/or at https://erecruitment.ecotp.gov.za. The Provincial e-Recruitment System is available 24/7 and closes at 23: 59 on the Closing Date. To report any e-Recruitment System challenges send an email with your (i) ID Number, (ii) profile email address, (iii) details of your issue to: RecruitmentHeadOffice@echealth.gov.za. Do not send any applications to this email address; should you do so, your applications/ CV will be regarded as lost and will not be considered. Technical support is limited to working hours: (08:00-16:30 Mon-Thursday and 08:00-16:00 on Friday).

Enquiries: Mr T Soxujwa Tel No: (045) 808 4225 or e-Recruitment Enquiries: RecruitmentHeadOffice@echealth.gov.za Ms. S Ndlabhu Tel No: (040) 608 1272 e-Recruitment Enquiries: RecruitmentHeadOffice@echealth.gov.za

Notes

Applications must be submitted on a duly completed New Z83 form (effective from 01 January 2021), e-Recruitment System automatically generates Z83 immediately you press apply and generate Z83. Applicants are not required to submit copies of qualifications and other relevant documents upon application but must submit a fully completed Z83 form and detailed Curriculum Vitae. NB: Z83 in the e-recruitment system is currently not signable; so, applicants who submitted applications via the e-recruitment system will not be disqualified for an unsigned Z83 instead will be requested to sign on/or before the interview day. View the list of the positions you applied for on “My Job Applications” and do note that the system Z83 does not reflect work experience and qualifications, however, every detail of your information does reflect to the Recruitment team. Shortlisted candidates will be required to submit certified copies of qualifications, and other relevant documents (like a copy of Permanent Resident Permit for Non-RSA Citizens/Permanent Resident Permit Holders to HR on or before the interview date. Failure to submit all the required documents will disqualify the application. Correspondence will be limited to short-listed candidates only. If you have not been contacted within six (6) months after the closing date of this advertisement, please accept that your application was unsuccessful. Selected candidates will be subjected to a personnel suitability check (criminal record check, citizenship verification, financial/asset record check, qualification/ study verification and previous employment verification). All shortlisted candidates, including the SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine a candidate’s suitability based on the post’s technical and generic requirements, and the other must be an integrity (ethical conduct) assessment. The Selection Panel will recommend candidates to attend a generic Managerial Competency Assessment in compliance with the DPSA Directive on the implementation of Competency-based Assessment. Successful candidates will also be subjected to security clearance processes. Where applicable, candidates will be subjected to a skills/ knowledge test. The competency assessment will be testing generic managerial competencies using the mandated DPSA SMS competency assessment tools. SMS pre-entry certificate (Nyukela) must be submitted prior appointment. Full details can be sourced by following the link: https://www.thensg.gov.za/training-course/sms- pre-entry-programme. Successful candidates will be appointed on a probation period of twelve 12/24 months. It is the objective to address the Employment Equity Affirmative Action Measures in line with the Employment Equity Plan and to achieve equitable representation across race and gender. The EE targets of the recruiting Department will be adhered to although the applications are welcome from all racial groups. The Recruiting Department reserves the right to amend/ review/ withdraw the advertised posts if by so doing, the best interest of the department will be well served. (Females and People with Disabilities are also requested to apply and indicate such in their applications). Misrepresentation in the application documents will result in automatic disqualification and disciplinary action in the event the candidate has already been appointed.