ADMINISTRATION OFFICER – RECORDS MANAGEMENT

 
 
ADMINISTRATION OFFICER – RECORDS MANAGEMENT
Reference Number : refs/050001
Directorate : PRIMARY HEALTH CARE SERVICES
Number of Posts : 1
Package : R338 106.00- R398 277.00 per annum
Enquiries : Sr L Lindani: Tel 081 043 5870
Requirements :

Grade 12 Certificate with 5 years’ experience in patients’ administration/records management in the public sector. Or National diploma/degree in records and archive management/Public administration/ Office administration/ Public management with 3 years’ experience in patients’ administration or records management in the public sector. A valid driver’s license and computer literacy is essential. Knowledge of relevant prescripts that guide records management.
Duties :

Familiar with all department of health policies and guidelines (Records Management Policy, Disposal and Archiving Policy, POPIA Act 4 of 2013, PAIA Act 2 of 2000, ICSM Records prescripts, corporate governance and good records management practices, Ideal clinic prescripts, Privacy and Confidentiality clause and application, SAP/HPRS/E-Med, SOP for Filing of records, access control management of patient records. Manage records within the facility as the main accounting officer. Be able to work within a team. Be able to delegate records management functions to team/colleagues and monitor implementation. Write reports on records management (daily, weekly, monthly). Proper disposal and archiving of records in accordance with policy and guidelines (approved disposal and certificates for disposal as attained from District office). Writing of minutes for meetings within the facility, and, if indicated, at sub-district level. Be familiar with and manage the electronic and physical records systems (SAP/HPRS/E-Med) and must be able to type. De-volumizing, merging, and archiving active and inactive records. Liaise with different stakeholders for records management where required e.g. Chief Director and Records Managers from the District. Manage safety of records, access control and be familiar with the procedure to prevent theft of records. Mitigate risks of damage of records such as floods, fire, theft. Work together with Quality Assurance for accurate record keeping, waiting time monitoring, and ideal clinic realization/ICSM. Active Involvement in Operation Phuthuma teams such as TROA, HTS huddle teams and meetings. Attend all facility meetings such as Nerve Centre, Security, Clinical Manager’s meetings and all other relevant meetings. Hold monthly clerical meetings (provide POE). Managing of data captures and data reporting, consolidating and verifying for the facility. Support in functions of delegating and managing clerical staff, EPWP’s and data captures. Opening of files, filing, pre-retrieving, sorting of files and blood results, archiving and disposing of files. Manage leaves and absenteeism reports for clerical staff (Clerks, EPWP’s and Data captures). Ensure timeous contracting of subordinates for PMDS. Manage and assist in managing grievances. Be available for afterhours and at night emergencies. Perform all other duties as delegated by the Supervisor/Manager.
Notes :

Applications should be submitted strictly online at the following E-Recruitment portal : http://professionaljobcentre.gpg.gov.za. No S&T claims and resettlement allowance will be paid. Applications must be submitted on a new Z.83 form and must be completed in full, obtainable from any Public Service Department or on the internet at www.dpsa.gov.za. According to Department of Public Service and Administration (DPSA) Circular 19 of 2022, applicants are not required to submit copies of qualifications and other related documents on application but must submit the Z.83 and a detailed Curriculum Vitae only not other attachments are allowed . Only shortlisted candidates will be required /requested to submit certified copies of qualifications and other relevant documents to HR on or before the day of the interview. If you have not been contacted within three (3) months after the closing date, please accept that your application was unsuccessful. Candidates will be subjected to Personnel Suitability Checks (PSC) – Verification (Reference checks, identity verification, qualifications verification, criminal record checks, credit/financial stability checks and employment verification). The recommended candidate may be subjected to medical surveillance as required by the Occupational Health and Safety Act, Act 5/1993. People with disabilities are encouraged to apply. Employment equity profile will be taken into consideration.
Employer : Department of Health

Location : EKURHULENI HEALTH DISTRICT -PHILLIP MOYO CHC

Closing Date : 12-06-2026

Criteria Questions
: Grade 12 Certificate with 5 years’ experience in patients’ administration/records management in the public sector.
National diploma/degree in records and archive management/Public administration/ Office administration/ Public management with 3 years’ experience in patients’ administration or records management in the public sector.
Do you have drivers license?
Are you computer literate?
 

Please Notes :

Due to the large number of applications we envisage receiving, applications will not be acknowledged. If you do not receive any response within 3 months, please accept that your application was not successful.