Administration Clerk (PAIA Co-Ordination) - Buffalo City Metro, Frere Tertiary Hospital at Eastern Cape 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.