The Department of Health aims to provide quality health services and ensure a caring climate for service users, implement best-practice health care strategies, create a positive work environment for staff, and provide appropriate and top-quality training for health workers. Our vision is to provide high-quality, efficient and accessible healthcare to transform people's lives. Our mission is to create an effective public healthcare system in Gauteng by ensuring we have the right people, skills, system and equipment to provide the care our patients need to live healthy and quality lives.
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The successful candidate should have a Grade 12 certificate. A three-year National Diploma (NQF level 6) or Bachelor’s Degree in Archives / Records Management / Library Studies or equivalent qualification related to the field as recognised by SAQA.
A minimum of 5 years of experience in Archives & Records Archives & Records Services environment, of which 3 years must be at an Assistant Director level (Junior Management).
A valid driver’s license (except for persons with disabilities). Knowledge and understanding of PFMA. Knowledge of the department’s Constitutional mandate.
Knowledge and understanding of standards according to National Archives Act. Knowledge and understanding of treasury regulations relating to finance records. A strong focus on service delivery with a desire to innovate, improve process, support others and share ideas. Excellent interpersonal relations. Effective communications skills (written and verbal).
Attention to details imperative. Excellent Problem-Solving skills. Ability to multi-task is essential. Time management and ability to work under pressure. Ability to adapt to change.
Added Advantage: National Archives: Records Management certificate, Knowledge Management certificate and File implementation certificate.
Duties :
Develop the Departmental Records Policy, Procedures and get them approved by the Head of Department. Manage the implementation of the Policy and Procedures. Conduct workshops to inform all our clients and the records staff what the policy and procedures entail.
Ensuring that ethical procedures are stablished and consistently adhered to throughout the unit. Manage risk registers (Operational Risk Registers, Strategic Risk registers and Fraud Risk Registers). Ensure that there are proper records management system I place.
Management of archives in line with the standards of National Archives Services. Management of records and storage components to determine the retention period of records. Oversee and control the maintenance and application of the filing system and list of other archives at head and regional offices.
Liaise with provincial archives for the distraction records. Liaise with the National/ Provincial Archives in order to get the File Plan Approved. Report all additions and amendments to the approve Functional File Systems to the National Archives Services. Report all additions and amendments to List of other Archives. Develop the file plan for the department.
Conduct physical periodical inspection and spot-checks on files. Ensure that daily files are examined to identify discrepancies on classification of documents. Management of files Systems and list of other Archives at head and Reginal offices.
Regular inspection of files for any contravention of records practices. Regular inspection registers. Inspection of fire-fighting apparatus for any defects. Inspect the offsite and strong rooms for hazardous elements such as leaks, light, dust and pests.
Monitor staff performance, training and development. Attend staff grievance and conflict handling. Manage staff leave plan. Ensure that records staff understands their responsibility. Ensure that records staff acquires the necessary skills to manage records.
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