Intake Officer at South African Human Rights Commission

Job Purpose

• To ensure the proper and effective recording of all information/data in the provincial office and to assist the provincial office with the compilation of reports

Key Responsibilities
Key Performance Areas (KPA)

Flow Centric Management

• Capture new complaints on the flow-centric system and update the complaints thereof.
• Capture all “once-off” enquiries on the flow-centric system
• Manage and monitor complaints on the flow-centric system and ensures that the Senior Legal Officer and Provincial Manager are made aware of these.
• Ensure that information entered onto the system is statistically accurate.
• Manage the complaints as and when is required to do so and also assist in terms of filing complaints.
• Communicate with complainants in terms of any outstanding information required for purposes of flow-centric data capturing and encourage better usage of the system by the provincial LSP staff.
• Capture all statistical information with regards to human rights advocacy and awareness raising interventions e.g. number of workshops conducted etc.

Ensure that proper and effective mechanisms are in place to enable the provincial office to access information/ data at any time.

• Manage and maintain effective mechanisms for recording of all information/data that would ensure easy accessibility, especially so in the event that the electronic system/s may not be working.
• Ensure that all information recorded (manually) is accurate.
• To put in place mechanisms for the recording of information/data that the Flow-centric system may not necessarily make provision for.

Documentation and Reporting

• Provide relevant information/ data from the system (and/or other recording mechanism) upon request
• Assist with statistical analysis of the provinces complaints management and handling as well as with the provinces advocacy and awareness raising interventions
• Collate and submit reports on precedents of findings in the province (listing the type of matter dealt with and providing a summary of the outcome of the case)
• Under the guidance of the PM, SLO and HRAO, assist with the compilation of regular statistical and analytical/substantive reports on cases and advocacy work
• Provide administrative assistance to the administrative clerk and the rest of the provincial office to ensure effective and efficient records and information management.
• To assist with the management and diarizing of files. 

Requirement Type
Key competencies
(This field requires a list of all skills, behaviour and attitude requirements)

• Program and project Management
• Problem solving and analysis
• People management and empowerment
• Communication
• Service delivery innovation
• Honesty and integrity
• Client orientation and customer focus
• Training ability
• Writing skills
• Intermediate or advanced computer skills

Knowledge and education
(This field requires a list of all knowledge requirements relevant to this post e.g. Knowledge of the Public Service Act.)

• Paralegal Diploma
• Statistical analysis
• Knowledge in legal secretary will be an added advantage.
• Understanding and knowledge of relevant processes and systems
• Records and information management

Experience

• 2 – 3 years relevant experience/
• Legal field / records management/ data capturer