ADMINISTRATION CLERK (PAIA CO-ORDINATION)

Job Overview

The Eastern Cape Department of Health is hiring seven Administration Clerks (PAIA Co-ordination) at Nelson Mandela Metro, Dora Nginza Regional Hospital, on a salary level 05 (R237 453 – R279 708 per annum). Candidates require a Grade 12 certificate and at least three years of experience in medical records management and PAIA administration. Responsibilities include capturing PAIA correspondence on HMS2 e-PAIA and e-Liability systems, retrieving records, maintaining registers, ensuring POPIA and PAIA compliance, and escalating irregularities. Applications must be submitted via the Z83 form or e-recruitment system.

Requirements & Qualifications

• National Senior Certificate (Grade 12) or equivalent NQF Level 4 qualification
• At least three (3) years' experience in medical records management and PAIA administration
• 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

Key Duties & Responsibilities

• 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 regions to ensure efficient processing and compliance with statutory timeframes.
• Track requests, follow up on delayed responses, and maintain an accurate database/register of all PAIA requests, internal appeals, and complaints.
• Assist in identifying irregularities, anomalies, or possible fraudulent, dishonest, or improper conduct relating to PAIA requests.
• Immediately escalate any suspected fraud, corruption, abuse of process, unauthorised access, or irregular conduct to the PAIA Coordinator or Directorate: Legal Services.
• Maintain confidentiality and integrity in handling records and information in compliance with PAIA, POPIA, and security standards.
• Perform compliance-related functions supporting governance, risk management, and anti-fraud objectives.
• Support awareness and training initiatives on PAIA, POPIA, and records management.
• Assist in providing administrative liaison and follow-up support to PAIA stakeholders including Information Officers and Legal Services.

Enquiries & Contact