SENIOR ADMINISTRATIVE OFFICER: RECORDS MANAGEMENT COMPLIANCE

Minimum educational qualification: Appropriate three-year National diploma or Degree. Experience: Appropriate experience in records and information management administration. Appropriate Electronic Document and Records Management System (EDRMS) experience. Inherent requirement of the job: Valid (Code B/EB) driver’s licence. Willingness to travel extensively (Western Cape Province), to drive a government vehicle and overnight when required within the district. Completed Records Management course provided by Western Cape Archives and Records Service (WCARS). Competencies (knowledge/skills): Extensive knowledge and application of Records Management compliance with National and Provincial policies and guidelines. Strong organisational and administrative capability with excellent attention to detail and analytical thinking. Sound experience in records management, compliance auditing, and governance practices. In-depth knowledge of records management legislation and frameworks, including PAIA, POPIA, Archives Act, and the National Health Act. Proficiency in health records and information systems (e.g. PHCIS, SPV, Clinicom, NHLS advantageous). Advanced computer literacy, including MS Office and electronic records/document management systems (EDRMS/ECM). Strong project management, planning, and coordination skills. Ability to analyse information, conduct basic research, and produce high-quality reports. Excellent stakeholder engagement, interpersonal, and communication skills (written and verbal). Demonstrated training, facilitation, and presentation capability. Ability to manage multiple priorities, meet deadlines, and perform effectively under pressure. Ability to work collaboratively across functions (transversal environment) while maintaining accountability.

Compliance monitoring and evaluation of records and information management practices across the West Coast District. Conduct facility and district compliance assessments using approved tools and Assess adherence to PAIA, POPIA, National Archives Act, and departmental policies, procedures, and SOPs. Identify compliance gaps and develop, implement, and track remedial action plans. Compile analytical reports (weekly, monthly, quarterly, annual) on compliance outcomes. Develop dashboards, statistical reports, and compliance insights. Present findings, risks, and recommendations to management through formal reports and presentations. Support internal and external audit processes (e.g. AGSA, WCARS, Departmental, National, Operational). Ensure audit readiness and availability of accurate supporting evidence. Coordinate, track, and report on responses to audit findings. Records Management Systems & Policy Implementation. Support the development, review, and implementation of records management policies, procedures, and tools. Ensure effective management of physical and electronic records across the Department. Maintain standards in accordance with approved file plans and records control schedules. Support and coordinate compliance with PAIA processes, including management of requests and stakeholder engagement. Ensure alignment with POPIA requirements in all records and information management activities. Disposal, Archiving & Retention Management. Facilitate and monitor the archiving and lawful disposal of records in accordance with approved disposal authorities. Ensure accurate application of retention periods and proper documentation of disposal processes. Facilitate and Training, Awareness & Capacity Building within the District to strengthen records and information management compliance. Facilitate training, awareness programmes, and interventions on records and information management. Provide ongoing support to business units to improve compliance and strengthen records management practices.

Ms R Pretorius-Hattingh Tel No: (021) 483-4684

Only applications submitted online will be accepted. To apply submit your application online only: via http://www.westerncape.gov.za/jobs or https://westerncapegov.erecruit.co

No payment of any kind is required when applying for this post.

PSV Circular 20 of 2026, Post 20/322