Senior Administrative Officer: Records Management Compliance
Western Cape Government Department of Health and Wellness
A job opportunity exists for the right candidate in Western Cape
The Department of Health and Wellness is guided by the principles of Employment Equity. Candidates with disabilities are encouraged to apply and an indication in the regard will be appreciated.
Note: No payment of any kind is required when applying for any of the positions advertised by the Western Cape Government.
Senior Administrative Officer: Records Management Compliance
Employment Type: Permanent
Reference No: HO93/2026
Directorate: Health Intelligence
Experience
Appropriate experience in records and information management administration. Appropriate Electronic Document and Records Management System (EDRMS) experience.
Enquiries
Ms R Pretorius-Hattingh, tel. no. (021) 483-4684
Minimum Educational Qualification
Appropriate three-year National diploma or Degree.
Duties (Key Result Areas/Outputs)
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.
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.
Inherent Requirements 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).
Remuneration
R 413 001 - R 486 501 per annum Annual salary plus service benefits (13th cheque, employer's contribution to the pension fund, housing and medical aid allowance).
Starting Date
6/12/2026 12:00:00 AM
NOTICE TO ALL
Candidates must comply with the advertised appointment requirements of the post by the closing date and time of the advert.Candidates may be subjected to a competency test. No payment of any kind is required when applying for this post. As directed by the Department of Public Service and Administration, applicants must note that further checks will be conducted once they are shortlisted and that their appointment is subject to positive outcomes on these checks, which include security clearance, qualification verification, criminal records and previous employment. All shortlisted candidates, including SMS, shall undertake two pre-entry assessments. One will be a practical exercise to determine the candidate’s suitability based on the post’s technical and generic requirements, and the other will be an integrity (ethical conduct) assessment.
- available at the venue on the time and date as determined by the Department and
- bring along recently (not older than 6 months) certified copies of your Identity Document (ID), driver’s license (if applicable for the post), qualification and/or proof of registration at relevant statutory body etc. Failure to adhere to the aforementioned may lead to his/her application being disqualified and not further considered.
This advertisement may be utilized to create the pool of potential candidates for a period of not more than 3 calendar months from the date of the advertisement to fill any vacancy in the Department of Health and Wellness provided that the job title, core functions, inherent requirements, and salary level are the same as those of the advertised post.