Administrative Officer : Case Management (Level 7)

Requirements :

• A three-year Diploma or Degree in Public Management, or Public Administration with a minimum requirement of 3 years’ functional experience in patient administration experience environment. Knowledge and understanding of the Mental Health Care Act, 17 of 2002, and its application within a mental health care environment; Knowledge of the Uniform Patient Fee Schedule (UPFS) and applicable patient classification and billing principles;
• Knowledge of the Protection of Personal Information Act (POPIA) and the Promotion of Access to Information Act (PAIA); Knowledge of relevant legislation, policies, procedures, prescripts and administrative requirements applicable to the Public Service;
• Knowledge and practical experience in the use of HIS/SAP will be an added advantage; Computer literacy, including proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook and other relevant MS Office applications; Demonstrated ability to work independently, professionally and accountably, with a high degree of integrity and credibility;
• Good verbal and written communication skills; Strong interpersonal and stakeholder-management skills; Good report-writing and presentation skills; Sound problem-solving, planning, organizing and administrative skills; Strong analytical skills, accuracy and attention to detail; Ability to manage competing priorities and meet deadlines; and Ability and willingness to work effectively under pressure.

Duties :

• The successful candidate will be responsible for, amongst others, the following: Supervise, allocate and monitor the work of administrative personnel within the ward environment to ensure effective and efficient service delivery; Provide guidance, coaching and on-the-job training to administration clerks and monitor compliance with prescribed administrative procedures;
• Coordinate staff leave administration and provide administrative support in respect of PMDS processes and submissions; Coordinate and monitor the implementation of approved Quality Improvement Plans (QIPs) in the ward environment; Monitor compliance with applicable departmental policies, procedures, standards and administrative requirements;
• Monitor and ensure the accurate and timeous capturing of all Mental Health Care User (MHCU) admissions, discharges, transfers and other movements on the HIS/SAP system; Verify that the correct patient classification is applied during admission and other relevant patient administration processes;
• Verify patient documentation for completeness and compliance with the Mental Health Care Act, 17 of 2002, and applicable administrative requirements; Coordinate the receiving, recording, processing and safe handling of discharge files; Attend to medical report requests, maintain relevant registers and conduct follow-ups on outstanding requests;
• Capture ICD-10 codes from discharge documentation for audit and reporting purposes; Monitor the accuracy, completeness, confidentiality and safekeeping of patient administration records and documentation; Compile, capture, verify and maintain accurate unit statistics and ensure their submission to relevant stakeholders within prescribed timeframes; Compile and submit prescribed daily, weekly, monthly and periodic administrative reports;
• Conduct routine quality assurance checks on patient administration data and identify discrepancies for correction or escalation; Monitor administrative processes and identify operational gaps requiring attention by the responsible manager; Monitor the availability and utilisation of operational resources within the unit; Coordinate the requisition, receipt and storage of approved consumable items, including stationery, cleaning materials and other operational supplies, in accordance with prescribed procedures and minimum/maximum stock levels;
• Maintain accurate records of supplies and monitor stock levels to support effective resource utilisation; Liaise with relevant internal stakeholders on routine Case Management, patient administration and ward administration matters; Maintain accurate, secure and up-to-date administrative records and ensure that information is readily retrievable when required;
• Maintain strict confidentiality and safeguard patient and institutional information in accordance with applicable legislation, policies and departmental prescripts; Promote professional, ethical, accountable and patient-centered service delivery; and Perform any other reasonable duties delegated by the responsible manager that fall within the scope of the post.

Closing Date : 02-10-2026