Administrative Officer : Case Management (Level 7)

Department of Health; Pretoria; On-site; ZAR 304,000 - 372,000; Full time

Job summary

Department of Health in South Africa is recruiting an Administrative Officer: Case Management (Level 7) at Weskoppies Hospital. The role supervises administrative staff, coordinates PMDS processes, and ensures accurate patient administration data within the ward environment.

The ideal candidate holds a three-year Diploma or Degree in Public Management or Public Administration, with knowledge of MHCA 2002 and UPFS.

Qualifications

• Three-year Diploma or Degree in Public Management or Public Administration with relevant experience.
• Knowledge of Mental Health Care Act 2002 and UPFS, PAIA and POPIA.
• Computer literacy in MS Office and related applications.
• Ability to manage competing priorities and work under pressure.

Responsibilities

• Supervise and monitor administrative staff in ward environments to ensure service delivery.
• Coordinate staff leave and PMDS processes; support QIPs in the ward.
• Capture and maintain MHCU admissions, discharges, and movements on HIS/SAP.
• Ensure accurate patient classification and complete documentation in line with MHCA 2002.
• Prepare and submit daily, weekly, monthly, and periodic administrative reports.
• Maintain confidentiality and secure patient records; liaise with stakeholders on case management matters.
• Perform other duties delegated by the manager within the post scope.

Skills

Communication skills

Stakeholder management

Report writing

Planning and organizing

Attention to detail

Problem solving

Independence and accountability

Education

Diploma/Degree in Public Management or Public Administration

Job description

Administrative Officer : Case Management (Level 7)

• Reference Number : refs/056661
• Directorate : Case Management Office
• Number of Posts : 1
• Package : R 338 106.00 per annum plus benefits
• Enquiries : Ms. MR Ledwaba Tel: [phone]

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.

Notes :

• In line with the Department’s employments Equity Plan, preference will be given to Males all race groups and persons with disabilities are encouraged to apply. Shortlisted candidates will be required to submit certified copies of qualifications and other relevant documents (not older than six (6) months) prior to the interview. Personnel suitability checks, including criminal record, citizenship, qualification verification, financial record and previous employment/reference checks, will be conducted before appointment. Applicants in possession of foreign qualifications must submit an evaluation certificate issued by the South African Qualifications Authority (SAQA). Candidates will be subjected to Medical Surveillance in accordance with the Occupational Health and Safety Act, 1993 (Act No. 85 of 1993), where applicable. The Department is committed to promoting representativity (race, gender and disability) in the Public Service through the filling of these posts. Preference will be given to South African citizens.

Employer :

Department of Health

Location :

Weskoppies Hospital

Closing Date :

02-10-2026

Criteria Questions

Do you have Diploma or Degree in Public Management or Public Administration?

Do you have a minimum of 3 years experience in patient administration?