Administrative Officer: Patient Administration (Level 7)

Department of Health; Pretoria; On-site; ZAR 287,000 - 389,000; Full time

Job summary

Department of Health at Weskoppies Hospital invites applications for a post in patient administration. The role focuses on supervising administrative staff, managing MHCU movements, and ensuring accurate HIS/SAP data capture and UPFS compliance.

The successful candidate will coordinate admissions, discharges, and related documentation, while maintaining confidentiality and liaising with stakeholders. Shift work and weekend duties may be required.

Qualifications

• Grade 12 with more than 5 years in a patient administration environment, or a Diploma/Degree with at least 3 years in patient administration.
• Sound knowledge of MHCA, POPIA and PAIA, and relevant public service prescripts.
• Knowledge of UPFS tariffs and related billing procedures.
• Proficiency in MS Word, Excel, PowerPoint, Outlook and other MS Office applications.
• Good presentation and interpersonal skills; strong analytical abilities and attention to detail.
• Ability to work independently and in a multidisciplinary team; able to work under pressure and meet deadlines.
• Willingness to work shifts including 12-hour shifts, weekends, public holidays and overtime.

Responsibilities

• Supervise and monitor administrative staff handling MHCU admissions, discharges, transfers and movements.
• Coordinate day-to-day patient administration, ensuring timely capturing on HIS/SAP and UPFS compliance.
• Verify MHCU classification and documentation for MHCA requirements; coordinate reclassification processes.
• Monitor patient billing and classification according to UPFS tariffs; correct discrepancies.
• Maintain confidential patient and staff information; preserve file-control registers and records.
• Prepare and submit daily/weekly/monthly statistics on admissions and movements.
• Liaise with MHRC, prosecutors and multidisciplinary teams on documentation and appeals.

Skills

MS Office proficiency

Analytical skills

Attention to detail

Communication skills

Teamwork

Time management

Problem solving

Education

Diploma or Degree in Public Management/Public Administration/Office Administration

Tools

HIS/SAP

Job description

• Reference Number : refs/056662
• Number of Posts : 1
• Package : R 338 106.00 per annum plus benefits

Requirements :

• Grade 12 / Senior Certificate, with more than 5 years' functional experience in a Patient Administration environment; or A three-year Diploma or Degree in Public Management, Public Administration or Office Administration with a minimum requirement of 3 years' functional experience in a Patient Administration environment. Sound knowledge and understanding of the Mental Health Care Act, 17 of 2002 (MHCA); Knowledge and understanding of the Protection of Personal Information Act (POPIA) and the Promotion of Access to Information Act (PAIA); Knowledge of relevant legislation, policies, prescripts and procedures applicable to the Public Service; Knowledge and practical understanding of HIS/SAP; Knowledge of Uniform Patient Fee Schedule (UPFS) tariffs and related billing procedures; Computer literacy, including proficiency in MS Word, MS Excel, MS PowerPoint, MS Outlook and other relevant MS Office applications; Good presentation, communication and interpersonal skills; Sound knowledge of problem-solving, planning, organizing and administrative skills; Strong analytical skills, with a high level of accuracy and attention to detail; Ability to work independently and as part of a multidisciplinary team; Ability to work effectively under pressure and meet prescribed deadlines; and Willingness and ability to work shifts, including 12-hour shifts, weekends, public holidays and overtime when required.

Duties :

• The successful candidate will be responsible for, amongst others, the following: Supervise, allocate and monitor the work of administrative personnel responsible for Mental Health Care User (MHCU) admissions, discharges, transfers and other patient movements, including staff attendance, leave administration, PMDS-related processes, job descriptions and workplans; Coordinate and monitor the day-to-day patient administration functions, ensuring the accurate and timeous capturing of MHCU movements, OPD registrations, visits and appointments on HIS/SAP and compliance with prescribed patient administration procedures; Verify the completeness and accuracy of MHCU classification, admission documentation and Mental Health Care Act requirements, and coordinate administrative processes relating to the reclassification of State Patients and involuntary MHCUs, with complex matters referred to the responsible manager; Monitor patient billing and classification processes in accordance with applicable UPFS tariffs, verify information captured on HIS/SAP, facilitate the correction of identified discrepancies and monitor the completion and submission of reclassification documentation to the relevant authorities; Monitor compliance with approved HIS/SAP and downtime procedures, maintain relevant registers and conduct routine quality checks to ensure the accuracy, completeness and integrity of patient administration information; Coordinate the receipt, filing, retrieval, tracking, archiving and secure safekeeping of clinical and administrative patient files and documentation, including maintaining appropriate file-control registers; Compile, capture, verify and submit prescribed daily, weekly, monthly and periodic statistics and reports relating to admissions, discharges, transfers, patient movements and other administrative activities within the prescribed timeframes; Coordinate routine administrative liaison with the Mental Health Review Board, prosecutors, multidisciplinary teams and other relevant stakeholders regarding MHCA documentation, appeals, summonses, patient admissions and related administrative matters; Attend to routine administrative enquiries and appeals relating to MHCUs, monitor outstanding documentation and reports, and elevate complex or sensitive matters to the responsible manager; Monitor the safekeeping and administration of MHCUs' private funds, personal kits, valuables and other entrusted property in accordance with approved policies and procedures, and maintain accurate supporting records; Monitor compliance with applicable legislation, policies, procedures, standards and departmental prescripts, identify administrative risks or discrepancies, and report matters requiring management intervention; Maintain strict confidentiality and safeguard patient, employee and institutional information in accordance with applicable legislation and departmental requirements; Promote professional, ethical, accountable and patient-centered service delivery and maintain effective working relationships with internal and external stakeholders; and Perform any other reasonable duties delegated by the responsible manager that fall within the scope of the post.

Employer : Department of Health

Location : Weskoppies Hospital

Closing Date : 02-10-2026

Criteria Questions

Do you have grade 12 with more than 5 years experience in a patient administration environment?

Do you have a diploma or degree in public management, public administration or office administration with a minimum of 3 years experience in patient administration environment?

Please Notes :

• Due to the large number of applications we envisage receiving, applications will not be acknowledged. If youdo not receive any response within 3 months, please accept that your application was not successful.