Requirements

• Applicants must be in possession of a Grade 12 (Senior Certificate).
• A Certificate in Office Administration, Information Management, Public Administration, Records Management, Computer Studies or Data Management will be an added advantage.
• Minimum 1 to 2 years' experience in data capturing, administration, records management or information management environment.
• Added advantage: experience in case management systems, complaints management systems, statistical reporting, database administration, public sector administration and legal, correctional services or oversight environments.
• Knowledge of records management principles, information management practices, data capturing procedures, Microsoft Excel, Microsoft Word, electronic document management systems, Protection of Personal Information Act (POPIA) and Public Service administrative procedures.
• Skills and competencies: computer literacy, data capturing, accuracy, attention to detail, record keeping, report writing, communication skills, planning and organising, confidentiality, client orientation, problem solving, ability to work under pressure and ability to work independently and as part of a team.

Duties

• The successful candidate will be responsible for providing data capturing and records management services to the Complaints and Mandatory Reporting Units by capturing, updating, verifying and maintaining complaint and incident information, generating statistical reports and ensuring the accuracy, integrity and availability of oversight information.
• Capture complaints and mandatory reporting information on approved databases and systems, update existing records, process data timeously and verify captured information against source documents.
• Identify incomplete information, detect and correct data errors, verify accuracy of captured records, monitor data quality standards and ensure consistency of information across systems.
• Maintain electronic and physical records, file complaint and incident reports, track movement of documents, maintain registers and ensure safekeeping of confidential information.
• Generate daily, weekly and monthly statistics, compile data for management reports, assist with trend analysis reports, produce information required by Senior Case Officers and support reporting for quarterly and annual reports.
• Support Senior Case Officers with data retrieval, prepare information required for investigations, monitor outstanding records, assist in updating case status PUBLIC information and provide administrative support to the Complaints and Mandatory Reporting Units.
• Maintain complaint and mandatory reporting databases, monitor completeness of electronic records, generate reports from databases, assist users with information retrieval and report system defects or data discrepancies.