Central Archives Officer

Description

Vacancy Announcement

Job title

Central Archives Officer

Work Location

Kono

Department

Strategic Health Information System (SHIS)

Reports to

eHealth Implementation Manager

Line Management

No

Requisition Number

Duration of Contract

Twelve (12) Months with possibility of extension

Application Status

Internal & External Advert

Organization Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

The Central Archives Officer will be responsible and accountable for the day-to-day organization of the central archives at the MCOE. S/he will work closely with the eHealth team to build and to align all medical records workflows with the existing ones and with minimal disruption. The CAO will also work with Health-Statistics/M&E team to create and maintain administrative and technical environments suitable for optimal data confidentiality, patient records privacy and preservation of the physical integrity of the patients’ charts. The CAO will also work closely with clinical directorate to disseminate the medical records workflows and the terms of archives transactions for controlling unintended consequences. He/She will be responsible for managing a large team of the Central Archives Coordinators managing the MCOE paper files as well as the Electronic Medical Records (EMR) system.

Essential Duties and Responsibilities:

• Effectively supervise the work of the medical records (archives) clerks (archive staff duty roster management, distribution of tasks, etc.)
• Facilitate day-to-day medical records transactions between central archives and the clinical services under this triad of confidentiality, integrity and availability of patient charts
• Maintains established medical record files in accordance with SHIS policies and procedures along with national and international standards.
• Routinely capture data into the Electronic Medical Records (EMR) system
• Provide Electronic Medical Records (EMR) system use support to other EMR system users
• Daily shelves organization for facilitating patients’ chart access and retrieval
• On demand participation in annual medical records quality audit and complete the daily medical records transaction log
• With SHIS leaders, initiate, implement and sustain archiving system including daily charts distribution and retrieval plans.
• Coordinating with the eHealth Manager the release of medical information to external entities after Chief Medical Officer approval
• Work closely with eHealth officers to progressively transform paper-based forms into digital ones
• Promote the central archives workflow, procedures and policies among internal stakeholders at Koidu Government Hospital (KGH)
• Train central archives clerks/coordinators on adopted medical records classification system.
• Train central archives clerks/coordinators on clinical workflow, patient workflow and central archives workflow
• Supervise and Maintain the issues reporting and the outstanding transactions registers
• Participating in the central archives operational work plan.
• Keep track on the procurement and inventory list and proactively send request
• Ensure the availability medical record by routing records to admissions and emergency departments, physicians, and other authorized hospital staff, as per need.
• Complete any other tasks relevant to the position and the medical records administration.

  Prevention of Sexual Exploitation, Abuse and Harassment

  Partners In Health Sierra Leone is dedicated to preventing unwanted behavior in the workplace, including sexual harassment, exploitation, abuse, financial misconduct, and ensuring the welfare of those we serve. We expect all staff, consultants, contractors, vendors, and volunteers to uphold these values as outlined in our code of conduct.

  The successful candidate will receive appropriate training and must adhere to the organization’s safeguarding policies. Employment offers are contingent upon satisfactory references and screening checks, which may include criminal records and terrorism finance checks.

  As a participant in the Inter Agency Misconduct Disclosure Scheme, we request information from previous employers about any instances of sexual exploitation, abuse, or harassment. Additionally, Partners In Health Sierra Leone will share records of such misconduct with other agencies upon staff departure, ensuring transparency and accountability. By applying, candidates acknowledge and agree to these recruitment procedures

  Education and Work Experience Requirements

  Academic qualification

  • Diploma required (Bachelor’s degree preferred) in administration or in medical records administration, in archiving systems, or any relevant domains.

    Technical skills

    • At least two years of formal experiences in similar discipline
    • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, SharePoint, etc.)
    • Strong administrative skills
    • Good personal organizational skills and excellent attention to detail
    • Proven data entry skills into various Management Information Systems
    • Good verbal and written communication skills
    • Proven archiving skills and experience
    • Proven understanding of archiving systems
    • Good computer literacy and skills to scan, organize and access electronic health records.
    • Proven understanding of the use of an EMR systems (a plus)
    • Experience organizing and maintaining both physical and digital records/archives (a plus)

      Behavioral Competencies

      • Professional – resourceful problem-solver, adapts well to changing priorities and demands, able to work well with ambiguity
      • Interpersonal skills – able to communicate effectively, active listener, highly collaborative, and provides constructive feedback
      • Detail oriented – strong attention to detail and commitment to getting it right, delivering polished, high-quality deliverables with minimal oversight
      • Ethical - Demonstrated alignment with and commitment to the health information professionals’ code of ethics; data and information governance policies along with a natural passion for strengthening strategic health information system in Sierra Leone.
      • Demonstrated passion for strengthening the health system in Sierra Leone and belief in giving a preferential option to the poor
      • Commitment to understanding and advocating for PIH’s mission, strategy and approach to addressing health issues in settings of poverty

        Social Justice

        We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

        Method of application

        Interested candidates are required to apply through our website: www.pih.org/employment. In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than 12:00pm GMT (Midnight) on Wednesday, November 5th 2025.