Central Archives Officer (CAO) 

Application ends: July 4, 2022

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Job Description


Job title:                                              Central Archives Officer (CAO) 

Work Location:                                      Kono

Department:                                          Strategic Health Information System (SHIS) 

Reports to:                                            eHealth specialist/Manager

Line Management                                  Yes

Duration of Contract                                Twelve (12) Months with possibility of extension

Application Status                                    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 CAO will be responsible and accountable for the day-to-day organization of the central archives at KGH. 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. 

PIH seeks individuals committed to the mission and values (see PIH Values) of the organization to join the team. We are also seeking individuals who align themselves with health information professionals’ code of ethics. 



Essential Duties and Responsibilities:

  • Effectively supervise the work of the medical records (archives) clerks (archive staff duty roster  management, distribution of tasks, etc.)
  • With SHIS leaders, initiate, implement and sustain archiving system including daily charts distribution and retrieval plans.
  • Put in place accountability policies
  • 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
  • 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)
  • Work with the supervision line to implement and maintain the medical records workflow.
  • Train central archives clerks on adopted medical records classification system.
  • Train central archives clerks 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 workplan.
  • Complete monthly the SIP report
  • Collaborate with KGH M&E officer to build KPIs for the medical records room
  • 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.
  • Ensure that the archive system and space have the adequate materials, equipment and furniture for their daily operations.
  • Maintains established medical record files in accordance with SHIS policies and procedures along with national and international standards



Prevention of Sexual Exploitation, Abuse and Harassment:

At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment.  By submitting an application, the job applicant confirms their understanding of these recruitment procedures




Academic qualification 

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


Technical Competencies  

  • 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 
  • Strong oral and written communication skills in English


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 Monday 4th July 2022