JOB DETAILS:
Purpose of the Job: The Data Clerk will be responsible for managing student health records, entering data accurately, and providing essential administrative support within the school health program. He/she will ensure that student health information is inputted and updated, confidential health records are maintained, reports are prepared, and support health staff with data management. The Data Clerk will play a key role in ensuring reliable access to student health data, essential for effective school health services and supporting the well-being of students.

Key Outputs
• Data Entry and Record Management ensured
• Document Management ensured
• Reporting and Data Analysis conducted
• Support for Health Screenings & Health Programs provided
• Communication and Coordination ensured
• Quality Assurance and Compliance ensured

Key Duties and Responsibilities
• Accurately enter and update student health data, including immunization records, health screenings, and medical history, in the school’s records system or databases.
• Maintain health records, both physical and digital, in accordance with Uganda’s data privacy and health regulations.
• Organize, secure, and file health records, ensuring easy retrieval and confidentiality of all student health information.
• Maintain up-to-date files and oversee the proper handling and disposal of outdated records, as per local and institutional policies.
• Generate and prepare regular and special reports on health trends, common health issues, and attendance records for the school administration and local health authorities.
• Support school health staff by compiling data for audits, compliance checks, and health-related projects.
• Assist the school health team in planning and conducting student health screenings (e.g., vision, hearing, dental checks) by organizing documents, forms, and inputting data.
• Support health programs such as immunization campaigns and hygiene education by tracking student participation and maintaining accurate records.
• Liaise with parents and guardians to obtain necessary health documents, clarify information, and ensure data is up-to-date.
• Coordinate with school health personnel, teachers, and administrative staff to facilitate access to health data for authorized purposes.
• Ensure accuracy in data entry and regularly verify the completeness of records including HMIS EPI 017 (School Health Register), HMIS 073 (Child Register), HMIS ENV 002 (School WASH Report), etc.
• Uphold confidentiality and adhere to Uganda’s health privacy regulations, safeguarding the integrity and security of all student health records.
• Any other duty assigned.

PERSON SPECIFICATIONS: Data Clerk
Minimum Academic Qualifications: Bachelor’s degree in Statistics, Qualitative Economics Computer Science, Population Studies, Economics and Statistics, Business Economics or a related field. Additional Training in M&E, data entry, records management, or healthcare administration is advantageous.

Required Experience: Minimum of 2 years’ experience in data entry, administrative support, or record-keeping, ideally within a school or healthcare setting.

Key Skills
• Proficiency in using computer applications, including Microsoft Office Suite and data entry software.
• Strong attention to detail and accuracy in data management.
• Excellent organizational skills and ability to handle confidential information responsibly.
• Familiarity with Uganda’s health data privacy regulations and guidelines is preferred.

Personal Attributes
• Accuracy and attention to detail
• Ability to go an extra mile
• Ability to work independently and as part of a team