Administration Assistant

**Job Title**:Administration Assistant

**Department**:Road safety Law Enforcement | City of Cape Town

**Company**: TMT Services and Supplies (Pty) Ltd

**Location**:TMT Head Office (Century City)

**Job Type**:Fixed Term

**Position overview**

To assist the Prosecution Manager in administrative tasks and in all operational, logistics and financial matters to provide the client with an efficient back-office and support facility as agreed in the Service Level Agreement entered between TMT Services and Supplies (Pty) Ltd (“TMT”) and the Municipality.

**Key Responsibilities**:
**1. Court Administration**:Tasks included, but are not limited to:
1.1 Ensuring that all summonses:
1.1.1 Are printed within 5 months from date of infringement.

1.1.2 Court capacity for each court and court date is filled.

1.1.3 Are quality checked according to requirements.

1.1.4 Are issued by a clerk of the court within 1 week of printing.

1.1.5 Are booked out / tracked within 2 weeks of summons printing and acknowledged as received by agents.

1.1.6 Served by agents within court and client requirements.

1.1.7 Are captured on contravention system within 5 days of ROS being received.

1.1.8 Are prepared for court as per court and client requirements.

1.1.9 Are sent to court within agreed timelines before the court date.

1.2 Ensure agents serve according to client and court requirements and within agreed timelines.

1.3 Ensure the handover procedure is adhered to when sending or receiving documents from client.

1.4 All documents are scanned into the contravention system as per client requirements.

1.5 Escalate any issues to the supervisor.

1.6 Ensure daily benchmarks are met regarding processing (volumes).

**2. Court Process**:Tasks included, but are not limited to:
2.1.1 Prepare court registers according to client and court requirements.

2.1.2 Control documents and other required documentation are attached in the correct order.

2.1.3 Have a valid case number on the Control Documents.

2.1.4 Track control documents on the contravention system according to procedures.

2.2 Capture court results within 2 days of receipt of court register.

2.3 Print warrant of arrest & labels at least 13 days after the court date as per client requirements.

2.4 Capture warrant authorization on contravention system.

2.5 Prepare payment registers as per client and court requirements.

2.5.1 Ensure that registers are received by the client daily and handover procedures are maintained.

2.5.2 Attach all supporting documents to payment registers as per client and court requirements.

2.6 All issues are escalated timeously to the summons supervisor.

2.7 Ensure that all warrant results are captured within 1 day of receipt.

2.8 Assist warrant section with processing and support of ANPR warrant executions and administrative functions.

2.9 Ensure that all warrants are tracked on contravention system according to the approved processes.

2.10Ensure that all paid and cancelled warrants are drawn up and submitted to the court within 7 days or as required.

**3. Processing of scans**:Tasks included, but are not limited to:
3.1 Ensuring that all handwritten tickets are:
3.1.1 Scanned into iScan within 24 hours from date of receipt.

3.1.2 Ensure that scanned tickets are synced to evidence for processing.

3.1.3 Captured within 3 days from the date of scan.

3.1.4 Data captured on the ticket is accurate as per training provided and city’s instruction.

3.2 Ensure that quality control is done on tickets that were captured.

3.3 Ensure that fishpond tickets are processed successfully with 3 days from receipt of document.

3.4 Ensure that ticket corrections are done within 24 hours from the date of becoming aware of error.

**4. Reporting**:Tasks included, but are not limited to:
4.1 Ensure that all required reports are finalized and submitted to relevant parties as required.

**Education and Experience**
- Matric or NQF equivalent.
- Additional certifications in office administration or related fields can also enhance job prospects.
- Minimum 2 years prior experience in a similar role or within the traffic monitoring and admin work environment.
- Ability to drive.
- Valid driver’s license.

**Skills and Competencies**
- Ability to operate basic computer systems.
- Strong attention to detail and excellent observation skills.
- Good problem-solving and analytical skills.
- Strong administration skills.
- Good communication skills for interacting with team members, law enforcement, and other stakeholders.
- Enjoy working in a team but also can work independently.
- Be patient, tactful, diplomatic, and approachable.
- Demonstration of customer service orientation.
- Willingness to travel.
- Flexibility to do shift work.

**About TMT**:
A guiding principle of our business is to build our technology that essentially makes a difference. We are a South African company that has been in operation since 2002 with a rich history in servicing the road safety enforc