Administration Assistant

Job Title: Administration Assistant

Department: Roadside Safety Enforcement

Company: TMT Services and Supplies (Pty) Ltd

Location: Middelburg (Steve Tshwete Local Municipality)

Job Type: Fixed term (12 Months)

Position overview

To assist the Branch 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 into between TMT Services and Supplies (Pty) Ltd ("TMT") and the Municipality.

Key Responsibilities:

1. Processing: Duties include but are not limited to:

1.1 Ensuring effective processing of infringements:

1.1.1 within 5 days from being logged / available.

1.1.2 According to approved Rejections book.

1.1.3 According to TCSP guidelines & client requirements.

1.2 Ensure that the address management is done according to training to minimise RTS (return to sender).

1.3 Escalate any issues to supervisor.

1.4 Ensure daily benchmarks are met regarding processing for Capturing, Verifications, Fishpond, Representations, Redirections and processing handwritten infringements (volumes processed).

2. Re-evaluations: Duties include but are not limited to:

2.1 Ensure that re-evaluations are done daily. This includes capturing rejections, natis not found, verifications fishpond.

2.2 Ensure that infringements are re-evaluated according to the TCSP guidelines, client requirements and the rejections book.

3. Printing: Duties include but are not limited to:

3.1 Ensure that all printing:

3.1.1 Is generated daily (all notices, Representations, redirections and Finals).

3.1.2 The oldest documents are checked and posted out first.

3.1.3 Notices are printed within 7 days of being logged.

3.1.4 Notices are posted 8 days after infringement and within 30 days as per TCSP guidelines.

3.1.5 Notices are checked correctly before being printed.

3.2 Keep all print dates together to ensure that Infringement Print audits match the total envelopes being posted.

3.3 Ensure that any issues with equipment are escalated to the supervisor.

3.4 Use all equipment with care and do not cause damage.

3.5 Ensure that benchmarks are met with the posting of notices.

3.6 Assist in offloading printed stock from suppliers.

4. Court Administration: Duties include but are not limited to:

4.1 Ensuring that all summonses:

4.1.1 Are printed within 5 months from date of infringement.

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

4.1.3 Are quality checked according to requirements.

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

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

4.1.6 Served by agents within court and client requirements.

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

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

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

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

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

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

4.5 Escalate any issues to the supervisor.

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

5. Court Process: Duties include but are not limited to:

5.1 Prepare court registers according to client and court requirements.

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

5.1.2 Have a valid case number on the Control Documents.

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

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

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

5.4 Capture warrant authorization on contravention system.

5.5 Prepare payment registers as per client and court requirements.

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

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

5.6 All issues are escalated timeously to the summons supervisor.

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

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

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

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

6. Processing of scans: Duties include but are not limited to:

6.1 Ensuring that all handwritten tickets are:

6.1.1 Scanned into iScan within 24 hours from date of receipt.

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

6.1.3 Captured within 2 days from the date of scan.

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

Ensure that Officer errors are marked correctly.

Ensure that all codes which are not loaded onto the system is communicated to the supervisor.

Ensure that address information is validated against postal code lookup.

Ensure that charge codes are captured in the correct charge number.

Ensure that the multiplier is processed correctly.

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

6.3 Ensure that fishpond tickets are processed successfully with 5 days from receipt of document.

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

7. Videos processing: Duties include but are not limited to:

7.1 Ensure that all video cases are grabbed, clipped within 24 hours from date of receipt depending on total disks received – must be received within 2 days from date of offence.

7.2 Ensure that all clipped videos are logged and reflect on the contravention system within 24 hours from the date of the clip.

7.3 Ensure that all video cases receive natis data and if not, then investigate and resolve the issue.

7.4 Ensure that videos notices are printed within 27 days from date of receipt.

7.5 Ensure that field sheets are filled in with ticket numbers, copied and originals sent to the enquiries section at gallows.

7.6 Ensure that all copies of field sheets are filed according to disk number.

7.7 Ensure that all re-evaluations are completed within the required timelines.

8. Reporting: Duties include but are not limited to:

8.1 Ensure that all required reports are finalised and submitted to relevant parties as required.

9. Payments: Duties include but are not limited to:

9.1 Ensure that all bank statements are received and processed within 2 days.

9.2 Ensure that all unallocated payments are investigated and processed where applicable.

9.3 Reconcile bank statement to captured payments.

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 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 Enforcement, Public Transport and Safety & Security sectors.

We strive to bring together the latest technology with our industry experts to develop better, more efficient mobility experiences, and to quickly gain a deep understanding of the local mobility challenges our customers face and develop technological solutions that address the needs of both our customers and the citizens they serve.

At TMT, we believe that diversity drives innovation and strengthens our business value set. We are committed to fostering an inclusive workplace where individuals of all races, ethnicities, genders, abilities, people with disabilities and backgrounds are valued, respected, and empowered to thrive. Our hiring practices reflect our dedication to building a diverse team and creating equitable opportunities for all. TMT is committed to attracting top talent and welcomes all candidates who bring exceptional skills, fresh ideas, and a passion for excellence.

Should you wish to apply for this position, send your CV to

Job Type: Temporary

Contract length: 12 months

Work Location: In person