Administration Team Lead

Job Title: Administration Team Lead

Department: Road Safety Law Enforcement | Prosecutions

Company: TMT Services and Supplies (Pty) Ltd

Location: Gallows Hill Branch

Job Type: Fixed Term

Position overview

The primary purpose of this role is to oversee and manage all post-court prosecution operations, ensuring that all post-court processes are completed accurately, efficiently, and within stipulated deadlines, agreed service level agreements (SLAs), and client requirements. The role is responsible for monitoring, coordinating, and driving the performance of the Prosecution Department through the effective planning, prioritisation, delegation, and supervision of operational activities, ensuring that departmental objectives, productivity targets, quality standards, and compliance requirements are consistently achieved.

Key Responsibilities:

1. Warrant Administration and Control: Duties included, but are not limited to:

1.1 Supervise the daily activities of the Warrant Section and provide leadership, direction, guidance, and support to all staff members.

1.2 Ensure all warrant processes are executed in accordance with approved Standard Operating Procedures (SOPs), client requirements, and company policies.

1.3 Monitor workflow throughout the day to ensure work is allocated effectively, productivity targets are achieved, and operational deadlines are met.

1.4 Ensure all single, double, bench, and expired warrants are received, reconciled, processed, tracked, scanned, and filed accurately within the required turnaround times.

1.5 Verify that all warrants are boxed and archived correctly once tracking and scanning have been completed, ensuring that records are securely stored and can be retrieved efficiently when required.

1.6 Ensure warrants are filed according to court, court date, and filing procedures to support efficient retrieval for roadblocks, court enquiries, audits, and client requests.

2. Roadblock and Natis block Administration: Duties included, but are not limited to:

2.1 Ensure all section 72 documents are accurately captured, processed, quality checked, and forwarded to the relevant courts before the applicable court dates and in accordance with the prescribed column order and client requirements.

2.2 Ensure all arrest warnings are accurately captured, verified, and handed over to the client within agreed service levels, with complete supporting documentation.

2.3 Facilitate and oversee the daily administrative marking (Admin Mark) process, ensuring all documentation is reviewed, completed accurately, and finalised within agreed turnaround times.

2.4 Coordinate and facilitate all roadblock operations by ensuring warrants are readily available, documentation is complete, and client requirements are met before deployment.

3. Administration of Guilt (AOG) Administration: Duties included, but are not limited to:

3.1 Ensure all Admission of Guilt (AOG) registers, annexures, and supporting court documentation are printed, collated, quality checked, and submitted to the relevant courts within agreed service levels.

4. Pending Warrants Investigation: Duties included, but are not limited to:

4.1 Review and verify the Warrant Rejection Report daily, investigate rejected warrants, ensure rejected documents are located promptly, and arrange for rescanning or corrective action where necessary.

4.2 Monitor outstanding warrants and ensure all pending matters are investigated, resolved, and updated on the relevant reports.

5. Reporting and Stakeholder Management: Duties included, but are not limited to:

5.1 Ensure all information submitted to management, clients, courts, auditors, and other stakeholders is accurate, complete, verified, and supported by the required documentation.

5.2 Manage and maintain staff attendance registers, leave records, overtime records, and daily productivity monitoring to always ensure adequate operational coverage.

5.3 Allocate daily work to staff members according to operational priorities, monitor performance throughout the day, and redistribute workloads where necessary to ensure service delivery targets are achieved.

5.4 Monitor compliance with departmental turnaround times, identify risks that may affect operational performance, and implement corrective actions where necessary.

5.5 Escalate operational risks, system issues, resource constraints, and any challenges affecting service delivery to the Line Manager promptly, together with recommended solutions and progress updates.

5.6 Ensure all operational records, registers, reports, and supporting documentation are maintained accurately and are readily available for audits, management review, and client inspections.

5.7 Promote continuous process improvement by identifying operational inefficiencies, recommending improvements, and implementing approved changes to enhance productivity, quality, and customer service.

5.8 Ensure all daily, weekly, and any other scheduled operational reports are compiled, verified for accuracy and completeness, and distributed to all relevant internal and external stakeholders within the agreed reporting timeframes.

5.9 Ensure all reports are quality checked prior to distribution and that any discrepancies are investigated and corrected before submission. Maintain records of all reports issued and follow up on any queries or requests for additional information.

Education and Experience

• Matric, NQF equivalent or NQF Level 4 or higher.
• Additional certifications in office administration or related fields can also enhance job prospects.
• One to two years’ administrative experience, preferably within a fast-paced operational environment.
• One to two years’ experience in a supervisory, team lead, or coordination role.
• Minimum two years prior experience in a similar role or within the traffic monitoring and admin work environment.

Experience in:

• Planning, allocating, and monitoring the work of an administrative team.
• Implementing and monitoring administrative processes, policies, and standard operating procedures.
• Compiling and analysing operational reports.
• Liaising with internal and external stakeholders and resolving operational queries.
• Working with Microsoft Office (particularly Excel, Word, and Outlook) and administrative or case management system.

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.
• Flexibility to do shift work, weekends and public holidays.

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 a