Branch Manager

Job Title: Branch Manager

Department: Roadside Safety Enforcement

Company: TMT Services and Supplies (Pty) Ltd

Location: Knysna Municipality

Job Type: Fixed Term

Position overview

To administer, manage and monitor the branch in all operational, logistics and financial matters and 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. An additional focus area for the TMT Branch Manager is to ensure that the branch complies with all legal, company and statutory requirements and that these are consciously implemented and controlled.

Key Responsibilities:

Administrative Management: The duties include, but are not limited to:

• Plan and manage all daily activities of the branch, effectively and efficiently, including:
• TCSP Guidelines.
• Camera operations.
• Administrative operations (task screen, finances, court).
• Legal timelines.
• Ensure that all aspects of the following are strictly adhered to:
• Manage stock and stationary and order in due time.
• Branch Manager’s checklist.
• Password management.
• Legislation.
• Ensure sufficient knowledge of each process flow.
• Ensure that staff are appointed as Clerk of the Courts.
• Manage stock and stationery and order in due time.

Staff Management: The duties include, but are not limited to:

• Ensure that the following is strictly adhered to: Labour Relations Act, Basic Conditions of Employment Act (BCEA), Company Policies & Procedures, Disciplinary Code, and all related legislation.
• Ensure proper segregation of duties as a preventative measure for fraud and theft.
• Performance & Disciplinary Management and assessments.
• Develop and expose staff to all the various facets and aspects of the branch functions.
• Follow Line Management and reporting structures.
• Manage staff to concentrate on backlogs.
• Ensure punctuality and manage overtime.
• Manage staff leave.

Camera Operations: The duties include, but are not limited to:

• Plan and coordinate effective daily camera operations (setup, batteries, locations, hours, etc.)
• Ensure that all Legal aspects are adhered to according to the TCSP Guidelines.
• DPP Approvals.
• Calibrations and 100m Surveys.
• SABS Certificates.
• Operators Certificates.
• Location Codes.
• Field Sheets.
• Ensure that all above documentation is up-to-date and easily accessible.
• Ensure effective maintenance of all equipment.
• Ensure that all locations are correctly entered into Camera software as well as Office software.
• Ensure that all cases are downloaded and logged onto the system accurately and timeously and that field sheets are available for all operations.

Section 341 Processing and Loss Rates: The duties include, but are not limited to: Ensuring the following:

• All processes are completed accurately and effectively within 30 (thirty) days:
• Logging & capturing.
• eNaTIS (Exporting/Importing).
• Verification.
• Adjudication.
• Printing & Posting (341 Notices & NAG Notices).
• All Loss Rate aspects are dealt with timeously.
• Captured Field Sheets are signed off.
• Infringement Print Audit report is stamped by the Post Office. (If applicable).
• Field Sheets, Registers & Reports are filed for easy access**.**

Section 54 Summonses: The duties include, but are not limited to: Ensuring the following:

• All required Court Dates have been received.
• Serving Agents are Appointed correctly.
• Staff is appointed as Clerk of the Court for issuing.
• The maximum cases are being printed for each court date (54 & NAG).
• Control Registers are attached to all Summonses and that notes are made on the Control Registers if any of the Control Documents are removed.
• All the summonses are distributed to Serving Agents in due time for serving.
• Served Summonses are received back from Serving Agents and are captured on the system before the court roll is prepared
• Serving Agent Invoices are paid twice a month.
• There are court rolls prepared for each court date and that it is sent to the relevant court.

Section 56 Summonses: The duties include, but are not limited to: Ensuring the following:

• Sufficient Court Dates have been received.
• Issued 56’s are received daily and that Control Registers are created & attached.
• Notes are made on the Control Register if any documents are removed.
• All summonses are captured as they are received.
• Court rolls prepared for each court date and that it is sent to the relevant court.

Warrant of Arrest: The duties include, but are not limited to: Ensuring the following:

• The Court Registers are received back from court after a court date.
• All Court Register Results are numbered and captured correctly as soon as received.
• Warrant Letters are printed and posted promptly after results are captured.
• Authorized Warrant of Arrest & registers are printed and prepared 14 (fourteen) days after the court date and sent to court.
• To receive issued Warrant of Arrests back from court for execution.

Representation: The duties include, but are not limited to: Ensuring the following:

• Immediate processing of received representations and submitting thereof to the relevant parties (Traffic Chief / Public Prosecutor).
• Timeous results from relevant parties no later than 3 (three) days after submitting representations.
• That withdrawal/reduction/proceeding results are processed on system immediately.
• Make sure that only the Branch Manager processes withdrawals.
• Representation result letters are sent to all offenders.
• Letters are sent to offenders, of which representations cannot be done, indicating reason for non-presentation.
• Representation & letters are filed for easy access.

Redirection and Queries: The duties include, but are not limited to:

• Redirections & queries should be attended to and processed as soon as received.
• Ensure that letters are sent back to offenders, of which redirections cannot be done, indicating reason for non-redirection.
• Make sure that Rental Company/Proxy procedure is implemented and followed.
• Ensure that redirections & letters are filed for easy access.

Revenue: The duties include, but are not limited to: Ensuring the following:

Payment Registers are sent to relevant courts within 7 (seven) days of payment:

• 341 Payment Register.
• J114 Payment Register (54, 56 & WOA payments).
• Ensure that bank statement viewing rights are arranged with client.

Bank statements are received and processed daily. Process entails:

• Allocating payments.
• Bank Statement Rolling Register.
• Bank Statement Reconciliation.

Receipts (counter/post payments) are processed, banked, and reconciled daily.

That the following is up to date:

• Underpayments.
• Unallocated payments.
• Refunds.
• Contempt of Court removals.

Third party payments are received from 3rd Parties and processed immediately.

Reconciliations are done for Roadblock payments immediately (if any).

Finance and Accounts: The duties include, but are not limited to: Ensuring the following:

Client invoices are prepared accurately and submitted to client for payment before 7th of each month and that proof of payment is received within acceptable timeframe.

Follow up and feedback to management and credit controller status of outstanding payments.

Contempt of Court is reconciled and paid to relevant courts, by head office, on a monthly basis.

Servicing Agent invoices are checked, reconciled, and paid twice a month.

Supplier invoices are processed and sent to head office for payment immediately.

Do budget reporting monthly and manage all cost/expenses to stay within budget.

11.7 Manage / control petty cash and ensure that Petty cash is requested when float is low.

Client Relations: The duties include, but are not limited to: Ensuring the following:

Public (infringer) is attended timeously and treated