ADMINISTRATIVE OFFICER

This administrative officer position is based at the Western Cape Division of the High Court in Cape Town and sits within the court’s operational support structure, reporting to the Court Manager and the Judiciary. The role is central to the integrity and efficiency of court proceedings, as it focuses on the management, supervision, and quality assurance of digital court recording systems and the administrative staff who operate them. The incumbent will act as a technical and administrative lead for newly appointed Administration Clerks (DCRS), ensuring that every court session is accurately captured, stored, and transcribed in line with judicial requirements. This is a hands-on supervisory role that combines courtroom readiness, troubleshooting, record-keeping, and staff development, making it essential for the smooth running of the court’s recording and transcription services.

To be considered, applicants must hold a National Diploma in Public Management or Administration, or an equivalent qualification at NQF level six with 360 credits, recognised by SAQA. A valid driver’s licence is advantageous but not mandatory. The ideal candidate will demonstrate strong computer literacy in MS Office, excellent written and verbal communication, sound time management, problem-solving ability, and effective planning and organising skills. Personal attributes such as flexibility, self-motivation, the ability to work under pressure, accuracy, and attention to detail are also critical. The role requires someone who can lead a team, manage competing priorities, and maintain meticulous records in a high-stakes legal environment.

The core duties are extensive and revolve around ensuring flawless court recording. This includes training new Administration Clerks on the technical and administrative aspects of operating court recording machines, running daily tests on all equipment before court sittings to verify microphone status and sound quality, and confirming that all clerks are seated in court at least fifteen minutes before proceedings begin. The officer must troubleshoot reported technical problems, escalate unresolved issues to the helpdesk, and ensure clerks use headphones throughout proceedings and perform periodic playback checks to monitor audio quality. The role also involves systematic backup and filing of recordings, both digital and physical, with clear labelling of case and party details, and secure storage in an access-controlled strong room. The officer will manage the upload of recordings to the local server via the CRT system and oversee the downloading of recordings to CDs or USBs. Transcription services are another key area: the officer retrieves cases upon written request, updates the transcription register, tests recordings for audibility before sending them out, monitors turnaround times, enforces penalties for non-compliance with service level agreements, liaises with requesters, and follows up on invoices to ensure payment within thirty days.

Supervision and staff development form a significant part of the role. The officer will allocate duties, perform quality control on work delivered, enforce proper courtroom conduct—including prohibiting cellphone use that could interfere with recording quality—manage leave, provide guidance and advice, and conduct performance assessments half-yearly and annually. The officer is also responsible for developing, implementing, and monitoring work systems and processes, addressing enquiries, and providing advice on asset allocation and control, ensuring all equipment is accounted for and matches custodian and location records. Additionally, the role includes performing any other relevant administrative support functions for the Judiciary, Court Manager, and Supervisor. This is a Level 07 position, and the successful candidate will be required to sign a performance agreement. The organisation will give preference to candidates in line with its Employment Equity goals, so applicants from designated groups are encouraged to apply. This is a demanding but rewarding opportunity for a detail-oriented professional who thrives in a structured, high-pressure environment and is committed to upholding the standards of the South African judicial system.