Job Description

Job Title:

Branch Manager

Department:

Roadside Safety Enforcement

Company:

TMT Services and Supplies (Pty) Ltd

Location:

Kgetlengrivier Municipality (Koster Swartruggens)

Job Type:

Fixed Term (12 Months)

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 into 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:

1.

Administrative Management:

The duties shall include but not be limited to:

1.1

Plan and manage all daily activities of the branch, effectively and efficiently, including:

1.1.1

TCSP Guidelines.

1.1.2

Camera Operations.

1.1.3

Administrative Operations (Task Screen, Finances, Court).

1.1.4

Legal Timelines.

1.2

Ensure that all aspects of the following are strictly adhered to:

1.2.1

Manage stock and stationery and order in due time.

1.2.2

Branch Manager's Checklist.

1.2.3

Password Management.

1.2.4

Legislation.

1.3

Ensure sufficient knowledge of each process flow.

1.4

Ensure that staff are appointed as Clerk of the Courts.

1.5

Manage stock and stationery and order in due time.

2.

Staff Management

: duties which shall include but not be limited, to the following.

2.1

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.

2.2

Ensure proper segregation of duties as a preventative measure for fraud and theft.

2.3

Performance & Disciplinary Management and assessments.

2.4

Develop and expose staff to all the various facets and aspects of the branch functions.

2.5

Follow Line Management and reporting structures.

2.6

Manage staff to concentrate on backlogs.

2.7

Ensure punctuality and manage overtime.

2.8

Manage staff leave.

3.

Camera Operations:

duties which shall include but not be limited, to the following.

3.1

Plan and coordinate effective daily camera operations (setup, batteries, locations, hours, etc.)

3.2

Ensure that all Legal aspects are adhered to according to the TCSP Guidelines.

3.2.1

DPP Approvals

3.2.2

Calibrations and 100m Surveys

3.2.3

SABS Certificates

3.2.4

Operators Certificates

3.2.5

Location Codes

3.2.6

Field Sheets

3.3

Ensure that all above documentation is up-to-date and easily accessible.

3.4

Ensure effective maintenance of all equipment.

3.5

Ensure that all locations are correctly entered into Camera software as well as Office software.

3.6

Ensure that all cases are downloaded and logged onto the system accurately and timeously and that field sheets are available for all operations.

4.

Section 341 processing and Loss Rates:

4.1

Ensure that all processes are completed accurately and effectively within 30 days:

4.1.1

Logging & Capturing

4.1.2

eNaTIS (Exporting/Importing)

4.1.3

Verification

4.1.4

Adjudication

4.1.5

Printing & Posting (341 Notices & NAG Notices)

4.2

Ensure that all Loss Rate aspects are dealt with timeously.

4.3

Ensure that Captured Field Sheets are signed off.

4.4

Ensure that the Infringement Print Audit report is stamped by the Post Office. (If applicable).

4.5

Ensure that Field Sheets, Registers & Reports are filed for easy access

.

5.

Section 54 Summonses:

duties which shall include but not be limited to the following.

5.1

Ensure that sufficient Court Dates have been received.

5.2

Ensure that Serving Agents are Appointed correctly.

5.3

Ensure that staff is appointed as Clerk of the Court for issuing.

5.4

Ensure that the maximum cases are being printed for each court date (54 & NAG).

5.5

Ensure that Control Registers are attached to all Summonses and that notes are made on the Control Registers if any of the Control Documents are removed.

5.6

Ensure that summonses are distributed to Serving Agents in due time for serving.

5.7

Ensure that Served Summonses are received back from Serving Agents and are captured on the system before the court roll is prepared.

5.8

Ensure that Serving Agent Invoices are paid twice a month.

5.9

Ensure that there are court rolls prepared for each court date and that it is sent to the relevant court.

6.

Section 56 Summonses:

duties which shall include but not be limited to the following.

6.1

Ensure that sufficient Court Dates have been received.

6.2

Ensure that issued 56's are received on a daily basis and that Control Registers are created & attached.

6.3

Ensure that notes are made on the Control Register if any documents are removed.

6.4

Ensure that all summonses are captured as they are received.

6.5

Ensure that there are court rolls prepared for each court date and that it is sent to the relevant court.

7. Warrant of Arrest:

duties which shall include but not be limited to the following.

7.1

Ensure that all Court Registers are received back from court after a court date.

7.2

Ensure that all Court Register Results are numbered and captured correctly as soon as received.

7.3

Ensure that Warrant Letters are printed and posted promptly after results are captured.

7.4

Ensure that authorized Warrant of Arrest & registers are printed and prepared 14 days after the court date and sent to court.

7.5

Ensure to receive issued Warrant of Arrests back from court for execution.

8.

Representation:

duties which shall include but not be limited, to the following:

8.1

Ensure immediate processing of received representations and submitting thereof to the relevant parties (Traffic Chief / Public Prosecutor).

8.2

Ensure timeous results from relevant parties no later than 3 days after submitting representations.

8.3

Ensure that withdrawal/reduction/proceeding results are processed on system immediately.

8.4

Make sure that no one but the Branch Manager processes withdrawals.

8.5

Ensure that representation result letters are sent to all offenders.

8.6

Also, ensure that letters are sent to offenders, of which representations cannot be done, indicating reason for non-presentation.

8.7

Ensure that representations & letters are filed for easy access.

9.

Redirections & Queries:

duties which shall include but not be limited, to the following:

9.1

Redirections & queries should be attended to and processed as soon as received.

9.2

Ensure that letters are sent back to offenders, of which redirections cannot be done, indicating reason for non-redirection.

9.3

Make sure that Rental Company/Proxy procedure is implemented and followed.

9.4

Ensure that redirections & letters are filed for easy access.

10.

Revenue:

duties which shall include but not be limited to the following:

10.1

Ensure that the following payment registers are sent to relevant courts within 7 days of payment:

10.1.1

341 Payment Register

10.1.2

J114 Payment Register (54, 56 & WOA payments)

10.2

Ensure that bank statement viewing rights are arranged with client.

10.3

Ensure that bank statements are received and processed daily. Process entails:

10.3.1

Allocating payments

10.3.2

Bank Statement Rolling Register

10.3.3

Bank Statement Reconciliation

10.4

Ensure that receipts (counter/post payments) are processed, banked and reconciled daily.

10.5

Ensure that the following is up to date:

10.5.1

Underpayments

10.5.2

Unallocated payments

10.5.3

Refunds

10.5.4

Contempt of Court removals.

10.6

Ensure that 3rd Party Payments are received from 3rd Parties and processed immediately.

10.7

Ensure that reconciliations are done for Roadblock payments immediately (if any).

11.

Finance & Accounts:

duties which shall include but not be limited, to the following:

11.1

Ensure that 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.

11.2

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

11.3

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

11.4

Ensure that Serving Agent Invoices are checked, reconciled and paid twice a month.

11.5

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

11.6

Do Budget reporting on a monthly basis 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.

12.

Client Relations:

duties which shall include but not be limited, to the following:

12.1

Ensure that public (infringer) is attended timeously and treated professionally.

12.2

Ensure client (Local Municipality) is attended to timeously and treated professionally.

12.3

Ensure professional, courteous and timeous relationship with the client relating to the following:

12.3.1

Reporting Requests.

12.3.2

Obtaining Court Dates

12.3.3

Document Handling & Sign Offs in place

12.3.3.1

Camera Documentation

12.3.3.2

Representations

12.3.3.3

Redirections

12.3.3.4

Payment documents

12.3.3.5

56 Summonses

12.3.3.6

54 Summonses

12.3.3.7

Court Rolls

12.3.3.8

Warrant of Arrests

12.3.3.9

All relevant registers

12.3.3.10

Other documentation

12.4

Ensure that reports are supplied to client as and when requested.

13. Fleet & Helpdesk:

duties which shall include but not be limited to the following:

13.1

Ensure proper control and use of all company assets.

13.2

Manage use of vehicles and maintenance schedule.

13.3

Ensure that asset register is up to date at all times.

13.4

Ensure that Helpdesk Procedures are strictly followed.

13.5

Ensure that the Fleet Policy is strictly adhered to.

14.

Reporting:

duties which shall include but not be limited to the following:

14.1

Ensure correct, accurate and timeous reporting of the following:

14.1.1

Daily Reporting

14.1.2

Backlog Reporting.

14.1.3

Camera Statistics.

14.1.4

Revenue/Accounts reporting and reconciliations.

14.1.5

Reports to client.

14.1.6

Human Resource Reporting.

14.1.7

Reporting of problems, faults or ineffective processes.

14.1.8

Follow up until actions are taken.

14.1.9

Ad hoc reports requested.

15. Filing:

duties which shall include but not be limited, to the following:

15.1

Ensure correct and accurate filing of the following:

15.1.1

Control registers

15.1.2

Court Registers

15.1.3

Representations

15.1.4

Redirections

15.1.5

Sign-off registers

15.1.6

3rd Party Payments

15.1.7

Procedures

15.1.8

Camera Documents

15.1.9

Vehicle documents

15.1.10

Helpdesk documents

15.1.11

Reports

16.

Teamwork:

duties which shall include but are not limited to the following:

16.1

Facilitate a friendly working environment where co-operation is encouraged, where conflicts are resolved quickly and amicably and where information is communicated so that there is a common knowledge and understanding of the company's activities. Be team orientated as well as self-efficient.

17.

Ethics:

17.1

Being open, transparent and honest in all dealings. It is about working within the policies, procedures, and authorized delegations of the company

18.

General:

duties which shall include but not be limited, to the following

18.1

Assist where needed

18.2

Ad hoc tasks must be completed immediately (reports/statistics).

18.3

Problem Solving (know the cause of problem & act accordingly to solve).

18.4

To be responsible for all incidental/extra/commensurate duties as the post might require from time to time.

18.5

Be responsible for all incidental/extra/commensurate duties as the post might require from time to time.

18.6

To perform any other task which might be assigned by the line manager or his/her delegate.

Education and Experience

Matric or NQF equivalent. Minimum 5 - 7 years prior experience in a similar role or within the traffic monitoring and admin work environment. Leadership experience: Experience in managing and leading teams. Operational experience: Experience handling day-to-day operations such as budgeting, compliance, and resource allocation is important. Ability to drive. Valid driver's license.

Skills and Competencies

Basic knowledge of traffic monitoring systems. 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, 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 hr@tmt.africa

Job Type: Temporary
Contract length: 12 months

Work Location: In person