Administration Clerk

Dream job Link; Cape Town; On-site; ZAR 237,000 - 280,000; Full time

Job summary

Office of the Chief Justice (OCJ), Republic of South Africa, Western Cape Division of the High Court in Cape Town is seeking an Administration Clerk: Digital Court Recording System (DCRS). The role records, archives, and supports court proceedings, transcript integrity and case flow administration.

You will perform pre-court system tests, in-court recording, data logging, and cross-functional admin tasks across HR, Finance, and SCM while traveling to circuit sittings as required.

Qualifications

• Formal Grade 12 or equivalent with relevant post-matric qualification.
• No formal prior experience required; 1+ years in court recordings preferred.
• Strong computer literacy, typing accuracy, and documentation skills.

Responsibilities

• Pre-court system testing and diagnostics of DCRS and CRT equipment.
• In-court recording, timestamping, and audio integrity safeguards.
• Case flow admin, log sheets, and support to judges and registrars.
• Circuit court travel, on-site registry support, and cross-functional admin tasks.

Skills

MS Office proficiency

Document management

Typing accuracy

Strong communication

High accuracy under pressure

Education

Grade 12 / Senior Certificate (NQF Level 4)

Relevant post-matric administrative or legal qualification

Tools

DCRS

MS Office Suite

Job description

Department: Office of the Chief Justice (OCJ), Republic of South Africa

Division: Western Cape Division of the High Court : Cape Town

Position Title: Administration Clerk: Digital Court Recording System (DCRS)

Reference Number: 2026/136/OCJ

Salary Scale: R237 453 – R279 708 per annum (Public Service Level 05)

Governance Framework: Superior Courts Act 10 of 2013, Public Service Act 103 of 1994, Uniform Rules of Court, Minimum Information Security Standards (MISS), Promotion of Access to Information Act 2 of 2000 (PAIA)

1. Executive Purpose & Institutional Mandate

The Administration Clerk: DCRS provides official digital audio recording, courtroom technical testing, transcript record integrity, case flow administration, and judicial support services for the Western Cape Division of the High Court in Cape Town and sitting Circuit Courts.

Operating under the oversight of the Chief Registrar and Court Manager , the clerk ensures every judicial proceeding is accurately recorded, archived, and accessible for appeal or review purposes, while delivering cross-functional administrative assistance across court operations, HR, Finance, and Supply Chain Management.

2. Core Workflows & Operational Execution

1. Pre-Court Technical System Testing & Diagnostics

• System Diagnostics: Conduct daily pre-court functional tests on all Digital Court Recording System (DCRS) and Cathode Ray Tube (CRT) recording equipment prior to the commencement of judicial proceedings.
• Microphone & Line Checks: Test individual bench, witness box, advocate podium, and dock microphones to prevent dead channels or audio distortion during hearings.
• Fault Escalation: Immediately log technical glitches, hardware failures, or software errors with the Court Manager and IT support desk to avoid court delays.

2. In-Court Recording, Timestamping & Audio Integrity Safeguards

• Real-Time Digital Recording: Operate DCRS machinery continuously while court is in session, capturing clear digital audio logs of trials, motions, judgments, and sentence proceedings.
• Log Sheet Annotation: Maintain detailed manual and digital court recording log sheets, capturing case numbers, party names, presiding judge details, counsel appearances, and precise time stamps for key trial events.
• Audio Integrity & Chain of Custody: Protect recording files against corruption or unauthorized access, storing audio records securely on designated high-court servers in accordance with Minimum Information Security Standards (MISS).

3. Case Flow Management, Statistics & Judicial Support

• Statistical Compilation: Collect, capture, and reconcile daily, weekly, and monthly court performance metrics, tracking trial durations, postponements, judgments reserved, and finalized matters.
• Case File Administration: Assist the Registrar in organizing court rolls, retrieving case files, managing motion court cause lists, and ensuring proper file movement tracking.
• Judicial Service: Provide direct administrative backing to presiding High Court Judges, Acting Judges, and Registrars during open court and chamber duties.

4. Circuit Court Operations & Cross-Functional Administration

• Circuit Court Deployment: Travel to remote circuit court sittings across the Western Cape Division, transporting mobile recording equipment, conducting setup, and handling on-site registry functions.
• Multi-Unit Operational Support: Perform general administrative duties across corporate services, including processing travel claims, filing personnel documents for HR, assisting SCM with store requisitions, and tracking financial documentation.

3. Position Requirements & Candidate Qualification Matrix

• Formal Qualification Grade 12 / Senior Certificate (NQF Level 4) recognized by SAQA Relevant post-matric administrative or legal qualification
• Experience Level No formal prior experience required
• 1+ years experience in court recordings, CRT/DCRS operation, or High Court functions
• Technical Capabilities Computer literacy (MS Office Suite), document management, and typing accuracy Hands-on experience conducting DCRS system tests and managing digital audio databases
• Licensing & Attributes High accuracy, strong communication, and ability to handle high-pressure environments
• Valid Driver’s License (crucial for Circuit Court transit and transport duties)

4. Key Performance Indicators (KPIs)

• Recording Reliability: 100% operational uptime with zero lost audio proceedings due to unperformed pre-court tests.
• Log Sheet Precision: Complete accuracy between DCRS time logs, court roll entries, and physical case files.
• Statistical Integrity: Timeous submission of monthly case flow data to the Court Manager before departmental reporting deadlines.
• Administrative Turnaround: Prompt execution of HR, Finance, and SCM administrative tasks assigned by the Chief Registrar or Supervisor.

5. Application Directives & Submission Protocol

MANDATORY PUBLIC SERVICE APPLICATION PROCEDURE:

Applications must be submitted using the New Z83 Form (2021 Edition), fully completed, dated, and signed. Indicate reference number 2026/136/OCJ. The position is subject to the signing of an official annual performance agreement upon appointment.

• Reference Number: 2026/136/OCJ
• Email Submissions: Send applications to 2026/136/[e-mail]
• Technical Enquiries: Ms. N Chwethiso — Tel: [phone]
• HR Enquiries: Mr. SD Hlongwane — Tel: [phone]
• Employment Equity: Preference will be given to candidates in alignment with the OCJ Employment Equity plan.