Antoinette Marinus

• Recording of court cases on digital equipment
• General office administration
• Play back audio for Judges, Advocates and High Court Staff
• General office administration
• Basic PC and Network Troubleshooting
• Maintaining Daily Back-ups from the server
• Fixing minor hardware problems on PC’s
• Restoring Back-ups back onto server
• Ordering of Transcriptions and Judgments
• Ensuring that all transcriptions go to the correct deparment
• Recording of High Court Proceedings on a Digital Recording system
• Log cases that have been recorded in a filing book to maintain a record of all the hearings that has taken place in the court.
• Play back of audio as needed by Judges, Advocates and court staff and to ensure that it is a good quality recording.
• To ensure the information pertaining to the case is correctly entered into the system’s data base.
• Testing of court equipment to ensure that the unit is in working order and court can start on time.
• Act as support to operators should they incur any problems with their equipment or recording
• Ensure that all recordings are backed up daily to cd’s
• Maintain a good filing system of cases recorded by operators
• Cutting of cd’s for the transcription company, J33 requests and running records
• Monitoring operators recordings, ensuring the recording are taking place and assisting where required
• Assisting the general office by ensuring correct order has been endorsed on the court file by listening to the order and giving it verbatim to the supervisor.
• Provide any administrative support as required by the relevant Court Manager and Supervisor
• Assisting in various divisions that need extra help.

Supervisor Duties:

• To assist the Court Manager by Supervising the Stenographer Division of the High Court. Supervision and ongoing training of 29 Stenographers. Organising the recordings of 29 Court Rooms and 1 Control Room and the Circuit Courts throughout the term.
• To ensure that all equipment based in the High Court is in working order.
• to ensure that all equipment has been tested by 08:30 and repaired by 9:30 on a daily basis;
• to ensure that all problems are logged in a fault report book to establish any patterns with any specific unit;
• to ensure that a call is logged with the Help Desk should we need a support team to correct the error;
• to ensure that Dimension Data has responded to any calls that have been logged with the Help Desk of matters that cannot be repaired in house.
• to serve as support to the operators based in the Cape Town High Court and the various Circuit Courts that run throughout the term.
• To ensure that an operator has been assigned to a court based on the court roll for the day. Ensure that the Child Court when needed runs smoothly.
• to ensure that all matters on the court roll is logged in a court book (for record purposes);
• to ensure that a operator is allocated to every court that has been booked for the day;
• to monitor the progress of all court sittings, in order to determine the length of audio recorded for each court on a daily basis;
• to monitor the progress of the child court when it is in use;
• to ensure that the operator is in court 15 minutes before the court assembles;
• To ensure proper supervision of Operators, by monitoring quality of work, daily attendance and ensuring that all leave forms are maintained.

PERFORMANCE STANDARDS:

• to ensure that Operators report to work by 08:00 on a daily basis and ensure that the attendance register is kept up to date;
• to ensure that absenteeism is reported to HR and ensure that the correct forms are completed by the operators and authorised by the necessary parties with regard to any type of leave requested;
• to ensure that a high level of quality control is kept on a daily basis to minimise the loss of audio and to maintain a high standard of recordings;
• to ensure that the performance agreements are drawn up and to assess the staff quarterly;
• attending to disciplinary process in respect of leave or conduct;
• Training of all new operators on the court recording equipment (internally and externally). Ensuring the continuous training of operators as the system is upgraded, so that one keeps up with the technological changes taking place;
• To ensure that all administration work, audio and filing is kept up to date.
• to ensure that all operators administration work pertaining to their court cases is kept up to date;
• to ensure that all audio is accessible by ensuring that audio is backing up to the server and backup cd’s are made on a daily basis;
• Retrieval of lost audio by doing the necessary extraction from the Fifo Files on the Dalet System;
• to ensure safe keeping of all audio pertaining to in camera matters, confidential and secret matters;
• Completion of J33 requests and to monitor the progress thereof on behalf of the various divisions. Liaising with the transcription company with regards to attorney requests.

PERFORMANCE STANDARDS:

• to ensure that the J33 request has been completed correctly by the various divisions and approved and to check that the copies that have been requested are for the Department only and not for parties carrying their own costs;
• to ensure that the relevant audio is cut and sent to the transcription company;
• to ensure that the work that has been requested is returned within the correct time constraints and filtered through to the various divisions;
• to ensure that the transcription company is aware of any J33 request that has been requested on a urgent basis;
• to check and verify the correctness of all invoices billed to the Department by the transcription company and to ensure that work that has being billed has been received;
• liaise with the transcription company regarding attorney requests and ensure that the audio required is cut to cd, logged in a filing book and filtered through to the transcription company.
• Attending to queries by the public, staff and various parties with regards to trials and the audio thereof. Compiling statistics on a monthly basis. Quarterly reports of the operators division.
• attending to queries from High Court personal, public and press pertaining to court recordings and transcriptions;
• ensuring that the audio is played back when requested;
• ensuring that the audio is played back for Judges in their chambers for their convenience;
• to ensure that court orders that have been endorsed incorrectly are played back, written down verbatim and filtered through to the correct divisions for the necessary changes to be made;
• Compiling statistics with regards to the number of courts and Judges utilised over the period of a month, as well as looking at the number of hours courts are utilised;
• Compiling a quarterly report for the operators division based on statistics, challenges the division faces and how to overcome them.
• Ensuring that all the circuit courts are arranged.
• ensuring that an operator is booked for each circuit court on a rotation basis;
• ensure that all the necessary documentation is filled in, authorized and faxed to the necessary departments;
• ensure that the vehicles have been arranged with the Department or with the Government Garage when necessary;
• ensure that the accommodation has been arranged Operator;
• ensuring that all the Financial and other administrative documentation is filled in once the operator returns from circuit court.
• To assist the office of the Chief Registrar with After Hours Urgent Applications. To act as operator when the division is short staffed.
• Ensure that all the duties expected of an operator are performed during court hours and after hours.
• Collecting all monthly statistics completed by Judge’s secretaries and verifying correctness of information given.
• Compiling statistics based on the amount of cases and the amount of court hours that are utilised.
• Ordering transcripts and Judgments scanned them and ensure that it is place on the Government Website.
• Scanning of Documents for Judges Secretary court manager and Chief registrar

• Ensure efficient and effective administration of the Chief Registrar’s office by attending to typing of and receipt of correspondence, assisting with enquiries from members of the public and legal fraternity both telephonically, via email and in person.
• Arranging the venue and attending to administrative and DCRC support for meeting with the Judge President, Court Manager and Chief Registrar.
• Assist Chief Registrar with Administration Duties relating to HR, Procurement and Quasi-Judicial matters.
• Assist Registrar with Attorneys and advocates Certificates and Pre Trials
• Attend to all enquiries and correspondence in respect of Acting Judges.
• Deliver Jugdment on behalf of Acting Judges makes sure that the judgments format is correct and that no information is missing.
• Assisting Judges with delivering of Judgments when there secretaries is off sick.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Assisted in the preparation of presentations and reports, contributing to well-informed decision making.
• Oversaw personal and professional calendars and coordinated appointments for future events.
• Maintained confidentiality and discretion while handling sensitive information relevant to company operations.
• Contributed to a positive work environment through professional demeanor and strong interpersonal skills.
• Served as first point of contact for incoming visitors or phone calls, ensuring prompt responses or directing inquiries appropriately.
• Monitored expenses closely, maintaining an organized filing system for easy access to financial records.
• Aided executive in personal tasks such as scheduling appointments or running errands when needed.
• Maintained appropriate filing of personal and professional documentation.
• Managed travel arrangements including flights, accommodations, and itineraries for smooth business trips.
• Improved time management of the executive through effective prioritization and organization of tasks.
• Displayed absolute discretion at handling confidential information.
• Coordinated events and functions with attention to detail ensuring successful execution.
• Accomplished project deadlines by assisting with task completion whenever required.
• Used discretion when handling confidential information.
• Facilitated smooth office operations by managing supplies inventory and overseeing maintenance requests.
• Supported executive in achieving goals by proactively anticipating needs and addressing concerns promptly.
• Provided research assistance on various projects, leading to informed decisions based on accurate information.
• Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
• Kept detailed track of household and maintenance inventory and schedules.
• Facilitated project completion, coordinated with cross-functional teams to meet deadlines.
• Maintained confidentiality, handled sensitive information with discretion and integrity.
• Reduced missed opportunities, diligently monitored emails and responded to time-sensitive requests.
• Enhanced client satisfaction, meticulously arranged client meetings and followed up on action items.
• Streamlined office operations, implemented digital filing systems to reduce paper use and improve accessibility.
• Facilitated smoother daily operations by promptly addressing and resolving administrative issues.
• Entrusted to handle confidential and sensitive situations in professional matter.
• Participated in team meetings .
• Provided emotional support to staff .

• Maintained filing system and organized customer documents for easy retrieval of information.
• Enhanced office organization with regular maintenance of files, records, and supplies inventory.
• Utilized strong multitasking skills to manage multiple priorities and tasks, ensuring timely completion of each assignment.
• Supported administrative staff with timely completion of daily tasks, ensuring smooth office operations.