CIVIL SECTION ADMINISTRATION
SPECIFIC OFFICES AND STAFF ALLOCATIONS OF TASKS
SENIOR STAFF MEMBERS
Section Head:
Mr A. Madubela
Assistant Director: Civil Section
Room 1044A
Telephone number 011 491 5136
Deputy Section Head:
Ms G. P. Mapukata
Room 1041
Telephone number 011 491 5118
Supervisors:
(1)
(2)
Ms J. Mzumala
Room 1043
Telephone number 011 491 5135
Ms M. M. Mashigo
Room 1040
Telephone number 011 491 5133
Senior Administrative Officer: Ms Y G Abrahams
Room 1037
Telephone number 011 491 5085
(1)
Process office:
Mr D. Ngidi at room 1063 (no telephone line)
Supervisor: Ms Y. G. Abrahams at room 1037 (telephone extension 5085)
 Issuing of summonses
 Allocating case numbers for all cases transferred from Small Claims and
from various other courts
 Accepting and stamping documents only meant for filing purposes.
Kindly note that should you wish to have somebody attend to a
document, such document should NOT be filed at Room 1063
 Assisting members of public, attorneys and messengers with telephonic
enquiries as well as telephonic ones
(2)
Trial date office:
Ms Q. Ebrahim at room 1060 (telephone extension 5085)
Supervisor: Ms Y. G. Abrahams at room 1037 (telephone extension 5085)
 Drawing or opening file covers, filing and entering appearances to
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(3)
defend
Allocating trial dates for different matters
Allocating trial dates for Road Accident Fund
Signing of Pie matters
Drawing and preparing of different court rolls
Issuing of subpoenas
Arranging of part heard matters with magistrates as well as ones
transferred to other courts
Allocating interpleader dates
Delivering different court rolls to magistrates
Posting court rolls on notice boards
Booking back court rolls
Assisting members of public, messengers and attorneys with enquiries
and telephonic ones
Paginating done here
Motion Court:
Mr S. Ramoba, Ms E. Kruger and Ms N. Leshomo at room 1050
(extension 5092)
Supervisor: Ms G. P. Mapukata at room 1041 (extension 5118)
 Accepting different applications and placing it on court roll
 Drawing and preparing court rolls
 Accepting different applications from members of public, allocating
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(4)
court dates and place on court roll
Posting court rolls on notice boards
Delivering court rolls to magistrates
Booking back court rolls
Assisting members of public with enquiries, messengers and attorneys
and telephonic ones
Paginating done here
Clerical Default judgments:
All applications and answers to queries must be filed at Ms V. Roodt in
room 1053
 Default judgments is currently conducted by five clerical officials: L. M.
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Mabote, J. S. Tsetsewa, A. Nhlapo, M. M. Khumisi and E. Makopo
Forty default judgments must be correctly granted daily as per New
Court Rules and New National credit Act
Correct file covers must be drawn
Attorneys must be notified of default judgment granted and proof
thereof must be noted in file by way of date stamp and signature
If attached to application for default judgment and if granted – issued
warrant of execution must be attached to “flimsy”, if writ should be
queried, it should be noted clearly with a pencil thereon
Copies of queries issued must be forwarded to relevant attorneys
ALL DEFAULT JUDGMENTS ATTENDED TO MUST FIRST BE PERUSED BY
MAGISTRATE ASSIGNED TO OFFICIAL FOR TRAINING PERPOSES
Supervisor: Ms J. M. Mzumala in room 1043 (extension 5135)
(5)
Judicial Default judgments:
All applications and answers to queries must be filed at Ms V. Roodt in
room 1053
Supervisor: Ms J. M. Mzumala in room 1043 (extension 5135)
 These judgments will be collected by magistrate’s clerk, Ms L. Page and
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(6)
her two assistants will share the different duties
Ms L. Page will distribute and note the said court files in the books
allocated to different magistrates
Ms L. Page must issue flimsies and warrants of execution where
applicable
All flimsies and queries issued by magistrates must be submitted to Ms
V. Roodt for transmission to different attorneys
Ms Page must deliver all files where queries was issued or judgment
refused on the papers to the different filing rooms concerned
Debt review and Administration office:
Ms V. Roodt at room 1053 (extension 5099)
Supervisor: Ms Y. G. Abrahams at room 1037 (telephone extension 5085)
 Allocating court dates for Debt Review
 Draw or open court files, prepare and type court rolls
 Deliver court rolls to magistrates
 Posting court rolls on notice board
 Mark files back after court appearances
 Conduct all filing of Debt Review matters
 Attend to enquiries by members of public, messengers and attorneys
and telephonic ones
 Allocating court dates for Administration matters
 Draw or open court files, prepare and type court rolls
 Delivering court rolls to magistrates
 Posting court roll on notice board
 Mark files back after court appearances
 Conduct all filing of Administration matters
 Attend to enquiries by members of public, messengers and attorneys
and telephonic ones
(7)
Control office of default judgments:
Ms V. Roodt at room 1053 (extension 5099)
Supervisor: Ms J. M. Mzumala in room 1043 (extension 5135)
 Receive applications and answers to queries for both Clerical and Judicial
 Sort and distribute Judicial default judgments to Ms L. Page
 Ms Roodt must also attend to Judicial default judgment queries since
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(8)
these public are banned from room 2008
Allocate and distribute clerical judgments to two allocated officials
Mark the abovementioned work back on completion
Keep daily statistics thereof
Hand court files to ITC where judgments was granted
On receipt of the abovementioned court files as well as that granted by
magistrates, official conduct computerised statistics thereof for Bureau
of Central Statistics
Pigeon holes:
Ms V. Roodt in room 1053 (extension 5099)
Supervisor: Ms Y. G. Abrahams at room 1037 (telephone extension
5085)
 Ms V. Roodt receives all finalized correspondence, queries, flimsies,
warrants of execution etc. for submission to attorneys from various
offices
 All documentation with pigeon – hole numbers are placed in pigeon –
holes of attorneys
 Documents where attorneys make use of Docex’ services are handed to
this company
 Documents that required posting are either post to the postal address or
where none, the documents are posted to the street address
(9)
Compiling daily and monthly statistics:
Ms V. Roodt in room 1053 (extension 5099)
Supervisor: Ms Y. G. Abrahams at room 1037 (telephone extension
5085)
 Official compiles daily and monthly statistics of clerical default
judgments
 Official prepares computerised daily and monthly statistics for Central
Statistics Bureau
(10) Warrants of execution:
Ms E. Ngxongo in room 1049 and Ms C. Modubu in room 1036A
Supervisor: Ms Y. G. Abrahams in room 1037
 Official issues all warrants of execution and also from matters
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transferred from Small Claims Courts
Issue Civil Extracts for different matters
Issue Emolument Attachment Orders
Assist with Small Claims public when need be
Assist in filing room 1031 if need be
Attend to enquiries by members of public, attorneys and messengers
and telephonic ones
(11) Section 57/ 8 Judgments:
Ms L. J. Hamilton in room 1049
Supervisor: Ms J. M. Mzumala in room 1043 (extension 5135)
Control office of Section 57/ 8 Judgments
 Granting of Section 57 judgments
 Granting of Section 58 judgments
 Referral of relevant Section 58 judgments to magistrates
 Issue of Emolument Attachment Orders
 Relieve at Small Claims Office if need be
 Attend to enquiries by members of public, attorneys and messengers
and telephonic ones
(12) Correspondence and entering judgments granted by SARS:
Ms J. M. Mzumala in room 1043 (extension 5135)
Supervisor: Ms G. P. Mapukata in room 1041 (extension 5118)
 Collecting and distributing of all correspondence received by Post
Section
 Answering of relevant correspondence
 Entering of judgments granted by SARS
 Attend to enquiries by members of public, attorneys and messengers
and telephonic ones
(13) Small Claims Courts:
Mr B. M. Mnisi in room 1046A (extension 5295), Ms P. G. Maphalala
room 1046B, Ms M. T. Thobejane room 1046, Ms T. Baloyi room
1042, Ms L. Mogotsi (handing out and explaining process of first time
applicants only) room 1044, Ms F. Kgololo in room 1045 and Mr I.
Xaba in room 1035
Supervisor: Ms J. M. Mzumala in room 1043 (extension 5135) assisted
by Ms Y. G. Abrahams in room 1037 (5085)
KINDLY NOTE THAT THE JURISDICTION OF SMALL CLAIMS COURTS
WAS INCREASED ON 01 NOVEMBER 2010 TO R12 000 – 00. SOWETO
COURT IS STILL NOT OPERATIONAL AND THIS OFFICE MUST DEAL
WITH THEIR PUBLIC TOO. THE OFFICIALS CURRENTLY PLACED TO
DEAL WITH MEMBERS OF PUBLIC ARE MOSTLY SNOWED UNDER AND
ASSISTANCE FROM OTHER CIVIL OFFICES ARE SOURCED TO PREVENT
PUBLIC NOT BEING ATTENDED BY END OF BUSINESS.
 Issuing different letters of demand
 Issuing different summonses
 Opening and drawing of file covers
 Preparing documentation for the transfer of relevant cases to Civil
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Section
Filing of court files
Arranging different commissioners for court sittings
Preparation of different court rolls
Keeping daily statistics
Compiling of Noc Tool on a monthly basis
Attending to enquiries by members of public, attorneys and messengers
and telephonic ones
(14) Section 65 Applications:
Ms M. Meyers and Ms E. Makopo in room 1056A (extension 5121)
Supervisor: Ms G. P. Mapukata in room 1041 (extension 5118)
 Allocating court dates for Section 65 matters
 Drawing, preparing and typing of court rolls
 Preparing and completing criminal record court book
 Preparing criminal record court books for checking
 Conducting filing of court files
 Posting court roll on notice board
 Attending to enquiries by members of public, attorneys, messengers as
well as telephonic enquiries
(15) Taxing Mistress:
Ms G. Letsoalo in room 1034 (extension 5130)
Supervisor: Ms M. M. Mashigo in room 1040 (extension 5133)
 Arranging and allocating dates for opposed and unopposed taxations
 Conducting opposed taxations with different parties concerned on
different dates allocated in accordance with the allocutor
 Conducting unopposed taxations with party concerned on different
dates allocated in accordance with allocutor
 Attending to enquiries by members of public, cost consultants,
attorneys, messengers as well as telephonic enquiries
(16) Equality Court matters
Ms G. Letsoalo in room 1034 (extension 5130) and Ms M. Mashigo in
room 1040 (extension 5133)
Supervisor: Ms M. M. Mashigo in room 1040 (extension 5133)
 Do consultation with person lodging complaint
 Open file cover and allocate case number
 Enter in Equality Court Register
 Refer matter to magistrate for consideration
 If applicable refer matter to alternative forum and inform complainant
 Serve documents on respondents
 After filing of pleadings are completed refer to magistrate for
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directions hearing
Serve documents to appear on both plaintiff and defendant
Prepare court for hearing purposes
Ensure that court clerk and interpreter are in place for hearing
Follow up all outstanding matters
(17) Payments into court
Ms G. Letsoalo in room 1034 (extension 5130) and Ms M. Mashigo in
room 1040 (extension 5133)
Supervisor: Ms M. M. Mashigo in room 1040 (extension 5133)
 Enter required administrative information on computer for both
payments made and for uplifting thereof
 On receipt of computer printout from Trust Accounts Section in regards
to dormant cases, issue letters to the various attorneys and pend said
cases
 In cases where no response had been received, issue list of cases to
Trust Accounts Section for said money to be paid over to DOJCD
(18) Appeals and Magistrates Clerk:
Ms L. Page in room 2008 assisted by two other officials
Supervisor: Ms M. M. Mashigo in room 1040 (extension 5133)
 Accepting applications and drawing court files for reasons for judgment
 Accepting applications and drawing court files for matters placed on
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appeals
Noting both type of applications in appeal register and hand to
magistrates concerned
Book back and dispatch magistrate’s reasons for judgment to different
attorneys
If no progress in these matters, send follow up letters to attorneys
within prescribed periods
If still no progress in these matters, forward again follow up letters
within prescribed period
If no progress still from attorneys, file is send for filing after a month
On receipt of a notice of set down in appeal matters – official prepare
and type the index and forward original court file to high court
Official follow same procedure in the event of an Equality court
matters taken on appeal
 Where matters are received that was filed out of time, a letter in that
regard are forwarded to attorney and matter still noted in register
 Official attends to only enquiries by members of public, attorneys or
messengers that relates to reasons for judgment and appeal matters
Payments into court for appeal matters only:
 Enter required administrative information on computer for both
payments made and for uplifting thereof
 On receipt of computer printout from Monies in Trust Section in
regards to dormant cases, issue letters to the various attorneys and
pend said cases
 In cases where no response had been received, issue list of cases to
Trust Accounts Section to instruct money to be paid over to DOJCD
(19) Default judgments granted by Judiciary:
Ms L. Page in room 2008 (extension 5122) assisted by two other
officials – Ms M. Muller and Mr Muller, duties are shared between
them. Third official Ms A. Mbulali are drawing court files for
applications received for default judgments. Fourth official, Ms P.
Zulu also assists when her duties are finished.
Supervisor: Ms M. M. Mashigo in room 1040 (extension 5133)
 Official collects applications from room 1053
 Official notes applications received in a register
 Official distribute and notes the different case numbers in the different
registers of the magistrates concerned
 Two court clerks assisted Ms Page until 22 July 2011 with this task
 On Ms Page’s request one was removed and one is still assisting after
her court duties is finished
 An contract official is also assisting Ms Page in drawing court files since
05 August 2011
 MEMBERS OF PUBLIC, ATTORNEYS AND MESSENGERS ARE FORBIDDEN
TO MAKE ANY ENQUIRIES AT THIS OFFICE REGARDING DEFAULT
JUDGMENTS GRANTED BY JUDICIARY AND IT IS THUS ALSO PLACED ON
THE SHOULDERS OF MS ROODT AT ROOM 1053 WHO MUST ON A
DAILY BASIS MAKE COPIES OF MS PAGES REGISTER TO BE ABLE TO
ASSIST WITH THESE QUERIES
Filing rooms:
(20) Room 1031:
Attended by three officials: Mr P. Seku, Ms Z. Mvuyiswa and Mr B.
Msingwana
Supervisor: Ms J. M. Mzumala in room 1043 (Extension 5135)
 All 2011 court files can be drawn here for perusal or issuing purposes
(21) Room 1065:
Attended by one official: Ms V. Matshikwe (Second official, Ms A.
Mbulali also withdrawn to assist Ms L. Page with drawing of court files
for magistrates)
Supervisor: Ms G. P. Mapukata in room 1041 (extension 5118)
 All 2010 and 2012 court files can be drawn here for perusal or issuing
purposes
(22)
Room G8:
Attended by one official: Mr J. M. Ramoba
Supervisor: Ms J. M. Mzumala in room 1043 (extension 5135)
 All 2008 and 2009 court files can be drawn here for perusal or issuing
purposes
(23) Scanning of court files and documents:
Duty allocated to Mr M. P. Tjabadi, however printer still not
received as requested on 03 October 2011
Supervisors:
Ms G. P. Mapukata assisted by Mr A. Madubela
(24) Supervisors:
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Duties:
Opening of duplicate file covers
Requesting and follow up file covers from off – site storage system
Entering judgments granted by housing tribunal
Entering judgments granted by SARS
Signing of court orders
Attending to enquiries by attorneys, messengers and members of
public as well as telephonic ones
Attending to complaints
Attending relevant meetings around Civil Section with Judiciary,
Attorneys Association and sheriffs of Court
Compile relevant and different statistics
Compile statistics for Noc Tool
Draw up relevant reports
Draw up relevant probation reports
Draw up individual performance agreements
Conduct relevant short listings
Sit as panel members
 Attend to the day to day running of section and administrative duties
around personnel matters
 Attend to disciplinary matters where applicable
MS Y. G. ABRAHAMS
SENIOR ADMINISTRATIVE OFFICER
COURT SERVICES: JOHANNESBURG
13 FEBRUARY 2012