Reporting to the Team Leader, Recording & Transcription and working as part of the National Recording and Transcription Team, Recording & Transcription Coordinators (Coordinators) are responsible for supporting the Federal Court, Federal Circuit and Family Court (Division 1 & Division 2) as well as the National Native Title Tribunal with their recording and transcription services. Coordinators serve as the main point of contact for all inquiries about recording and transcription services. They work to ensure that the judiciary, associates, practitioners, and both internal and external Court users receive support regarding the provision of these services. Coordinators will be rostered through various roles within the team supporting functions which range from allocation of recordings, triaging of transcription orders, processing transcript orders, invoice consolidation record keeping and general customer service. The key duties of the position include Recording Management. Allocate and manage court audio recordings at the appropriate stage of the transcription workflow, ensuring recordings are correctly assigned, tracked, and made available to support transcription services and downstream processing. Transcript Orders. Triage transcription requests and orders, including internal and external orders, by assessing requests for completeness, feasibility, and compliance with Court policies and provider capabilities, and providing guidance where requested services cannot be fulfilled as submitted. Engaging with Transcript Providers. Process transcription orders end-to-end, including coordinating with transcription providers, monitoring progress, and ensuring completed transcripts are distributed in accordance with Court policy and processes. Monitor Recordings . Ensure audio is being captured clearly and without technical issue, identifying and responding to routine sound quality or connectivity issues in accordance with established procedures. Record relevant annotations and notes (such as speaker changes, audio interruptions, or contextual information) to support accurate transcription. Customer Service . Manage and respond to enquiries relating to transcription services, including delays, quality issues, invoicing concerns, or service delivery problems, and liaise with service providers and internal stakeholders to facilitate timely resolution. Escalating sensitive, complex, or unresolved matters to the Team Leader. Quality assurance. Coordinate and manage requests for transcript revisions, including distinguishing between formatting amendments and substantive transcription errors, validating requests against contractual and service requirements, and overseeing correction and reissue processes where required. Consolidating invoices. Validate transcription charges and service delivery by confirming that transcripts and or recordings billed have been correctly ordered, received, and delivered within required timeframes, and escalating discrepancies, or identified risks to senior staff. Record Keeping. Maintain accurate records and tracking of recordings, transcription activities, including orders, delivery timeframes, revisions, complaints, and invoicing issues, to support transparency, reporting, and continuous improvement of transcription services.
