Shelter Manager

JOB DESCRIPTION

Shelter Manager

Title:                                  Shelter Manager

Reports to:                        Executive Director

Approved by:                    Executive Director

Date approved:                February 22, 2020

POSITION SUMMARY

The Shelter Manager is responsible and accountable for the coordination and implementation of the 24-hour crisis line, intake, counselling, transitional support, and child & youth services at Naomi’s Family Resource Centre (NFRC). This position ensures ongoing development, service delivery and evaluation within the Framework for Services to Abused Women and NFRC strategic directions. She is a member of the management team and handles all aspects of staff management and administration for the direct intervention team. The Shelter Manager collaborates with external groups/agencies in order to ensure effective and comprehensive service delivery and to represent NFRC in groups and coalitions that address the broad determinants of Violence Against Women.

AUTHORITY

The Shelter Manager has the authority to:

• Authorize expenditures within the program operating budget;
• Authorize professional development opportunities and expenditures;
• Develop and implement team work plans;
• Supervise team members;
• Approve leave requests.

The Shelter Manager consults with the Executive Director on the following:

• Legal issues;
• Serious staff performance issues;
• Proposal/budget adjustments;
• Selection and hiring of direct intervention staff;
• Other issues relating to organizational policies or operations (e.g. privacy).

PRINCIPAL RESPONSIBILITIES AND DUTIES

1. Financial Management and Administration

Develop program budgets in collaboration with the Executive Director;

Develop proposals to support new funding requests;

Monitor and develop projections (in collaboration with the Executive Director) for program budgets and recommend adjustments as necessary;

Approve program operating expenditures within the approved budget;

Approve professional development including expenditures, in consultation with Executive Director;

Develop and oversee effective administrative systems to ensure smooth program functioning;

Provide leadership and support to team to ensure timely and consistent data entry and to identify and address data issues and errors, including database functioning;

Ensure quarterly, statistical reports are submitted to Executive Director as required.

2. Human Resources Management

• Consult with the Executive Director on significant human resources issues;
• Liaise with the Executive Director in recruitment and hiring for vacancies on team, including completing necessary approval forms, establishing selection criteria and interview questions and participating on selection committee;
• Conduct Performance Appraisals and monitor performance. Submit completed Performance Appraisals to the Executive Director for final sign off;
• Ensure appropriate training and support for staff, volunteers and student placement workers;
• Ensure orientation for new Residential Program staff;
• Chair/organize team meetings, set agendas, facilitate discussion and information flow;
• Promote and enhance team functioning through support, coaching and conflict resolution;
• Oversee appropriate systems for communication flow within and among the staff;
• Approve professional development including expenditures and scheduling for staff;
• Arrange and support college and university placement students working with the Residential Program team;
• Support volunteers working with the Residential Program team;
• Apply and provide policy and procedure interpretation for team members as required.

3. Program Development and Delivery

• Ensure consistent and accountable implementation of NFRC philosophy, mandate, values, beliefs, policies and procedures in the day-to-day operation of programs and services;
• Ensure coordination, planning and delivery of NFRC residential services;
• Prepare monthly schedule;
• Work in cooperation with NFRC volunteers
• Ensure appropriate standards of care and service delivery;
• Meet regularly with Executive Director to share information and collaborate on appropriate service delivery initiatives;
• Inform and assist Executive Director in meeting the changing needs of the program;
• Lead program evaluation/initiatives for Residential Program team;
• Oversee appropriate systems for communication flow with residents.

4. Program Supervision/Consultation

• Provide regular clinical consultation/supervision to all staff on the Residential Program team;
• Conduct regular meetings with staff concerning their collaborative relationship and common program issues;
• Ensure regular Residential Program team meetings;
• Follow up on decisions made during team meetings and on action items arising from team meetings;
• Model a client-centred service delivery philosophy;
• Communicate regularly with and monitor the quality of work performed by employees, volunteers and students. Communicate with the Executive Director as necessary;
• Initiate and participate in regular consultation with community partners who share staff and programs;
• Oversee the resolution of client complaints and work with the Executive Director when appropriate to resolve complaints;

5. Organizational Management

• Assist with the overall functioning of NFRC through consultation with the Executive Director;
• Communicate decisions to the direct intervention team/program workers and provide interpretation/support as necessary;
• Collaborate/communicate with Executive Director on organizational issues such as service delivery, administrative supports, proposals for new services, development of policies and procedures;
• Participate on committees, action teams and working groups as required.

6. Building services and security

• Ensure compliance with Health & Safety legislation;
• Enforce all safety and security procedures;
• Be aware of and follow emergency and fire safety procedures and standards;
• Ensure that day-to-day building concerns (e.g. concerns involving clients, air quality control, exterior property maintenance, equipment problems, etc.) are brought to the attention of management;
• Handle any emergency situation in accordance with policies and procedures.

7. Development and Maintenance of Community Contacts

• Respond to client requests and complaints;
• Build, promote and maintain strong partnerships with other community partners, institutions (e.g. hospitals), service agencies, People Services (e.g. Dundas County) and organizations at the local, provincial and federal levels;
• Coordinate, administer and/or participate in programs in collaboration with other external organizations when appropriate;
• Promote awareness of issues of the program by addressing external audiences or media as per communication guidelines.

8. Perform other related duties as assigned

All NFRC employees have some fundamental responsibilities that go beyond the confines of their occupations. These include:

• Ensuring that the commitment to diversity is understood and respected. This includes race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, record of offences, marital status, family status, or disability;
• Compliance with all mandated legal/regulatory requirements related to working at NFRC (Privacy Legislation, Employment Standards Act, Occupational Health and Safety, standards of professional conduct);
• Maintaining awareness of and compliance with NFRC policies and procedures;
• Maintaining awareness of and compliance with funder requirements, policies, procedures and regulations;
• Attending/chairing team and staff meetings as required;
• Maintaining up-to-date professional skills and knowledge through formal and informal training;
• Acting as an “ambassador” for NFRC within and outside the organization by creating an awareness of NFRC programs and promoting services offered.

QUALIFICATIONS

Education and Experience

• Master level degree in Social Work, a related discipline or equivalent combination of education and experience;
• Minimum of three (3) years of management experience managing a multi-disciplinary team including supervision of staff;
• Experience in Violence Against Women services;
• Commitment to community-based social service delivery and feminist principles;
• Knowledge of general management principles, including financial and human resource management;
• Program development and evaluation experience;
• Strong planning, decision-making, leadership and organizational skills;
• Change management skills;
• Demonstrated ability to identify and serve the needs of diverse communities;
• Ability to establish and maintain productive working relationships with other community-based organizations and with funders;
• Excellent written and verbal communication skills;
• Promoter of teamwork;
• Proven conflict resolution skills;
• Knowledge and experience working with volunteers;
• Demonstrated flexibility and effectiveness with a rapidly changing environment, short deadlines and multiple programs’ consumer needs.

Language

• Ability to communicate fluently in English – spoken and written;
• Ability to communicate in another language an asset.

Computer Competencies

• Word processing – Basic;
• Database management – Basic;
• Spreadsheet – Basic;
• E-mail software – Basic.
• WISH Database – Basic an asset

Must be available to work occasional evenings and weekends.

 Please provide 2 professional references

Copy of current CPR-C First Aid certificate

Copy of current CRC/VSS clearance

Resumes and Cover letters can be directed to:  director@naomiscentre.com

For assistance with job search and application preparation, unemployed individuals are invited to register with CSE Consulting. For more information about the benefits of registering with CSE, please contact us in Kemptville at 613-258-6576 or in Prescott at 613-925-0222.