Full Time Assistant Director

NA

Assists the Director with the Administration of the Hostel:

General:

• Schedules meetings, prepares agendas, takes and circulates minutes as needed
• Orders and maintains adequate office supplies and other supplies as needed; arranges for maintenance of office equipment
• Opens and distributes incoming mail, processes outgoing mail including materials of a confidential nature
• Regularly updates shelter statistics, SAMIS database, contact lists, and building inventory
• Negotiates contracts for approval by administration (i.e. HVAC, water treatment, electrical, major repairs/renovations, and new construction)
• Attends committee, conferences and agency meetings as requested by the Director
• Participates in the planning, developing and executing the strategic plan
• Assists in the development and implementation of policies and procedures
• Assists with planning and facilitation of staff outings and events

Employee Relations:

• Assists with Employee Relations management including completing and submitting Employee Transaction Forms, preparing letters of employment, and personnel filing
• Prepares, updates, and submits job postings
• Assists with the Recruitment, Selection and orientation processes
• Responsible for the security and maintenance of all personnel files ensuring the protection of extremely confidential and sensitive material
• Responsible to maintain employee databases, contact information and seniority lists
• Consults with Director of Employee Relations as needed

Finance:

• Performs various accounting duties such as payroll, accounts payable, accounts receivable, issues official tax receipts, handles and reconciles petty cash and other related accounting duties (e.g. banking deposits and preparing reports)
• Responsible for the security and maintenance of all financial files
• Drafts annual budgets for ministry unit(s) under the supervision of the Director and Business Manager; monitors budget expenditures to ensure compliance
• Consults with the Business Manager as needed

Case Management Program:

• Creates, monitors and implements Case Management Policies in consultation with the Director and the Program Services Director.
• Responsible for the implementation and oversight of client intake and CTI (Critical Time Intervention) process using Housing First approaches and processes.
• Understands and embraces Critical Time Intervention as a case management model and supports the Case Management Team in their direct work with clients and in brokering community supports.
• Completes statistical data and other reports as required by the Director.
• Chair the CTI (Critical Time Intervention) Team meetings; represents the Case Management Team to other members of the shelter staff, at staff meetings, etc.

Case Management Staff Supervision:

• Supervises Case Management staff ensuring provision of effective case management services.
• Conducts regular formal supervision and annual PEAC appraisals with all members of the Case Management staff.
• Responsible to define tasks, responsibilities, policies and procedures for the members of the Case Management staff.
• Identifies educational and training needs of Case Management staff and coordinates training opportunities.
• Responsible to supervise MSW students placed at the shelter through Toronto Housing & Homeless Supports.
• Serves as a resource to the Case Management team.
• Supervises and provides day-to-day direction to the Front-Line Supervisors.
• Schedules, conducts and documents supervision using the PEAC format
• Conducts annual performance reviews and evaluations
• Facilitates hiring and orientation for new staff
• Chairs and minutes regular team meetings

Supervises and provides day-to-day direction to the Residential Supervisor.

• Schedules, conducts, and documents supervision using the PEAC format
• Conducts annual performance reviews and evaluations
• Facilitates hiring and orientation for new staff
• Chairs and minutes regular team meetings

Assists the Director to ensure that all Health and Safety requirements specific to the facility is in compliance with the Occupational Health and Safety Act

• Serves as the Management Chair for the Health & Safety Committee with the responsibility to report any serious problems or infractions to the Director or designate
• Performs workplace inspections
• Conducts information sessions (safety talks, staff meetings)
• Conducts incident investigations
• Conducts / facilitates employee health and safety training as needed
• Makes recommendations and/or corrects substandard acts or conditions
• Performs employee safety observations
• Ensures compliance with the Occupational Health & Safety Act
• Responsible for facility Health & Safety policies

Education/Certifications:

• Community College Diploma
• Certification in Standard First Aid/CPR and Non-violent Crisis Intervention
• Current holder of Health and Safety certification or ability to obtain would be an asset

Experience:

• Minimum 2 years at a community college
• Minimum 5 years of experience in related environment with strong supervisory skills

Required Skills/Knowledge:

• Knowledge of Building codes, Fire & Safety codes and the OHSA
• Custodial, general repairs, building systems, fire safety, and electrical systems experience
• Strong interpersonal skills
• Strong computer skills
• Valid Driver’s License

Successful candidate will be required to provide upon hiring:

• A clear vulnerable sector screening
• A clean drivers abstract
• Participate in our online Armatus Abuse Training and Health and Safety training required upon hiring, as well as updated annually

HOURS:  40 hours per week

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

Internal Applicants, must advise your managing supervisor of your intentions prior to submitting your application.