Senior Manager, Programs - Kennedy House

ABOUT US

Kennedy House (KH) is a not-for-profit organization with a long-standing dedication to providing exceptional personalized care for youth in the Greater Toronto Area for over 50 years. KH started with an initial family-like group home in 1971 and currently operates several residential and community-based programs, for marginalized and at-risk youth, including:

• One residential home for young people in care;
• Three homes for youth and young adults living with developmental disabilities;
• A Day Treatment school program for youth struggling in the typical school setting;
• Kennedy House Youth Centre, a secure custody facility for male youth experiencing conflict with the law;
• Bailiff services to safely and securely transport youth experiencing conflict with the law;
• Kennedy House After School Program for children aged 4-13 in underserved communities throughout Scarborough; and
• Kennedy House Youth Shelter, for youth aged 16-24 experiencing homelessness.

KH works with youth to enable them to grow as individuals and contribute as members of the community. This is achieved by providing customized support and building trusting relationships.

To learn more about our organization and the causes we support, we strongly encourage you to visit our website.

SUMMARY
The Senior Manager, Programs is responsible for ensuring the effective delivery of all programs that support the rehabilitation of young persons and assist them in realizing their full potential. In addition, the incumbent will ensure case management process is being carried out for all young persons, and that each young person’s rights are protected and responsibilities are understood.
The Senior Manager, Programs is responsible for the management of our Programs. The Senior Manager is required to maintain a high degree of independent decision-making and program administration. This position is a member of the Senior Management team and participates in the planning of Agency services.

DIRECT REPORTS
· Social Worker(s)
· Program Co-ordinator
· Program Supervisor(s)
· Maintenance Personnel
· Outreach Staff
· Shelter Workers
· Administrative Staff
· Assistant Manager

CORE COMPETENCIES
· Client Focus
· Communication
· Team Work
· Time Management
· Creative & Innovative Thinking
· Planning & Organizing
· Quality Orientation
· Problem Solving
· Results Focus
· Accountability and Dependability
· Ethics and Integrity
· Energy & Stress Management

KEY RESPONSIBILITIES
Administration

• Maintain written documentation and provide all Program staff, student placements and volunteers associated with the community programs adequate orientation and ongoing supervision.
• Ensure that all Agency policies and procedures are followed and the standards of the Y.C.J.A. C.Y.F.S.A, Shelter Standards and QAM (Quality Assurance Measures).
• Ensure all administrative functions and tasks are completed in accordance with agency policies and ministry standards.
• Coordinate preparation, response and ongoing management of Ministry requirements for licensing compliance.
• Regularly meet with Program Supervisors to share information, advise changes in policy or procedures, and update around professional practice issues which may affect their work.
• Ensure any serious occurrences and contentious issues are reported to the Ministry as required by legislation.
• Oversee and coordinate internal reviews as a result of serious occurrence investigations and ensure compliance.
• Through effective communication practices act as a resource to direct reports.
• Work with Executive Director to plan and problem-solve Program service delivery issues.
• Participate and/or coordinate meetings, conferences, advisory committees, program development initiatives, etc. as assigned.
• Maintain effective, professional working relationships with community collaterals.
• Monitor Agency databases for accuracy and utilize information for Ministry required statistics and reports.
• Approval of client expenses, program expenses, invoices as pertaining to programming and financial billing sign-off prior to distribution.
• Coordinate and approve purchases of large items for all programs such as furniture, household appliances, etc.
• Respond to service complaints in a proactive manner and in accordance with the Agency’s client complaint procedure.
• Assume general operating authority in the absence of the agency Executive Director, as assigned.
• Maintain a central point of access for all Kennedy House Programs by taking referrals, screening eligibility and establishing waitlists for services.
• Comply with the Occupational Health and Safety Act, applicable legislation, and workplace-specific health and safety policies and procedures.
• Provide quality assurance of all programs and all systems under his or her mandate.
• Ensure all functions performed as the Provincial Director regarding intakes, transfers, etc. of youth/clients meet the standards outlined.
• Maintain positive public relations with outside resources including the School Boards, social services and facilities and the Ministry of Children Community, Social Services.
• Participate in the review, formulation and implementation of standards, policies, procedures and operational plans.
• Work with the Executive Director to contribute to organizational change by establishing a strong, adaptive culture where programs and operations are administered and delivered in an integrated and coordinated manner, and corporate principles and values are effectively communicated, modeled, and shared with clients and staff.
• Ensure that proper budget and purchasing information is conveyed to the appropriate personnel and that these budget expenditures are monitored to ensure proper distribution.
• Monitor Ministry licensing requirements.
• Represent the programs with groups that include contacts with Ombudsman representatives, WSIB officials, health and safety representatives, union representatives, the judiciary, clients, employees and/or families to conduct negotiations, build coalitions, and to provide policy, standards and legislative interpretation and application in unusual situations.
• Undertake special projects and tasks as assigned by the Executive Director.
• Plan, coordinate, direct and evaluate the human resources of the programs including overall management of grievances, WSIB, attendance support, performance management, staff recruitment and training, employee assistance, employment equity, Occupational Health and Safety Committee activities ensuring compliance with legislation, Ministry policies and procedures, and the local operational plan; taking remedial action as required and recommending procedural, staffing or other changes, as necessary; implementing performance frameworks for the programs and ensuring that all principles are adhered to.
• Ensure day-to-day functioning of services delivered by external service providers is consistent with the terms of the applicable contracts.
• Ensure that all administrative systems are operating at an acceptable level, for example, petty cash, time sheets, etc.
• Attend all meetings as required (internal and externally) to manage the programs.
• Participate or coordinate program contingency planning in the event of escape, disturbance, job action, fire, evacuation, serious injury, death or other emergency. Regularly review and update the Continuity of Operations Plan, including acting as Program liaison with fire/police/municipal officials and agencies as required.
• Develop in conjunction with the Social Worker and Clinical Manager, new programs and systems to meet the growing needs of the program.
• Assume responsibility for the administration and operation of the Program during after-hours and weekends (during rotational on-call periods) with full-delegated decision-making authority.
• Maintain Program support through a shared responsibility of 24 hour on-call duties.
• Perform other duties as assigned.

Programs

• Manage the day-to-day operation, operational planning, coordination and strategic direction of the program.
• Responsible for the development, coordination and delivery of Community and School programs.
• Connect with the youth and families within any identified and approved community. Utilize this ongoing association to assess, plan and implement effective programming that adequately meets the community needs.
• Explore and assess all child and family needs within the community. Evaluate growth opportunities based on research and make recommendations for expansion in conjunction with the Agency’s strategic objectives.
• Identify issues and needs of the Programs and/or clients and implement effective solutions.
• Provide crisis response to the Programs when required either directly or by phone.
• The Senior Manager is responsible for ensuring all systems of the programs are operational as well as ensuring all client needs are met.
• Attend all General Staff meetings and attend Team Staff meetings as required to optimize team functioning and ensure program needs are being met.
• Serve as a mandated part of the formal grievance procedure for all clients.
• Direct and evaluate the youth’s programs and treatment, ensuring consistency with the Case Management Plan and established best practices for effective program delivery.
• Ensure that a “hands-on” approach is taken to optimize program needs.
• Provide liaison and represent all the Programs with individuals/groups that include: youths families, the public, emergency services, the judiciary, lawyers, child welfare organizations, school boards, health care professionals, volunteer organizations, the office of the Ombudsman, the program Review Board, interfaith groups, cultural agencies, regarding young person’s care and program delivery.
• Ensure that the physical plant and homes are kept up to standard by physically checking all the programs on a regular basis.
• Support the planning, implementation, coordination, evaluation, and administration of programs, supporting case management, ensuring adherence to legal requirements and Ministry Service Principles. As a member of the senior management team, participate in the review, formulation and implementation of standards, policies, procedures and operational plans.
• Ensure consistency with ministry policies, procedures and standards, compliance with legislative authorities and adherence to the local operational plans to support the care, custody and accommodation of young persons and safety of the community.
• Responsible in interpreting legislation, policies and procedures related to the care and custody of young persons; in deciding plans of action to ensure compliance with legislation such as the Youth Criminal Justice Act, the Child Youth and Family Services Act, the Criminal Code and Ministry policies and procedures; in determining internal procedures to deal with the youth justice/developmental services/security/programming needs of the program, the surrounding community and the provision of emergency response or crisis management; and integration of all programs, significant young person’s treatment/rehabilitation programming and young person’s work placement activities, in determining best use of fiscal resources to accomplish ministry and Program objectives while maintaining the programs security parameters.
• Perform Other Duties as assigned.

Personnel

• Perform supervision of direct report employees in a timely and effective manner.
• Identify training needs of the program staff and act as a resource person to the agency training program.
• Monitor and take ownership of all scheduling matters to ensure optimal coverage for the program.
• Monitor staff records to ensure their completion.
• Serve as a mandated part of the grievance procedure for all staff.
• Assist in the development of good employee relations.
• Responsible for the direct and indirect supervision of full time and part time staff at all programs.
• Have managerial authority and decision-making capacity regarding labour relations matters, including hiring, performance management and development, succession planning, workplace accommodation, recommending merit increases and providing a work environment that promotes continuous learning as well as WSIB claims management, attendance management, employee assistance, employee recognition, and other personnel related programs.
• Ensure all staff are familiar with the laws that govern young persons and that they obey these laws as well as the agency policies and procedures of the programs at all times.
• Monitor staff and address any performance issues and schedule training sessions where required.
• Ensure the programs safety and security procedures are observed at all times, and that staff, young persons, and visitors remain protected.
• Conduct investigations into any reports of inappropriate behavior or misconduct and take disciplinary action.
• Run emergency drills and ensure all staff and youth are well-versed on what to do during an emergency.
• Make sure all required resources are available to all staff and young persons.

Other

• Adhere to and promote all agency policies and procedures and federal and provincial legislation.
• Perform other duties as assigned.

QUALIFICATIONS AND SKILLS

• University Degree and/or College Diploma Social Services or Administrative related discipline.
• Five to seven years of experience in a managerial or supervisory role in a correctional program, Residential programs, Homeless Shelter settings or equivalent combination of education and experience.
• Current certification in CPR and First Aid are mandatory.
• Current certification in Non Violent Crisis Intervention (CPI training) is mandatory.
• Valid Class G Driver’s License is mandatory.
• Clear Police Check and Broad Sector Check must be maintained.
• Broad awareness of other cultures, values, identities and perspectives with a demonstrated ability and interest in working with and for diverse populations.
• Basic knowledge of developmental needs (intellectual, emotional, physical, and social) of children and youth.
• Experience with and competence in the realm of group work.
• Demonstrate maturity and reliability at all times.
• Excellent written and oral communication skills.
• Experience in a government not-for-profit agency preferred.
• Excellent organizational skills.
• Ability to write legible, clear and concise reports.
• Ability to work under pressure to meet deadlines.
• Excellent interpersonal skills.
• Ability to interact with various departments, as required.
• Ability to plan, prioritize and coordinate multiple projects.
• Ability to gather, analyze and evaluate a variety of data.

WORK CONDITIONS

• Assume 2nd on-call responsibilities on a rotational basis.
• Will be required to work some late afternoons/evenings.
• Will be required to travel to different program locations within the east GTA.
• Manual dexterity required to use desktop computer and peripherals.