Search Homelessness Services Association of BC

Job Description / Duties

Employment Status

Full Time Permanent

Lookout Housing and Health Society a charitable organization and social safety net that provides housing and a range of support services to adults, with low or no income, who have few, if any, housing or support options. As the people we serve have challenges meeting basic needs and goals, we place minimal barriers between them and our services. We believe that helping people help themselves is essential in addressing homelessness and all the issues that surround it. Securing appropriate housing is the first and most essential step in achieving responsible independent for individuals. For more information about Lookout, please visit www.lookoutsociety.ca

Location

544 Columbia Street, New Westminster, B.C., V3L 1B1

Position Summary

The Manager of Administration manages the administration of the day-to-day operations of the Society’s functions and duties. Key duties and responsibilities include providing advice, expertise and support in various administrative areas including adherence to regulatory and contractual requirements, and coordination of and day-to-day support functions of the Society. The Manager of Administration is responsible for policy management and oversees quality improvement including accreditation and contracted services including communication and related contracts. This position is responsible for personnel management including payroll, hiring, training, discipline and support in their work performance. The Manager will manage and control the finances of the programs, maintain and report out on program statistics, ensure all regulations including administration and safety are met. Additionally the Manager will liaise with the general community as well as the service community including other service agencies and professionals. Responsible for complying with and contributing to all aspects of health and safety program.

Job Duties

Planning / Development:

1) Supports Managers and Directors in all areas of Society administration including statistics, reporting, accreditation and policies and procedures.

2) Participates as a member of the management team by attending meetings and serving on committees as required

3) Develops policy statements and administers personnel policies and procedures, recommending new or changes to the Director of Administration and People and Culture as appropriate.

4) Chairs and oversees Interdepartmental Meetings with other departments in the building in order to facilitate cooperation, efficiency and better communication.

Department Management:

1) Oversees and manages the day to day operations of the Administration Office, ensuring all staff, clientele and community receive the pertinent service; that the goals and philosophy of the Society are met; reviewing, updating, formulating and enforcing operating policy and procedures.

2) Develops quality improvement tools, creates/maintains tracking forms, and evaluative tools.

3) Ensures administrative records are maintained throughout the Society as per policy, including contracts, required reports and statistics.

4) Develops, oversees, controls and evaluates Administration projects which include maintaining accreditation, Performance and Quality Improvement and Risk Management systems and other Administration related services, ensuring that the Lookout values, principles and philosophy are supported and the mandate of minimal barrier, non-judgmental, flexible services is met.

5) Coordinates the administration of the projects, and develops organizational systems.

6) Maintains service related financial records including petty cash.

7) Maintains a current knowledge of and complies with all Lookout policies and procedures.

8) Ensures that proper security procedures are followed in the handling and storage of all confidential material, ensuring compliance with FIOPPA and PIPA.

9) Performs other related duties as required.

Human Resources Management:

1) Maintains employee personnel files, including salary records, personal histories, reports and performance appraisals.

2) Maintains a variety of computerized and manual records necessary to perform payroll functions, ensuring that all records and payroll transactions are accurate and that payroll deadlines are met.

3) Conducts regular staff in-service and continuing education programs in conjunction with the Director of People and Culture.

Accountability / Deliverables:

1) Develops and maintains department budget control by implementing the management policies and procedures including purchasing, ordering, stock and inventory control.

2) Ensures staff and clientele’s rights of privacy and confidentiality are maintained in accord with policy, and as required by law or contractual agreement, in consultation with the Director of Administration and Property Management for the proper operation of services.

3) Investigates all complaints and accepts suggestions concerning the operation of the department and initiates appropriate action or refers recommended action to the Chief Executive Officer.

4) Ensures that proper security procedures are followed in the handling and storage of any confidential material.

Qualifications / Required Skills

Qualification & Requirement

Post-secondary education in a relevant discipline such as Administration or business; or an equivalent combination of training and experience.
Five years’ experience working in the community social service sector
Experience with office management
Previous experience working in a complex, union environment
Criminal Record Clearance for work with the vulnerable sector
OFA 1 First Aid Certificate and 2 doses of covid vaccine

Skills and Abilities:

Strong collaborative approach to building and maintaining effective working relationships
Demonstrated ability to organize and prioritize tasks to meet multiple time based deliverables requiring a high level of detail and accuracy; persistent in overcoming obstacles.
Demonstrated experience collecting statistics, delivering reports and conducting investigations.
Strong time management skills with the ability to manage a workload with multiple priorities
Effective verbal and written communication skills
Strong reporting, organization and computer skills
Demonstrated ability to draft business letters and memos from limited instructions or precedent.

Additional Information

Lookout Housing and Health Society is committed to empowering people from different races, gender, age, religion, identities and unique experiences. We welcome everyone from diverse backgrounds and encourage them to apply in order to foster an inclusive environment.

Salary: $38.70 per hour

Contact Information

Closing Date

Applications will be accepted until December 31, 2024 at 5:00pm

TO APPLY: Submit a cover letter and resume to: https://careers.lookoutsociety.ca/job-invite/1712/

**Employees of Lookout Housing and Health Society must apply online via the Internal Career Portal on SAP. **