Victoria Youth Empowerment Society

Job Description

Prepared Date: November 2009 Reviewed Date: April 2012

Position Title: KEYS Program Supervisor

Program:Youth Empowerment Society

Reports To:Programs Manager

Position Summary

The Youth Empowerment Society is a non-profit community service agency offering support and services to youth and their families.

As part of management team this position covers a broad spectrum of responsibilities including various aspects of program development and implementation, personnel management, staff training, community and interagency collaboration, administrative and financial management, fundraising events, etc

Duties and Responsibilities

To perform the job successfully the KEYS Program Supervisor must be able to consistently perform each essential duty adequately. Other duties may be assigned.

Service Planning and Leadership

  • Provide orientation, training, supervision, performance reviews and motivation to all program staff to ensure that they meet the client needs and are engaged in the work and the program.
  • Coordinate recruitment and hiring of all program staff to ensure qualified staff are hired and staffing gaps are at a minimum.
  • Ensure staff familiarity with policies and procedures, including contractual reporting requirements and policies.
  • Proactively deal with staff issues and program issues to ensure problems are dealt with quickly and efficiently.
  • Manage staff job descriptions, interviews, orientation and disciplinary action and grievances.
  • Confer with Executive Director on aspects of program strategies, objectives, long range goals, work loads and project deadlines.
  • Analyze, plans and coordinates program activities to achieve goals and objectives.
  • Ensure compliance with agency and program policies and procedures by overseeing operational activities, reporting disciplinary problems and resolving program issues.
  • Develop relationships and provide linkages between the program, other agency programs, the community, and outside agencies, and represent the program at outside functions.
  • Meet regularly with staff for supervision to discuss problem areas, service provision, program effectiveness, and procedures.
  • Manage and assess training needs of staff as outlined in the agency training plan.
  • Organize and facilitate regular program staff meetings.
  • Attend and actively participate in agency staff meetings and committees as well as meetings with community partners and other organizations, to provide input and gain information which may assist with the clients.
  • Creating a professional work environment with focus on ethics and diversity.
  • Maintain cooperative working relationship with other service providers and agencies with which we have contract.
  • Ensure staff are familiar with and using the information management systems.

Program Development and Administration

  • Sit on CARF Committees as needed
  • Ensure that all staff are familiar with and using the agency’s data collection system.
  • Monitor and manage own attitudes, behaviours, well being, and professional development in relation to increasingly challenging client population and complex or sensitive issues.
  • Oversee building maintenance and repair and arrange tradesman as required.
  • Provide Office Manager with all documentation re payroll, petty cash, holidays, sick time, etc. in a timely manner.
  • Show ability to deal with on-going administrative/operational issues that may arise in program.
  • Prepare monthly, quarterly and annual reports on time, comprehensive and professionally presented.
  • Oversee and complete reports, including the AGM report, status reports and annual reports.
  • Program scheduling ensuring 24 hour coverage of all shifts.
  • Communicate with other programs and other staff in an effective and professional manner.
  • Sit on various community committees as required.
  • Participate in and chair on internal and external committees as required.
  • Carry out assigned tasks efficiently and on time.
  • Respond to personal and professional feedback from staff.
  • Relay appropriate and relevant information to other staff.
  • Maintain ongoing data collection system.
  • Provides direct supervision and after hour support to staff.
  • Oversee youth case planning ensuring accurate and up to date documentation and well organized maintenance of client files.

Professional and Personal Qualifications

The requirements listed below detail the knowledge, skill, and/or ability required to perform the duties and responsibilities of the job.

Education

  • Bachelors Degree in Child and Youth Care, Social Work or a related Human Services Field

Experience

  • Minimum five years of experience working in the human service sector.
  • One or more years of progressive management experience.
  • Experience with community based programs and related community support systems.
  • Knowledge and experience with vulnerable/high-risk youth and their families.

Knowledge, Skills and Abilities

  • A demonstrated commitment to vulnerable youth and their families.
  • Knowledge of leadership and management principles.
  • Strong advocacy skills and clinical skills as applied to counselling and support services.
  • Work experience in a social service delivery setting, including human resourcemanagement, financial management and administration, policy implementation, program development and project management, and fundraising.
  • Familiarity with the non-profit sector.
  • Excellent communications skills in English.
  • Knowledge of public/community relations theories and practices, and experience.

Competencies

The Program Supervisor should demonstrate competence in all of the following:

Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency.

Ethical Behaviour: Understand ethical behaviour and business practices, and ensure that one’s own behaviour and the behaviour of other staff are consistent with these standards and align with the values of the organization.

Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.

Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner, using appropriate and effective communications tools and techniques.

Creativity/ Innovation: Develop new and unique ways to improve the operations of the organization and create new opportunities.

Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients, in order to meet or exceed their expectations within the organizational parameters.

Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

Leadership: Positively influence others to achieve results that are in the best interest of the organization.

Decision Making: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

Organization: Set priorities, develop a work schedule, and monitor progress towards goals, and track details, data, information and activities.

Planning: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Think Strategically: Assess options and actions based on trends and conditions in the environment, and the vision and values of the organization.

Conditions of Employment

  • The hours of work are 40 per week.
  • The first 6 months of employment constitute a probationary period, at the end of which a performance appraisal is conducted to determine the suitability of the employee for further employment.
  • Must have clearance from the Authorization for Criminal Records Search prior to commencing employment.
  • Follow the Code of Ethics, Mission Statement, and Policies and Procedures of The Victoria Youth Empowerment Society and abide by the relevant rules and reporting guidelines as set out by the Ministry for Children and Families and other appropriate governing bodies.
  • Possession of 1st Aid Certificate or willing to obtain certification.

Special Working Conditions

  • The KEYS Program Supervisor works a standard work week, but in addition will occasionally work evenings, weekends, and overtime hours to accommodate activities such as shift coverage, fund raising events and representing the Agency at public events. Salary is inclusive of all overtime hours.
  • This position is required to work in a stressful environment often dealing with groups of youth and youth in crisis situations.

Salary and Benefits

  • As a full time employee of YES, you will receive benefits after six months of employment as outlined in the Personnel section of the Policy Manual.