Policy Type: Human Resources Standards

POLICY TYPE: HUMAN RESOURCES STANDARDS

(HRS)POLICY TITLE: JOB DESCRIPTION POLICY

APPENDIX 21: EMPLOYEE JOB DESCRIPTIONS

EXECUCTIVE DIRECTOR

Lifetime Networks is a not for profit society that offers support to people with developmental disabilities, Fetal Alcohol Syndrome and disabilities under the Autism Spectrum. We see a future where people with disabilities live safely in their communities, where they can fulfill their potential and enjoy lifelong friendships and support.

Job Summary

The Executive Director is responsible for overseeing and supporting the programs and services offered by Lifetime Networks. The Finance Director and the Managers report to the Executive Director and the Executive Director reports to the Board.

Responsibilities Include:

Adhering to, and remaining in compliance with, the Lifetime Networks Board Policies
Adhering to, and remaining in compliance with, the BC Societies Act
Adhering to, and remaining in compliance with, Lifetime Networks’ constitution and By-Laws
The development of new policies and the approval of policy revisions
Ensuring The Greater Victoria Lifetime Networks Society remains in compliance with the Lifetime Networks Operational Policies
Negotiating CLBC contracts
Negotiating Private contracts
Liaising with other provincial agencies
Assisting with event planning and hosting at the events
Researching and developing new programs
Overseeing senior staff
Involvement with Social Policy change
Developing community partnerships
Overseeing the development, implementation and monitoring of the cultural competency and diversity plan
Overseeing the development, implementation and monitoring of the strategic plan
Overseeing the development, implementation and monitoring of the risk management plan
Overseeing the development, implementation and monitoring of the technology and system plan
Overseeing the development, implementation and monitoring of the accessibility plan
Overseeing the development, implementation and monitoring of the performance improvement action plan

FINANCE DIRECTOR

Job Summary

The Finance Director is responsible for the overall finances of Lifetime Networks; including the day to day finances, monitoring investments, as well as for the fund development including fundraising events and donations. The Finance Director reports directly to the Executive Director.

Responsibilities Include:

Negotiating, completing and submitting CLBC funding guide templates
Monitoring the financial aspect of CLBC and Private Contracts
Preparing and submitting on Service Level Reports to CLBC
Sending out contract renewals
Developing and tracking the annual budget
Oversee all Petty cash accounts and records
Supervising the Bookkeeper
Supervising and delegating work to the Administrative Assistant on all financial matters
Supervising and delegating work to the Administrative Assistant on all fundraising matters
Managing all Rental Agreements, including negotiation of rent and Maintenance with the leaseholder.
Managing all Insurance Policies
Managing all leasehold improvements
Preparing cash flow reports and monthly statement
Attending Monthly Board Meeting
Presenting the Monthly Financial Report and Fund Development Report to the Board
Mange and/or oversee all aspects of Payroll
Overseeing all Billings to other funders or suppliers ie: GT Hiring
Working with Community Engagement Managers on Individuals budgets
Keeping current on all aspects of CLBC and other regulatory agencies
Manage all aspects of Technology
Event planning
Researching and writing Grants
Establishing and growing Planed Giving
Establishing and growing a Direct mail campaign
Establishing and growing a Capital campaign
The seeking and tracking of all donations
Filing all Legal Documents ie: Society Report and CRA Reports

ADMINISTRATIVE ASSISTANT

Job Summary

The Administrative Assistant is the first voice and face for people contacting Lifetime Networks and must have excellent customer service skills. The Administrative Assistant performs multifaceted general office support. This position offers assistance to the Managers and reports directly to the Co Directors.

Responsibilities Include:

Front desk reception duties including answering inquiries via email, phone, and in person
Assisting with all aspects of administrative management, directory management, logistics, equipment inventory and storage.
Maintain data base: intake of new participants, employees, volunteers, and friends of Lifetime Networks, and recording required documentation.
Niche Groups: post, interview and hire facilitators and volunteers. Advertise and register participants. Invoice and issue receipts, reconcile expense reports.
Create and maintain events in the data base: create flyers, register participants, invoices and receipts.
Manage custodial staff, administrative and maintenance volunteers.
Invoice and track all CLBC and private contracts.
Manage inventory of assets and supplies, sourcing for suppliers, and submitting invoices.
Prepare and complete bank deposits.
Maintain photographs electronically. Archive annually.
Assist with fundraising events, issue thank you letters and charitable receipts.
Administrative support to the Board.
Manage quarterly newsletters.
Manage website.
Prepare business correspondence.
File management and maintenance.
Manage business machines.
All day to day operational matters.
Other related duties.

Qualifications:

Diploma in Office Administration or related plus three years’ experience in an office setting
Proven working knowledge of Microsoft Office, Word Press and desktop publishing
Experience taking Board Minutes and processing
Basic bookkeeping skills

Characteristics:

Strong work ethic
Productivity
Professionalism
Problem solving and critical thinking skills
Technical skills
Communication skills
Strong organizational skills
Customer focus
Teamwork and collaboration skills

MANAGER – HOST AGENCY AND COMMUNITY ENGAGEMENT PROGRAM

The Host Agency and Community Engagement Manager has two main responsibilities:

the development and coordination of community engagement and outreach programs

the mentoring and supervision of community support workers

The Host Agency and Community Engagement Manager reports to the Executive Director.

Duties/Responsibilities:

Coordinates programs and services, ongoing program development and measurable evaluation
Develops and implements appropriate short and long term plans for individuals with community support workers. Work with and lead the team in identifying potential problems.
Administration and management of community support workers including recruitment, training, orientation, supervision and appreciation.
Trains and Coaches Community Support Workers in all relevant aspects of community support for individuals
Facilitates ongoing communication and contact with individual(s) and families.
Ensures that the rights and needs of the individual(s) remains the primary focus of efforts, activities, methods and strategies implemented by the Community Support Worker.
Maintains an up-to-date knowledge of new trends in activity programming.
Prepares and ensures accurate, thorough and timely recording of individual information.
Provides input and meets with counselors, home share, DDMHT and other professionals with regard to the development of person centered program plans.
Oversees the management of the contact database for each individual and maintains up-to date records.
Other tasks as assigned by the Executive Director.

Qualifications:

Knowledge and experience supporting people with developmental disabilities. A basic knowledge of Fetal Alcohol Syndrome and Autism Spectrum Disorders an asset.
Post-Secondary Education in Human Services or other related fields.
Supervisory experience an asset.
Experience working within the not-for-profit sector/community-based organizations
Experience in program planning, implementation and evaluation.
Access to a personal vehicle and valid BC Driver’s License is an asset.

Traits/Characteristics:

Friendly and motivated.
Ability to multi-task and manage tight deadlines.
Highly organized with strong administrative skills.
Professional and responsible with sensitive and confidential issues.
Superior verbal/written skills, public relations, communication, problem solving and interpersonal skills.

MANAGER - BEING A CITIZEN PROGRAM

Lifetime Networks is a not for profit society that builds and maintains networks of lifetime friendships to support people with disabilities in Victoria, BC.

Administrative Structure

The Being a Citizen Program Manager reports directly to the Executive Director.

Responsibilities Include:

Overall development and delivery of the program curriculum, and evaluating its ongoing effectiveness
Researching community partners and programs to work in tandem with the Being a Citizen Program
Attending resource fairs and finding opportunities to promote the Being a Citizen Program
Developing and maintaining positive relationship with other agencies to better support the Being a Citizen program and its participants / families
Maintenance ofknowledge of community resources as they pertain to the Being a Citizen program and participants/families.
Arranging professional development opportunities for staff of the Being a Citizen program as including themselves
Recruitment and management of program staff and volunteers
Meeting with both potential and current participants and families
Creation of person centered plans as well as any associated updates/ modifications
Creation of safety documents as well as any associated updates/modifications
Reporting to the Executive Director and working with the Finance Director to implement a program budget
Managing petty cash and program expenses and purchases
Contributing as an integral part of the Management Team(i.e. contributing to the newsletter and any other promotional material)
Chairing once monthly Being a Citizen Staff Meetings
Accurately maintain all files and reports
Completing orientation process for all new participants in the Being a Citizen program
Ensuring emergency drill testing is performed at least once a year
Ensuring routine maintenance and custodial cleaning of program area

Qualifications:

Extensive related experience and/or relevant post-secondary education
Strong experience supporting persons with disabilities
Strong programming experience
Expertise teaching and leading groups
Knowledge of community resources

MANAGER - NETWORKS PROGRAM

Lifetime Networks is a not for profit society that builds and maintains networks of lifetime friendships to support people with disabilities in Victoria, BC.

Administrative Structure

The Networks Program Manager reports directly to the Executive Director.

Responsibilities Include:

Promote the Networks Program to community groups and families through orientations and community presentations
Meet with families and others interested in establishing a Network
Recruit, hire and train Network Facilitators
Provide leadership and monthly professional development to the Network Facilitators
Oversee payroll for Network Facilitators
Support the Network Facilitators with recruitment, training and support of Network volunteers
Connect at least monthly with families and individuals
As required provide conflict resolution to Networks
Contribute as an integral part of the Management Team

Qualifications:

Extensive related experience and relevant post-secondary education

Traits/Characteristics:

Organized and energetic
Motivated by creating connections among people
See the possibilities in others
Compassionate and understanding about the challenge of creating friendships, and the loneliness of isolation
Belief in the power of relationships
Have experience facilitating connections between people
Creative, flexible, friendly and able to relate to a diverse group of people
Able to establish trust
Hard worker who enjoys making a difference
Comfortable with public speaking
Strong leadership skills

BEING A CITIZEN PROGRAM INSTRUCTOR

Lifetime Networks is a not for profit society that offers support to people with developmental disabilities, Fetal Alcohol Syndrome and disabilities under the Autism Spectrum. We see a future where people with disabilities live safely in their communities, where they can fulfill their potential and enjoy lifelong friendships and support.

Job Summary

Being A Citizen is a post-secondary program for young adults with developmental disabilities. The program curriculum is centered about 7 overarching goals. Each curriculum day of the program focuses strongly on a specific goal. The Being a Citizen Program Instructor reports directly to the Manager – Being A Citizen Program.

Responsibilities Include:

Engaging in social interaction and role modelling with program participants
Facilitating direct social skills learning
Curriculum planning and implementation
Small group facilitation
Direct one to one support within group activities

Developing and maintaining positive relationship with participants / families
Creation of person centered plans as well as any associated updates/ modifications
Creation of safety documents as well as any associated updates/modifications
Responsible use of program petty cash for purchases and expenses
Contributing as an integral part of the Being a Citizen staff team
Maintenance of participant student work
Ensuring routine maintenance and custodial cleaning of program area

Qualifications:

Extensive related experience and/or relevant post-secondary education
Strong experience supporting persons with disabilities
Strong programming experience
Expertise teaching and leading groups

Characteristics:

Outgoing
Friendly
Interactive
Organized
Comfortable facilitating groups
Able to work as part of a team
Self-directed
Positive attitude
See the possibilities in others
Belief in the power of relationships

BEING A CITIZEN PROGRAM ASSISTANT

Job Summary

Being A Citizen is a post-secondary program for young adults with developmental disabilities. The program curriculum is centered about 7 overarching goals. Each curriculum day of the program focuses strongly on a specific goal. The Being a Citizen Program Assistant reports directly to the Manager - Being a Citizen Program.

Responsibilities Include:

Engaging in social interaction and role modelling with program participants
Facilitating direct social skills learning
Small group facilitation
Direct one to one support within group activities

Developing and maintaining positive relationship with participants
Responsible use of program petty cash for purchases and expenses
Contributing as an integral part of the Being a Citizen staff team
Ensuring routine maintenance and custodial cleaning of program area

Qualifications:

Extensive related experience and/or relevant post-secondary education
Strong experience supporting persons with disabilities
Experience facilitating or leading small groups

Characteristics:

Outgoing
Friendly
Interactive
Able to work as part of a team
Positive attitude
See the possibilities in others
Belief in the power of relationships
Flexible

EMPLOYMENT FACILITATOR

Job Summary

The Employment Facilitator is responsible for communication with the Employment Program of BC. The employment Facilitator will identify and create suitable, sustainable employment opportunities for job seekers in the Lifetime Networks Employment Program. The Employment Facilitator will also oversee all aspects of job-readiness for participating job seekers and provide opportunities for skill development. The Employment Facilitator reports directly to the Manager: Host Agency and Community Engagement

Responsibilities Include:

Assessing program readiness of new clients; Guiding new clients through the EPBC intake process.
Overseeing and assisting with Discoveries.
Job Development including job carving, customized employment development, and self-employment.
Regular communication with job seekers and their supports to plan for interviews, scheduling, transportation, and other related needs.
Maintaining and submitting in depth notes on the job seekers progress and efforts to secure employment opportunities in Client Connect; Uploading documents to Team Connect.
Keeping track of billing points; Submitting invoices to payroll; Approving payroll hours for employment staff.
Job maintenance; establishing healthy relationships with employers to facilitate job maintenance.
Training and supervising job coaches and program instructors in collaboration with the Manager: Host Agency and Community Engagement. Some direct job coaching and career cruising.
Representing Lifetime Networks at regional employment meetings (job developer’s breakfast)
Attending meetings with employment staff, EPBC, other Lifetime Networks Staff, and participating job seekers.
Networking and representing Lifetime Networks at various events (Chamber of Commerce, etc.) to gain community connections. Creating strong healthy relationships with employers and potential employers.
Maintaining a positive social media presence through the Employment Blog, Lifetime Networks Facebook Page, and personal networking profiles.
Researching, identifying, and teaching employment readiness skills to participating job seekers in both group settings and one-to-one; running a weekly employment skills workshop for participating job seekers.

Qualifications: