Position Title: Manager, Corporate Services (Manager, CS) Component/Team: Corporate Services Salary Scale: $71,934 to $86,668 Classification: PC3 Language Requirement: Designated Bilingual (English/French) Position Reports to: Executive Director Role Reporting to the Executive Director, the Manager, CS is responsible for the day-to-day operations of the Corporate Services Team, which includes administration, human resources (HR), occupational health and safety, information technology (IT), information management (IM), finance and communications. The Manager, CS, acts as a resource to the Executive Director and the Director Team in these service areas. The Manager, CS, facilitates the planning, development and implementation of team activities in consultation with the Executive Director. Reporting Relationship The Manager, CS reports to the Executive Director. POSITION REQUIREMENTS 1. Education Post secondary degree in public or business administration, related discipline or equivalent combination of education and experience. 2. Professional Experience Minimum combination of three years relevant supervisory experience in administrative services, preferably within a multi-disciplinary team in a health care or social services setting. Experience managing medium to large budgets within a multi-funded environment.
3. Qualifications - Essentials Knowledge and progressive experience in managing human resources, information technology, management information/client tracking systems, occupational health and safety and financial management systems Excellent time management skills and ability to prioritize multiple, conflicting demands Strong critical analysis, problem solving, planning, decision-making, leadership, organizational and change management skills Excellent interpersonal, communication (oral and written) and presentation skills Demonstrated ability to promote and model teamwork Excellent computer skills including word-processing, spreadsheets 4. Linguistic Profile Under the Centre s designation to provide French Language Services: - French (read and write) - Superior - English (read and write) - Superior 5. Personal Suitability The Manager, CS, for the purposes of the Signing Authority/Spending Limits Policy, has the authority to: Develop overall CCHC budget in collaboration with the Director team. Develop budgets for the corporate services team. Authorize expenditures within corporate services and in accordance with CCHC policies. Select and hire staff as assigned, develop and implement individual and team work plans, supervise staff, conduct performance reviews and approve leave requests for the Corporate Services team. Review job descriptions, position vacancies and employment contracts in conjunction with the Executive Director or appropriate supervisor. The Manager, CS consults with the Executive Director on the following: Legal issues. Serious staff performance issues. Proposal/budget adjustments or submissions. Other issues relating to Centre-wide policy or operations (e.g. privacy).
POSITION RESPONSIBILITES 1. Centre-wide Human Resources Management In accordance with approved policies, manages the development and implementation of cost-effective HR processes incorporating appropriate internal controls Manages overall HR activities, including recruitment, hiring, basic training and development Reviews employment contracts and job descriptions to ensure that they meet CCHC centre-wide practices and meet legislative requirements Identifies, recommends and updates new policies related to corporate services as required Ensures effective centre-wide hiring processes and supports are implemented Ensures integrity and confidentiality of HR systems and records Keeps up-to-date on legislation, regulations, practices and funder guidelines/requirements affecting CCHC HR systems, policies, practices and procedures, compensation and benefits and ensures CCHC compliance Problem-solves HR issues with supervisors as required Aware of policy/legislation interpretation to support the Director Team and staff Supports job evaluation or job review activities in collaboration with the Director Team Oversees the development of compensation systems and plans 2. Centre-wide Financial Management and Administration Oversees the development and implementation of cost-effective financial processes incorporating appropriate internal controls Ensures overall operation and integrity of financial systems, protection of CCHC assets and confidentiality of financial information Maintains currency with legislation, regulations, and funder guidelines/requirements affecting CCHC financial systems, policies, practices and procedures, compensation, benefits, other expenditures and charity and GST status and ensures CCHC compliance Oversees the preparation of and reviews routine internal and funder financial reports including variance analysis as required Oversees annual audit process Together with the Finance Coordinator, provides support to Director Team regarding financial planning and expenditures Reviews accounting and audit issues with Finance Coordinator, Executive Director, Treasurer, Board of Directors and auditors
Manages CCHC s financial investments and tenant leases in consultation with the Executive Director and Board Ensures appropriate insurance coverage in accordance with Board policy 3. Centre-wide Administrative Services Management Information Systems Oversees overall IT activities and ensures integrity and confidentiality of IT systems and records (e.g., computers, systems and application software) Oversees the design, implementation and maintenance of CCHC s IT system Oversees the implementation of new developments (e.g., internet, email, new software, CCHC website) Ensures through the Information System Coordinator, Health Data Analyst and/or Finance Coordinator that information reports are submitted to funders and in an accurate and timely manner Ensures through the Health Data Analyst that program information reports are submitted to relevant staff in an accurate and timely manner Ensures through the Health Data Analyst the appropriate maintenance, retrieval and confidentiality of computerized clinical records, program and administrative files Management of Property and Reception Oversees the property maintenance and security function, including the acquisition/maintenance of fixed assets and Centre s Reception Other Administrative Matters Oversees the Centre s Occupational Health and Safety Program Ensures research, development, approval and communication of Centrewide policies, procedures and communications in conjunction with the Director Team 4. Corporate Services Service Development and Delivery Responsible for overall service development, planning, coordination and delivery of Corporate Services Takes on special development projects with team and sub-teams Ensures development and implementation of teamwork plan Periodically shares information with the Director Team on appropriate service delivery initiatives
Financial Management and Administration Develops corporate services budget in collaboration with the Finance Coordinator, Executive Director and Director Team Oversees the monitoring and projection for corporate services budget and recommends adjustments as necessary Approves expenditures and delegates authority to Corporate Services team members in accordance with policy as appropriate Oversees effective finance and administrative systems to ensure smooth program functioning Human Resource Management Consults with the Executive Director on significant human resource issues Recruits and hires for position vacancies on the Corporate Services team, including completing necessary approval forms, establishing selection criteria and interview questions, chairing selection committee, checking references and ensuring orientation of new staff Conducts performance reviews and monitors performance of staff who report to Manager Chairs/organizes corporate service team meetings and sets agendas, facilitates discussion and information flow; promotes and enhances team functioning through support, coaching and conflict resolution Approves professional development including expenditures and scheduling for the staff who report to Manager Oversees attendance management and coverage for CS team Applies and provides policy/procedure interpretation for CS team as required 5. CCHC Strategic Direction Support Participates in CCHC operational and strategic planning process and takes a leadership role in determining the operational directions for corporate services Maintains an awareness of current issues in the CHC and non-profit sector Provides support for the development and implementation of new projects and programs, (e.g., identifies appropriate staff to take on new work, modifies workplan, negotiates workloads/space/equipment requirements, ongoing problem-solving) Organizes team planning events and is responsible for resultant team plans Provides regular reports/information to the Executive Director on key issues and activities related to the strategic directions of CCHC Monitors team workplans and participates in team and Centre-wide directional planning processes
6. Organizational Management Communicates decisions to the Corporate Services Team and provides interpretation/support as necessary Collaborates/communicates with Coordinators, Managers and Directors on Centre-wide issues such as service delivery, administrative supports, proposals for new services, development of policies, procedures Participates on committees, action teams and working groups as required 7. Standard CHC Employee Responsibilities All CCHC employees have some fundamental responsibilities that go beyond the confines of their occupations. These include: Administrative Contributes to the Centre s activities to collect, analyse and report on data and relevant information and participate in research Preserves confidentiality of all client and employee information and seeks to minimize risk while working with data Submits records of time worked and time off in a timely manner Maintains and develops professional competence, and where applicable, a professional licence to practice, through appropriate continuing education methods (e.g. peer interaction, literature review, conferences, courses, staff development leave, etc.) Complies and adheres to all applicable Centre policies and procedures Organizational Responsibilities Respects and values the diversity of the community and individuals Supports the Centre s student placement programs Contributes to the Centre s work by participation in activities that seek to strengthen collaborative and interdisciplinary teamwork, such as inter-component committees and working groups, strategic planning and accreditation Contributes to the Centre s practices of hiring, orienting and training of employees Participates actively in team meetings Consults with and provides support to team members and other CCHC employees regarding professional issues Participates in the Centre s strategic planning process Participates in the development of policies and procedures by providing feedback in the Centre s policy development process Works in a manner that incorporates health promotion and recognizes the determinants of health Participates in team and individual professional development opportunities
Occupational Health and Safety This position must also work within the scope of all legislative and Centre policies related to occupational health and safety. In this capacity, the employee: Works in a manner that promotes a safe, secure environment, and is compliant with the Duties of Workers under the Ontario Occupational health and Safety Act (Section 28) Must read and follow the Centre s occupational health and safety policies Works safely in consideration of the following job hazards: noise, workplace violence Uses the following personal protective equipment: a) personal duress device Participates in Occupational Health and Safety Training as required: AODA WHMIS Employee Safety Training Other (as required) I have read this job description and understand and accept the responsibilities outlines within. I have also been given a copy of this job description. Employee Signature Date Witness Last Reviewed: Reviewed by: Previous Reviewed Dates: