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Assistant Manager of Residential Services
The Elizabeth Fry Society of Ottawa is a non-profit community agency offering support and services to women and female youth who have been or may be at risk of being in conflict with the law. JF Norwood House is Elizabeth Fry’s transitional housing program. We offer twelve women a supportive living environment with accommodations for families. We are currently seeking an Assistant Manager of Residential Services.
Responsibilities as Assistant Manager:
- Assist Manager with supervision of students and staff assignment in Manager’s absence
- Assist Manager with residential waiting list
- Scheduling/filling shifts when required (ie. Staff have called in sick/requested leave)
- Verifying Case Notes entered by Residential Support Workers
- Monitoring Log Book Entries
- Providing Chore Chart for Residents
- Completing Clients Intakes and Exit Interviews
- Monitoring OMS entries by JFN staff and Parole Officers
- Liaise with Parole/Probation officer in Manager’s absence
- Assist Personal Support Workers with referrals for clients
- Provide primary counselling, resource referrals, crisis intervention, conflict resolution and support to all residents
- Participate in the shift schedule rotation as part of our 24 hour staffing model; must be awake at all times when on shift and responsible for the supervision of the residence
- Maintain accurate and up-to-date records and statistics regarding all aspects of service delivery
- Be acquainted with each resident’s individual program plan, identify needs, recommend changes in individual program plans, and provide assistance that is consistent with the overall plan for each individual
- Other duties as assigned
Qualifications:
- Awareness of and commitment to women’s issues with a thorough understanding of racism, classism, sexism, homophobia, violence against women and transgender issues
- A positive attitude
- Understanding of alcohol and drug use and related issues
- 2 years experience working in a Residential environment
- 2 years experience working with communities who face multiple barriers such as poverty, discrimination, criminalization and lack of housing
- Excellent organizational and time management skills; second language skills are an asset
- Excellent interpersonal and crisis intervention skills
- Skills in community development, advocacy and mediation
- Ability to work flexible hours, including overnight shifts and weekends and holidays
- Must be able to pass security clearance
- University level education in social sciences such as criminology, psychology, women’s studies, sociology.
The Elizabeth Fry Society of Ottawa is dedicated to achieving a workforce that reflects the diversity of the community it serves and encourages applications from equity seeking groups.
The position of Assistant Manager of Residential Services salary will be determined based on qualifications and experience. The salary range for this position begins at $16.00 per hour.
The deadline for applications May 18, 2012 at 4:00pm. We thank all candidates for their interest but only those invited to an interview will be contacted. Please send a resume and cover letter, electronically to: Lynn Dubien, Executive Assistant lynn.dubien@efryottawa.com
Office Administrator
The Elizabeth Fry Society of Ottawa is a non-profit community agency offering support and services to women and female youth who have been, or may be at risk of being in conflict with the law. Elizabeth Fry Society Services are holistic, client centered, strength based and gender specific.
Type: Office Administrator
Hours: 37.5 hours per week - Full Time
Rate of pay: $32,000 per annum
The Office Administrator’s key responsibilities are to work with the Executive Assistant to ensure the office is efficiently and effectively managed, to provide reception duties to clients and stakeholders, and to work with the Executive Director and the Accountant on the organization’s reporting requirements to funders.Primary Duties and Responsibilities:
- Provide administrative support to the Executive Director and Management team of the Elizabeth Fry Society of Ottawa including, but not limited to creating proposals and preparing funding reports.
- Receive and screen telephone calls, emails and faxes, provide information and resolve complaints, which regularly requires the use of good judgment and the interpretation of policies and procedures.
- Administer the Employee Health Benefits Plan.
- Processing of staff timesheets.
- Maintenance of Employee Leave Schedules.
- Processing of all donations as per established policy.
- Purchase and distribute bus tickets to clients according to established policy.
- Monitor the number of bus tickets and submit cheque requisition when the supply is low.
- Monitor and update the Elizabeth Fry website as required.
- Prepare reports and documents using computer software ensuring accurate and timely processing.
- Sort incoming mail, faxes, and courier deliveries promptly for distribution.
- Prepare and send outgoing faxes, mail and courier parcels using appropriate office procedures.
- Establish and maintain confidential filing systems that include; archive files, fiscal files, fixed files, suppliers, funders etc.
- Reception duties as required.
- Manage the office supplies inventory.
- Code and file material according to the established procedures.
- Update and ensure the accuracy of the organization's databases, including Excel, Microsoft access; specific to mailing lists, funders list, vendor lists, membership lists etc.
- Back-up electronic files using proper procedures.
- Coordinate the maintenance of office equipment including the phone system and IT support to ensure the smooth running of the office.
- Assist the Executive Assistant in organizing and managing events to ensure that the logistics are well planned and run smoothly such as AGM, Staff Professional Development and workshops.
- Liaise with different departments to ensure effective communication as it relates to administrative support, (supply inventories for house, office etc.).
- Coordinate and participate in community networking events.
- Update and retain the Elizabeth Fry Society’s membership lists.
- Other duties as assigned by the Executive Director or Manager of Operations.
BANKING RESPONSIBILITIES:
- Enter payroll in accordance with instructions only when Accountant is on vacation.
QUALIFICATIONS:
Educational Requirements:
- High School graduate with post-secondary courses in office administration, accounting and computer software or relevant experience. Must have solid mathematical abilities. Post-secondary qualifications in a related field are an asset.
Experience Requirements:
- Minimum of 2-3-years experience in an office administration capacity.
- Experience working on proposal creation and funding reports.
Skills required:
- Extensive knowledge of filing systems and procedures
- Proven ability to prioritize tasks and effectively manage time
- Organizational ability
- Superior knowledge of computer software, specifically in word processing, spreadsheets and databases including Microsoft Access and Excel program
- Basic understanding of generally accepted accounting principles and practices is an asset
- Bilingualism is an asset
- Excellent oral and written communication skills
- Excellent people skills
- Must be client oriented
- Strong initiative – must be able to work on own.
- Displays good judgment
- Team player
- Respectful of client and agency confidentiality issues
- Sound judgment
- Dependability
- Able to exercise tact and discretion
Work Environment:
- The position requires the employee to work 5 days per week during the day in an office environment. Occasional overtime evenings and weekends may be required.
PHYSICAL REQUIREMENTS:
- Requires considerable time sitting at a desk and working on a computer.
- Occasional lifting of heavy items such as boxes of paper/archived files or computers.
OTHER RELATED DUTIES:
- Attend organizational functions i.e. fundraisers, Annual General Meeting and other events.
