Full Time Assistant Director

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Published
November 24, 2022
Location
Toronto
Job Type
Ministry Unit/Dept:
New Hope Leslieville – Hotel Program
Salary Range:
$49,668.74 - $74,503.10 per year
Address:
Norfinch Drive
Posting Expires:
December 3, 2022
Applications Accepted By:
Brenda Wootten: Brenda.Wootten@salvationarmy.ca

Description

-

KEY RESPONSIBILITIES:

Assists the Director with the Administration of the Hostel:

General:

  • Schedules meetings, prepares agendas, takes and circulates minutes as needed
  • Orders and maintains adequate office supplies and other supplies as needed; arranges for maintenance of office equipment
  • Opens and distributes incoming mail, processes outgoing mail including materials of a confidential nature
  • Regularly updates shelter statistics, SAMIS database, contact lists, and building inventory
  • Negotiates contracts for approval by administration (i.e. HVAC, water treatment, electrical, major repairs/renovations, and new construction)
  • Attends committee, conferences and agency meetings as requested by the Director
  • Participates in the planning, developing and executing the strategic plan
  • Assists in the development and implementation of policies and procedures
  • Assists with planning and facilitation of staff outings and events

Human Relations:

  • Assists with Human Relations management including completing and submitting Employee Transaction Forms, preparing letters of employment, and personnel filing
  • Prepares, updates, and submits job postings
  • Assists with the recruitment, selection and orientation processes
  • Responsible for the security and maintenance of all personnel files ensuring the protection of extremely confidential and sensitive material
  • Responsible to maintain employee databases, contact information and seniority lists
  • Consults with Director of Human Relations as needed

Finance:

  • Performs various accounting duties such as payroll, accounts payable, accounts receivable, issues official tax receipts, handles and reconciles petty cash and other related accounting duties (e.g. banking deposits and preparing reports)
  • Responsible for the security and maintenance of all financial files
  • Drafts annual budgets for ministry unit(s) under the supervision of the Director and Business Manager; monitors budget expenditures to ensure compliance
  • Consults with the Business Manager as needed

Oversees All Aspects of the Property:

Oversees the day-to-day operation and maintenance of the property:

  • Ensures residents and community members receive proper customer service while relating to the housekeeping & maintenance staff
  • Monitor and implement the Centre Fire, Pandemic and Emergency Disaster Plans
  • Develops, monitors and maintains the Preventative Maintenance program
  • Oversees the linens and catering contracts
  • Oversees the services and preventative scheduling for the mechanical equipment, HVAC system, telephone system, IT, video, security and alarm system
  • Ensures the facility vans are maintained and repairs are carried out as necessary
  • Ensures the facility is stocked with the janitorial supplies and other materials
  • Responsible for the security of the facility
  • On call duties 24/7 for emergency building issues as scheduled

Supervises and provides day-to-day direction to the Residential Supervisor, Housekeepers and Janitors:

  • Schedules, conducts and documents supervision using the PEAC format
  • Conducts annual performance reviews and evaluations
  • Facilitates hiring and orientation for new staff
  • Chairs and minutes regular team meetings
  • Ensures all Residential Workers perform their duties as defined in policies and procedures / task lists
  • Ensures compliance with Toronto Shelter Standards and relevant legislation
  • Ensures Director is kept informed of all incidents and that proper documentation is carried out
  • Ensures that all computer records, logbooks, reports, and other administrative tasks are done accurately and consistently
  • Chairs and minutes regular team meetings

Assists the Director to ensure that all Health and Safety requirements specific to the facility is in compliance with the Occupational Health and Safety Act

  • Serves as the Management Chair for the Health & Safety Committee with the responsibility to report any serious problems or infractions to the Director or designate
  • Performs workplace inspections
  • Conducts information sessions (safety talks, staff meetings)
  • Conducts incident investigations
  • Conducts / facilitates employee health and safety training as needed
  • Makes recommendations and/or corrects substandard acts or conditions
  • Performs employee safety observations
  • Ensures compliance with the Occupational Health & Safety Act
  • Responsible for facility Health & Safety policies

Written and Verbal Communication

  • Develop and document business requirements, process and reports as needed
  • Develop and document options and recommendations to issues and problems
  • Support key stakeholders in understanding the implications of options and decisions

Reporting

  • Create and maintain list of reports required for health and safety compliance purposes
  • Support external reporting requests as needed

WORKING CONDITIONS:  

  • The hours of work are: 40 hours for full time and requires on call responsibilities and flexibility for evenings and weekend shifts as needed
  • Work outside their scheduled hours or to work past their time due to emergencies or a change in shelter operations
  • There may be frequent interruptions and multi-tasking required
  • Working environment is in the shelter locations in generally agreeable conditions
  • This job is not overly physical in nature; however, you may be required to provide First Aid CPR, and administration of Naloxone
  • The performance of the job requires moderate to high attention to respond to any emergencies the Residential Workers require support fora
  • May interact with clients with erratic/aggressive behaviours
  • May deal with angry and/or abusive people
  • May deal with verbal abuse
  • Odours
  • May deal with bodily fluids
  • May encounter sharps, safe drug supplies
  • May deal with onsite pest infestations (bed bugs etc.)
  • Physical attacks by others
  • Exposure to infectious diseases
  • Exposure to toxic chemicals
  • Moving Objects
  • Sharp Objects (i.e., needle pricks)
  • Electrical Hazards
  • Repetitive strain injuries (e.g., back, wrist)

HEALTH AND SAFETY RESPONSIBILITIES

  • Comply with the provisions of the Occupational Health and Safety Act and Regulations
  • Adhere to the agency’s Health and Safety Program
  • Report accidents/injuries/workplace hazards in a timely manner
  • Conduct facility security/safety rounds on a regular basis according to policy
  • Adhere to all Health and Safety Policies of the agency

 

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

  • Minimum 2 years at a community college or equivalent work experience
  • Certification in Standard First Aid/CPR and Non-violent Crisis Intervention
  • Current holder of Health and Safety certification or ability to obtain would be an asset
  • Alternative combinations of education and experience may be considered

EXPERIENCE AND KNOWLEDGE:  

  • Minimum 5 years of experience in related environment with strong supervisory skills
  • Knowledge of Building codes, Fire & Safety codes and the OHSA

SKILLS AND CAPABILITIES:

  • Custodial, general repairs, building systems, fire safety, and electrical systems experience
  • Attention to detail, problem solving and analytical skills.
  • Strong sense of integrity and confidentiality with professional ethics and a balanced sense of fairness and flexibility.
  • Strong interpersonal skills
  • Strong computer skills
  • Ability to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check with vulnerable sector screening
  • Ability and willingness to develop an understanding and support for the mission and purpose of The Salvation Army in Canada and its implications as related to position responsibilities

 

 

In support of our commitment to a healthy and safe workplace and community, The Salvation Army (TSA) has a vaccination requirement for all new employees within the Province of Ontario, Social Services sector.  The successful candidate will be made an offer of employment on the condition of being fully vaccinated against COVID-19 and will be required to provide proof of full vaccination, prior to their employment start date. The requirement to be fully vaccinated is subject to provincial human rights legislation. If the candidate is unable to vaccinate for a reason protected by the Human Rights Code, a request for accommodation can be submitted and written proof satisfactory to TSA will be required.

 

The Salvation Army offers accommodation for applicants with disabilities in its recruitment process.  If you are contacted to participate in an interview or screening process, please advise us if you require accommodation.

We thank all applicants, however, only those candidates to be interviewed will be contacted.

You must advise your managing supervisor of your intentions prior to submitting your application.

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