Manager of Operations - Victoria, Canada - Island Community Mental Health

Description

Island Community Mental Health:

Operating since 1956, Island Community Mental Health (ICMH) is a leading non-profit organization committed to delivering the best practices in evidence based programming and service provision within the mental Health and substance use sector.

ICMH provides person centered, recovery oriented, and psycho-social rehabilitation (PSR) informed-care across a spectrum of services including housing and housing supports, group and one-on-one programming, and in Licensed Care settings.

We promote personal wellness and community integration by providing meaningful and effective services to our clients, residents and community members living with the experience of mental health challenges.

More information is available at:

The Position:

The Manager of Operations works in close collaboration with senior leadership to support the mission and vision of the organization by effectively managing keys aspects of day to day operations ensuring systems and administrative efficiency, reliability, safety and security. This entails supporting the capacity of a large cross-functional team within shifting environments across several sites. A primary responsibility of the role is ensuring the maintenance of all internal IT infrastructure/ and technology, systems, networks and database's. This includes the administration of the agencies client management system, operating system, email, physical set-up and maintenance of workstations, cell phones, and associated vendors, etc. As such the role works collaboratively to manage system risk, IT and information security and privacy including document development and controls as well as organizational safety needs such as emergency management planning. The role is also responsible for administrative systems and procedures, such as supply and inventory management practices.

The Manager of Operations will provide direct supervision to admin staff in a unionized work environment and reports directly to the Director of Finance and indirectly to the Executive Director.

Accountabilities

1. An ICMHA Manager of Operations

a) Takes direction from and works collaboratively with leadership team members on the development, implementation and oversite of projects and position responsibilities.

b) Manages admin staff including carrying out duties such as performance and attendance management, assigning work, providing feedback and evaluation, determining training requirements, orienting new staff and maintaining timekeeping and attendance records

c) Develops mutually respectful relationships with representatives from all levels of organization

d) Ensures specific day-to-day operations are aligned with the strategic objectives and operational priorities as directed by the ICMH leadership team, and comply with operational policies, procedures and funding agreements.

e) Conducts operational planning in collaboration with leadership team members, to ensure the organization anticipates and adapts to changing conditions and future developments.

f) Manages, in collaboration with Leadership team, compliance of quality standards, procedures in alignment with legislation, regulations, contract obligations, accreditation standards, collective agreements and best practices.

g) Manages related program finances (e.g. including program expenditures, payroll and benefits) in collaboration with the Director of Finance, and within approved budgets consistent with financial management policies and procedures.

2. IT, Systems, tech infrastructure

a) Oversee organizational IT infrastructure and equipment including, database, cell phones, desktops etc. across various sites.

b) Serve as first point of contact for all IT questions or issues for employees; Coordinating with and providing IT support to staff/operations

c) liaises with Finance Director and coordinates with IT contractors and/or service providers to address issues, as needed

d) Oversee the development and implementation of risk management, data confidentiality safeguards, and handling of electronic information policies

e) Train staff on how to log into computers, office equipment and other related equipment to their position, Training and assisting other staff in the use of standardized software/hardware products

f) Regularly review and make recommendations on continuous improvements to optimize digital systems and regulatory compliance

g) Partner with multi-disciplinary teams to improve proprietary tools and systems

h) Initiates and maintains relationships with key contacts to collaborate on initiatives, seek/obtain funding, exchange information and advance ICMH objectives.

3. Administration

a) Oversight and management of front office infrastructure, staff and supplies to ensure efficient day-to-day operations

b) Maintain ongoing collaboration and communication with directors, managers, staff, and vendors to ensure staff members are equipped with the administrative supplies and equipment needed for their roles

c) Assess needs and assist with purchases of equipment for organization, in consultation with Finance Director

d) Track administer and manage requests for supplies from staff

e) Develops and controls internal documents, streamlining forms, formats and branding

f) Manage relationships with key operations vendors

g) Assists with the development and implementation of administrative policies and procedures, and best practices to support the organization's goals

4. Organizational Safety

a) Collaboratively monitors safety risks and informs the CEO of identified risks or potential liabilities and recommends action, where appropriate.

b) Collaborates to develop, implement and manage emergency preparedness planning such as fire marshalling, earthquake readiness and other such needs

c) Work closely with leadership and JOSH committee to ensure sites remain compliant with safety requirements

d) Ensure first aid and safety gear is up to standards and staff have needed training

5. Manages program documentation and reporting:

a) Acts as Privacy officer for organization to ensure internal document security, storage and transparency

a) Maintains information systems for program-related data consistent with information and privacy requirements.

b) Manages operations related reporting, including statistics, key performance indicators, status reports, etc. including formal reports, web-platform materials, etc. for ICMH leadership and funders.

6. Manages Projects, Initiatives and other related duties.

a) Informs the development of options and recommendations and/or manages implementation of new/improved initiatives and/or advance ICMH licensed care-related objectives, under direction of the ICMH leadership team

b) Participates in special projects to advance the organization's strategic priorities (ex. accreditation)

c) Participates in selected committee/workgroup activities; Quality Improvement

d) Participate in fund development work including Request for Proposals (RFP), grant applications, contract negotiations, etc.

e) Represents and Provides logistical support for events, workshops, and other program activities.

f) Other related duties as assigned

Requirements

Staffing Criteria

Education:

· A diploma in Computer Science or Computer Engineering or a technical diploma with an IT designation; degree or certificate in Business administration or equivalent preferred

Experience:

· A minimum of 3-5 years' recent, related experience including at least one year supervisory experience

· Related experience in non-profit environment is an asset.

Note: An equivalent combination of education and experience may be considered.

Knowledge of

· Proficient in the use of personal computers, office productivity software, and common business computer technologies (e.g., advanced skills in Windows and Microsoft applications, Word, Excel, printers, copiers, and scanners etc.).

· Strong knowledge of Social Media platforms, WordPress, Canva, and databases

· Familiarity with digital communication tools and platforms, including email, video conferencing, and social media, to facilitate remote collaboration, information sharing, and engagement.

· Working knowledge of Provincial Occupational Health and Safety

· All aspects of program and performance management, and reporting.

· Human resource management and supervision.

· Stakeholder engagement.

Skills & Abilities

· Experience with system administration of applications, databases and integrations.

· Experience in assessing emerging IT trends, legislative changes, IT security and compliance trends & developments to ensure optimum systems infrastructure and performance of company systems and processes.

· Experience in implementing IT security best practices across an organization.

· Strong technical proficiency and experience with Microsoft technologies, Windows operating systems, networks, servers, systems administration, and SQL database administration/reporting.

· Ability to manage and balance management/administrative demands and team dynamics in a fast paced, high-pressure environment.

· Ability to work independently and collaborate effectively with team members.

· Excellent relationship building ability.

· Superior written and oral communication skills and presentations skills, and attention to detail.

· Strong organizational skills.

· The ability to achieve deadlines within timelines while balancing multiple priorities.

· The ability to manage effective working relationships with a wide network of stakeholders and collaborate on initiatives of mutual benefit.

Additional Required Qualifications

· Must successfully complete a Criminal Record Check through the Ministry of Public Safety and Solicitor General.

· Proof of COVID-19 vaccination.

· Negative TB test.

· Proof of compliance with the Province's standard immunizations.

· Must have a vehicle and valid drivers' license.

· Limited travel is required.

· Must be available to be on-call in off hours for emergency call out.

Benefits

Salary: $70,000.00-$75,000.00