Office Manager, Family Services

3 weeks ago

Victoria, Canada Surrounded By Cedar Child & Family Services Full time

**Surrounded by Cedar Child & Family Services**

**Position Description**
- **Office Manager**_

**Who We Are**:Located on the traditional territories of the Lkwungen People, Surrounded by Cedar Child & Family Services’ (SCCFS) vision is to support the empowerment of the urban Indigenous community to continue the reclamation of traditional systems of caring for and protecting children so no child or youth will be placed into care. As an urban Delegated Indigenous Agency, SCCFS is committed to providing child and family services strongly rooted in Indigenous cultural values and world views while ensuring urban Indigenous children and youth grow up connected to family, community, and culture.

Surrounded by Cedar receives its delegation through the Provincial Director of Child Welfare, who gives the agency the authority to undertake administration of parts of the _Child, Family and Community Service Act (CFCSA)_. Under its current delegation agreement, Surrounded by Cedar administers C3 (Family Services) & C4 services (Guardianship).

SCCFS strives to be a culturally safe employer, with a keen focus on Indigenous recruitment and retention. While working at the agency, employees will be involved in various cultural knowledge sharing opportunities, activities, and ceremonies, while being actively engaged in urban Indigenous community events.

**Position Summary**

Reporting to the Executive Director, the Office Manager manages specific tasks that support the overall functioning of the agency and oversees the day-to-day operations of the Administrative Team including supervision of administrative support and front office team members. This position coordinates SCCFS’s technology and communications programs and may provide confidential, high level administrative support to members of the Leadership Team. The Office Manager also manages complex and sensitive issues with tact and discretion and is a member of the Leadership Team.

**The Opportunity**:Join a team that values your contributions and allows you to grow your career while utilizing your unique skills, creativity and passion for making a meaningful difference in the lives of urban Indigenous children, youth and families. In the role as _**Office Manager (Family Services)**_, you will have the opportunity to:

- Supervise a strong and dynamic Administrative Team
- Support the overall functioning of our 2nd location and the work of our Family Services Team
- Coordinate the IT and communication needs of this new and growing team
- Oversee the management of Family Service records and documentation
- Participate as part of the agency’s Leadership Team

**Primary Responsibilities**
- Supervision_
- Provides direct supervision while overseeing the day-to-day activities of the Administrative Team.
- Provides leadership and direction while creating a well-motivated team capable of providing and developing high standards of performance.
- Creates availability to the team for debriefing and consultation as required.
- Supports the ongoing professional development of each member of the team.
- Communicates effectively and ensures clarity of responsibilities.
- Coordinates and leads regular Administrative Team meetings.
- Human Resources_
- Ensures the operational needs of the Agency are given the utmost importance while managing the day-to-day functioning of the Administrative Team.
- Supervises staff including the assignment of work, develops and evaluates performance plans, approves leave, responds to grievances, conducts workplace investigations, and initiates discipline processes when and as required.
- Establishes and communicates performance expectations to team members and conducts probationary reviews and helps develop and monitor annual performance plans.
- Determines and identifies staffing resources, succession planning and training needs.
- Participates in the development and deployment of employee retention strategies.
- Assists with the recruitment of new employees utilizing the agency’s recruitment and onboarding processes, making hiring recommendations to the Executive Director.
- Orients and trains new employees; motivates and manages team and individual employee performance.
- Manages the process for responding to complaints from the community and/or clients and ensures clients receive adequate information, support, and services.
- Maintains policies and practices to ensure the safety of Administrative Team Members.
- Ensures team members have the tools, training, and resources necessary to accomplish their work.
- Approves leave requests and coordinates, or steps in, to provide back up for the Administrative Team during vacation or other absences.
- Information Technology (IT) & Communications_
- Liaises and coordinates activities with various IT service providers.
- Sets up/modifies/deletes employee profiles, LAN permissions and security groups.
- Functions as a Security Administrator with the Province of British Columbia, arranging and ca

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