Program Director

Westminster House helps women, youth girls, and all female-identifying persons reclaim their lives and heal from addiction.

We are a gender-specific bed-based treatment centre with a strong focus on the social model and community. Our programs recognize that women seeking alcohol and drug addiction treatment have specific needs. There are differences between the challenges men face and those faced by women when it comes to initiating and sustaining recovery. Many women have additional familial responsibilities and experience social stigma attached to women who can't control their alcohol or drug use.
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Reporting to the Program Director, the Administrative Assistant is responsible for office management, support staff supervision and clerical support to the team in accordance with the standards set out by the agency. Working with the Development and Programing team, The Administrative Assistant participates in strategic planning and programming initiatives in addition to facilitating the day to day operations of the facilities. She works within the guidelines, policies and mission of the agency and will be accountable and responsible for specific projects as assigned.

Duties

Ø Adheres to Policy and Procedures and is familiar with the Policy and Procedures Manual with emphasis on Human Resources, Code of Ethics and Rights of Person Served

Ø Ensure that the office is appropriately staffed and organized

Ø The ability to delegate, and provide direction and motivation to staff team in order to ensure tasks are carried out in an effective and efficient manner in order to maximize team and facility results, as well as deliver appropriate client care

Ø Ensure all incoming telephone calls are promptly answered and delivered to the appropriate staff member

Ø Closely monitor fax messages as well as carry out clerical functions as needed such as faxing telephone, filing, computer, data entry and photocopying, etc.

Ø Prepare data entry, develop and maintain, and generate statistical reports, relative to client services as needed by Executive Director and/ or the Fraser Health authority.

Ø Represent Westminster House at outside agency meetings

Ø Interact professionally and effectively with statutory bodies such as Community Care Licensing staff, Fraser Health Authority, and other Government bodies as required to ensure funding processes and licensing guidelines are being adhered to

Ø responsible for the day to day running and long term maintenance of the facilities required to deliver the programs and services of the organization

Ø interact respectfully with clients and have the ability to resolve and mediate conflicts both individually and in a team setting in order to ensure client care is being provided according to the standards set out through the agencies visions and objectives

Ø The Administrative Assistant is the designated the Westminster House Safety Representative as required under Occupational Health and Safety Regulations

Client Services

Ø With aim of maintaining the beds at full capacity, monitor the recovery space capacity/turnover and ensure that prospective clients waiting for intake and their funders are preparing for the availability of residential space in a timely manner

Ø Liaise with the management team and the Case Workers so that they are advised of the funding status of clients on the wait list and are able to deal promptly with clients and to conduct the necessary screening processes

Ø Conduct initial telephone screenings with potential clients, providing program information and entry requirements in order to assist them with prompt access to services

Ø Support the Case Workers/Counselors and Support Care Workers to set up intake appointments; and assist them in the intake of new clients including the preparation of client admission forms, health and safety plans, and oversee that client binders are updated and intake binders are ready

Ø Advise the Case Workers if any client behavior is observed that could have a negative impact on the recovery of the client or any other resident

Ø Liaise as required with clinical team in the implementation of program plans to address clients’ areas of concern. Work as part of the team in developing strategies to address areas of difficulty

Ø Observe and document in the FYIDB system any issues that relate to client recovery

Ø Liaise with Case Workers to ensure that clients can get to appointments and /or transport them as needed

Skills Required:
Ø Experience in a social assistance/non profit sector is a highly sought addition.

Ø Able to work on own initiative and with minimum supervision in relation to the performance of the duties of the position

Ø Sound computer skills and excellent comprehension of MS Office

Ø Excellent organizational skills

Ø Professional, confident attitude yet, relaxed with the ability to interact with a wide variety of people

Ø Excellent communication and leadership