Office Manager

The Ottawa Rotary Home has been supporting families for over 30 years. We provide both respite and residential support to individuals with special needs. Our professional front-line and nursing staff specialize in supporting infants, children, and adults with physical disabilities & complex medical needs.

**Position Summary**:
The Office Manager, under the direction of the Executive Director, provides direct support to all senior management team members. This position provides support and leadership in the areas of operations, human resources, health and safety, compliance, and property/equipment management.

**PRIMARY RESPONSIBILITIES**

**Related to Operations**:
Provide operational support to the Director of Operations, including change management assistance in response to changing operational processes and procedures. Design and implement change management steps to ensure acceptance by the Agency's general employee population.

Supports program Directors and managers with human resources and administrative support and advises as required.

Develop, maintains, and introduce organizational policies and operating procedures and ensure adherence throughout the organization.

Provide support to Executive Director in employment equity practices, plans, and legislation and ability to incorporate equity and diversity into HR and organizational processes, including policy development.

Participate as a key contributing member to various committees as determined by the Executive Director from time to time.

We are continuously updating the Executive Director and Directors regarding operational challenges, projects, and other issues of oversight responsibilities.

Ensure that other stakeholders, i.e., Ottawa Shared Services Organization [OSSO], are engaged at all levels.

**Related to Human Resources**:
Provides support and advice to the service provider, OSSO's Human Resources team, in implementing all human resource responsibilities in conjunction with the senior management team.

Oversee development and implementation of total rewards, including compensation, benefits, attendance and performance management systems, and other related reward strategies.

Manage and resolve escalated compensation (base pay and incentive) inquiry cases in accordance with policy, organization values, and employment standards.

Manage the year-end incentive programs and annual increases, providing guidance to all levels of management, including director-level members.

Provides support and advice to service provider OSSO's Finance team in managing the full cycle of payroll data collection. Hands-on support and guidance to ensure accurate payroll processing Including but not limited to consulting with all members of management to ensure accurate data is provided.

Ensure that other stakeholders [OSSO] are engaged at all levels.

**Related to Health and Safety**:
Holds primary responsibility for Occupational Health & Safety and Workplace Safety & Insurance Board standards. Sit as Chair of the Health and Safety Committee.

Collaborate with the Staff Relations Committee, JHSC team, and staff to ensure duties are performed in compliance with the Occupational Health & Safety Act, Regulations, ORH Safety Policies, and Project Specific Initiatives such as community clinics.

Oversight of and responding to any safety issues (Executive Director, Directors, Joint Health and Safety Committee), including reporting and taking necessary action to ensure the safety of the operation.

**Related to Compliance**

Ensures all personnel documentation and other related files are accurate and up to date in accordance with MOL and MCSS/MCYS requirements.

Ensure that all MOL and MCSS/MCYS compliance requirements are met concerning the operational plant at all agency sites. Responsible for establishing, monitoring, and ensuring the annual schedule for compliance-related inspections for agency facilities.

Researches and consults with senior management, service providers, and other stakeholders to identify issues impeding compliance and make recommendations regarding changes.

Responsible for negotiating with service providers and ordering supplies for the organization, including maintaining vendor relationships for the Agency's benefit.

**Related to Agency Property and Equipment**

Function in an operational role having oversight of ensuring the efficient operation of the Agency's physical plant at all operational locations. Responsible for establishing, monitoring, and ensuring our facilities' annual schedule for compliance-related testing and inspections.

Manage all vendor service calls, including developing and initiating RFP requirements, assessing and responding to quotes, follow-through on outstanding service tickets, and assisting in identifying and making operational and capital budgeting recommendations.

**QUALIFICATIONS**
- Post-Secondary diploma/degree or certification from an accredited college or university business administration or a relat