POSITION DESCRIPTION
SENIOR MANAGER, CHILDREN, YOUTH AND FAMILY SERVICES
Kildonan UnitingCare, is an agency of the Uniting Church in Australia which operates the largest welfare network in Australia, and is committed to assisting to develop and sustain a society that values and cares for its children. All children who have contact with Kildonan staff whether directly or indirectly have a right to feel and be safe. Based across sites in the northern suburbs of Melbourne, Kildonan works to develop thriving and inclusive communities based on respect, justice and compassion for all people by empowering individuals and families to improve their lives, through the provision of effective community services and addressing issues of social and economic hardship. POSITION TITLE Senior Manager, Children Youth and Families (Maternity Leave Replacement) REPORTS TO Executive Manager, Child, Youth & Family Services RELATES TO Senior Managers and Team Leaders Kildonan Relevant Federal, State, Local Government departments Heidelberg Magistrate Court Relevant Community Service Organisations Partner Organisations Programs across Kildonan UnitingCare organisations within the UCV&T network
PORTFOLIO/DEPARTMENT Child, Youth and Family Services
DATE March 2014
POSITIONS REPORTING TO THIS ONE To be confirmed following organisational restructure
AUTHORISED BY Executive Manager, Child Youth and Family Services REVIEW/EVALUATION Annually
KEY ROLE The Senior Manager Children, Youth and Family Services is responsible for the daily operational management of funded family violence, youth and integrated family services programs. This role provides senior leadership and management to program staff with specific responsibilities in program planning, implementation and evaluation activities across the range of specific services. The Senior Manager role will play an active role in the development of new services aligned to the mission and values of the organisation and oversees the provision of direct services by a range of staff to men, women and children referred by a range of agencies including child protection, Department of Justice (Heidelberg Courts) and community service organisations. Referrals may also include self-referrals. Oversight in service provision includes ensuring risk is appropriately and quickly identified and responded to, staff are well supported and high standards of clinical care are followed. A number of programs are delivered through cross agency partnerships which the Senior Manager will support.
POSITION OBJECTIVES Ensure multi-disciplinary teams meet program service agreement requirements and achieve quality, effective client outcomes. Ensure direct reports are supported to undertake their roles and responsibilities. Proactively contribute to Kildonan’s senior leadership group. Undertake catchment and program planning, implementation and evaluative methodologies to monitor program designs and outcome efficacy. Provide accurate information and briefings to funding departments on outcomes, data and project progress. Support the development of integrated program models of practice and delivery in conjunction with the Executive Manager (EM). Proactively and positively manage key stakeholder relationships including chairing networks and participating in partnership initiatives. Proactively manage Kildonan’s relationship with Heidelberg Court and Victoria police. Be responsible for managing budgets, including the distribution of brokerage funds, and reporting against these funds. Identify and communicate key risks, relating to Children, Youth and Families program areas to the EM in a timely manner. Assist the EM in the promotion and development of services including new growth opportunities, promoting at all times Kildonan’s strong reputation.
KEY RESULT AREA Leadership, Innovation and Organisational Development
%
KEY TASKS
KEY PERFORMANCE INDICATORS
Weighting
TIME FRAME
Foster the development of the organisation’s culture and identity, encouraging Kildonan staff to share and exhibit the same sense of identity and passion Foster a positive, proactive and solution focused culture across Children, Youth and Families programs Provide proactive and strategic input into relevant partnerships, networks and cross organisational activities to represent Kildonan in a positive manner Lead and facilitate internal and external working groups and networks to enhance service delivery in specific areas Encourage and support staff participation in internal and external activities and their proactive and positive representation of Kildonan
Completion of service area and operation plans
Annual
Completion of quality/Continuous Improvement Plans and expectations (program and organisational)
Ongoing
Active contribution to DHS and other audits
As needs Ongoing
Active monitoring of risk (specifically Incident Report compliance) and inclusion in After Hours backup Staff participation in professional development and leadership initiatives Chairing/facilitation of key meetings Participation in internal and external working groups and networks in consultation with the Executive Manager
Ongoing Ongoing Ongoing Ongoing
Staff supervision, coaching, mentoring Program Management and Leadership
Management, monitoring and reporting of funded programs/projects in Children, Youth and Families programs Liaison with the Department of Human Services. Department of Early Childhood & Education and other key funders, partners and stakeholders to ensure service agreements, funding and partnership KPIs are fully met Provide timely advice to the EM where risks to Kildonan’s reputation arise eg budgetary concerns, underachievement of targets, human resource issues, staff and client safety and client incident reports Provide timely and accurate advice to the EM on opportunities for partnerships, new funding and funding extension. Be aware of current policy underpinning all
Performance targets/deliverables for all service contracts met and reported against Budget is prepared to Kildonan specifications and effectively monitored to meet budget targets
Ongoing Ongoing
Incident reports are proactively responded to in line with Kildonan and DHS specifications
Annual internal reviews
Completion of delegated service, financial and quality reporting
Quarterly
Compliance to DHS Quality Standards – annual internal audit rating
Ongoing
Client feedback reports and service evaluation
Ongoing
KEY RESULT AREA
Practice Development and Review
%
KEY TASKS
KEY PERFORMANCE INDICATORS
Weighting
TIME FRAME
aspects of service delivery Contribute to Kildonan’s strategic planning process particularly to setting team/individual work plan objectives of direct reports for program areas and reviewing their progress. Contribute to the planning and writing of submissions, tenders, grants and other funding applications as requested by the EM Contribute/input to Board and CEO reports Convene with program managers, practice (care team) meetings on a regular basis and as required Formal reporting to the EM on program or service issues arising that require attention Contribute to operational practice guidelines relevant to program and practice needs that are incorporated into the Program’s Operations Manual Review relevant sections of the Agency Operations Manual as it relates to program management and practice guidelines Ensure the development of programmatic service model descriptions, service goals, objectives and performance indicators/ measurements are developed and tested Lead and participate in program reviews, internal and external evaluations Ensure services are delivered within professional frameworks achieving best practice outcomes Contribute to the development of a continuous improvement quality practice plan that ensures provision of client feedback mechanisms Oversee the maintenance and review of quality goal-orientated case practice file and records system, and use of required
reports are completed Contribution (data and service information) to tenders/submissions is of a high standard and within timeframes Preparation of information for Board reports within Board timeframes Preparation of monthly and quarterly reports and data reports for program areas.
Proactive and timely management of critical incidents reports and outcomes
Ongoing
Ongoing Ongoing
Ongoing
Bi annually Agency Operation Manuals are up to date and incorporate internal and external program and practice change Contribution to the development of new models of program integration, care team planning and service delivery
Participate and lead mechanisms to hear and act upon client feedback.
Ongoing Ongoing
KEY RESULT AREA
%
KEY TASKS
KEY PERFORMANCE INDICATORS
Weighting
TIME FRAME
IRIS/SHIP database system to inform service development and delivery
Financial
Staff Management and Program Administration
Ensure all program and service reporting requirements are completed within deadlines. Advise the EM of all requests for over expenditure as per financial delegations. Advise EM of any risk in meeting financial KPIs Manage brokerage expenditure within agreed budget and protocol. Contribute to setting and preparing annual program budgets for consideration with the EM
Development and completion of financial budget for service areas
Annual
Monitor and compliance to all program fiscal responsibilities within delegations
Ongoing
Achievement of contract service reporting requirements
Ongoing
Lead a positive and professional workplace culture Operational management of relevant Program Leadership staff Timely recruitment and selection of program staff. Ensure direct reports meet their performance plans and KPIs Conduct annual Performance Appraisals in line with Kildonan’s policy and identify staff workforce and professional development needs Respond to staff grievances and disciplinary matters as they arise and in consultation with the EM Report all Occupational Health and Safety and WorkCover/risk issues to the EM CYFS, SM
Staff satisfaction and retention as measured by staff survey, feedback and exit interviews
Ongoing
Completion of risk frameworks for program areas and sites in collaboration with EM CYFS and EM Capability Development
Ongoing
Successful collaboration across service integration initiatives and/or support services
Ongoing
KEY RESULT AREA
%
KEY TASKS
KEY PERFORMANCE INDICATORS
Weighting
TIME FRAME
People & Culture and EM Business Operations when they arise and in a timely fashion Share Kildonan’s after hours on-call responsibilities Perform any other function in line with authorities, capabilities, and skills that will enhance the performance of Kildonan UnitingCare KEY SELECTION CRITERIA Personal Attributes A proven commitment to and understanding of the vision, purpose, values and work of Kildonan Client centred practice frameworks which focus on provision of flexible support tailored to a family’s needs, goals and aspirations Exceptional people management skills, including change management, conflict resolution, team building, coaching and providing direction to staff Excellent communication skills (both written and verbal) and the ability to communicate with a diverse range of stakeholders. Demonstrated ability to respond to varying issues in a consistent manner exercising maturity of judgement and sound problem solving capability Excellent time management skills and ability to meet timelines, targets and other key deliverables. Demonstrated capacity for strategic thinking, adaptability and innovation Capacity to develop extensive and credible professional networks at a senior level Capacity to work flexibly, independently and cooperatively in a dynamic workplace environment. Qualifications Relevant tertiary qualification in social sciences or related field Post graduate qualifications would also be highly regarded Management, policy and leadership qualifications are desirable (but not essential) Skills & Experience Minimum 7 years of experience in community service sector Minimum 3-5 years senior leadership experience within the community service sector Demonstrated capacity to lead, build and maintain a high performance team, meeting targets and other key performance indicators Well-developed negotiation, facilitation, communication and presentation skills Demonstrated skills in design, management and monitoring/evaluation of programs and projects Well-developed project management skills and ability to multi task with a high attention to detail and accuracy Proven capacity to drive continuous improvement activities Expertise in a range of funding and reporting procedures, including writing funding submissions
Demonstrated budget development and financial monitoring skills Well-developed administration and organisational skills, including strong computer literacy Other Criteria Demonstrated understanding of key Victorian policies that will impact on service system development across child, youth, family and family violence sector Ability to travel within Victoria Mandatory Current Drivers Licence Current Victorian Working With Children Check, Successfully Completed Police Records Check ROLE ATTRIBUTE REQUIREMENTS – Has integrity and principles Ethical – Is truthful – Reflects expected standards of behaviour and/or Code of Conduct – Is credible and truthful – Is reliable and trustworthy Honest – Acknowledges and learns from mistakes
Client focused
Self-disciplined
Flexible
Resilient
Culturally aware
– Prioritises needs of clients – Aims for best outcomes for clients – Is outcome focused – Follows through with commitments – Manages own time to achieve key outcomes – Avoids distraction and diversions – Demonstrates punctuality and meets agreed schedules and timelines – Manages time and uses tools effectively to assist with planning and organising – Adapts to changing circumstances in the workplace – Prioritises work and addresses what is most important – Takes advantage of new and emerging opportunities – Recovers from setbacks – Overcomes obstacles and impediments – Learns from experience and identifies areas for self-development – Respects difference in all its forms – Adapts language to aid communication – Values diversity as a strength and positively utilises diversity
Work Standards Inclusive
Collaborative Supportive
– Has high work standards and is proactive in carrying out work and ensuring service reliability – Has high work ethic even when processing mundane non-challenging duties – Recognises the rights of others – Is committed to social justice and social inclusion – Makes equitable decisions – Works with others to achieve common goals – Engenders a spirit of teamwork – Inspires trust – Encourages others to attain goals and achieve – Listens actively and inspires confidence – Demonstrates empathy when confronted with adversity
ACKNOWLEDGEMENT Diversity – Knowledge and understanding of the principles of anti-discrimination and equal opportunity legislation and demonstrates ability to interpret and uphold principles and standards of equal opportunity policies into practice. Occupational Health & Safety – Ensure that a system of work that is safe and without risk to health is developed, documented and followed by all employees, volunteers, clients and visitors through appropriate supervision, training and monitoring. Maintain compliance with OHS legislative requirements and Kildonan's OH&S policies, procedures and guidelines. This includes reporting of safety incidents and hazards as soon as you are aware of them. Quality Service Systems – Demonstrates ongoing commitment to the Vision, Mission, Values, Strategic Plan and Policy, and to our quality assurance processes. Enhances quality practices, ensures own work meets quality requirements, and provides input into continuous improvement through consultation. Drugs and Alcohol - A staff member is not to be adversely affected by alcohol, drugs or any other detrimental substances whilst employed in this position at Kildonan UnitingCare.
POSITION INCUMBENT I have read and understood this position description. I acknowledge that description of the role is an outline and guide to the tasks of the professional activities needed to undertake the role successfully. I understand that annual review of the position description may occur and may be amended from time to time as the organisation needs change. Changes to the position description will be consistent with the purpose for which the position was established. Signature:
____________________________________________
Print name:
____________________________________________Date:
_____/ ______ /_______
This position description has been approved by: Senior Manager, People & Culture Signature:
____________________________________________
Print name:
Meagan Downie
Date:
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