Canadian Mental Health Association, Huron Perth, Addiction and Mental Health Services ("CMHA HP AMHS") offers community-based addiction and mental health support in both Huron and Perth Counties. We provide assessment, referral, counselling, case management and peer support to anyone impacted by their own or someone else's substance use or gambling/gaming or other behavioural excesses and/or mental health concerns.
POSITION SUMMARY
Under the supervision of the Chief Executive Officer (“CEO”), the Director, Corporate Services provides leadership, direction and support to the Corporate Services portfolio (“operations”) specifically finance, data management and performance, information technology, risk management and facilities teams in accordance with the organization’s strategic directions. Responsible for related collaborative community partnerships, stewardship of the organization’s physical assets, ensuring due regard for economy and efficiency, and for oversight of integrated risk management including collaboration with other members of the executive team in the development and or review of all legal agreements.
ORGANIZATIONAL DUTIES AND RESPONSIBILITIES:
In addition to specific key job responsibilities identified in this position description, the incumbent is also responsible for contributing and supporting the overall culture and working environment of the organization by:
- Demonstrating and exemplifying the organization’s mission and values in day-to-day work
- Acting with the highest standard of professionalism with clients, family members, community partners, the general public and colleagues.
- Working in a manner that preserves and respects the privacy and confidentiality of personal health information.
- Working in a manner that is fiscally responsible.
- Working in a manner that promotes and maintains the reputation of the organization and minimizes risk of harm and/or liability to the organization.
- Working in a manner that complies with the organization’s policies and procedures.
- Working in a manner that meets all Health and Safety requirements to ensure a healthy and safe workplace.
- Acknowledging, respecting and affirming the diverse needs of our community, clients and the organization’s employees with the goal of reducing disparities in health outcomes
- Contributing to the organization activities to collect, analyze and report data.
- Maintaining competence, demonstrating a commitment to ongoing professional development and where applicable, a professional license to practice.
- Contributing to the organization’s work by promoting awareness, participating in committees and agency event.
POSITION RESPONSIBILITIES:
Responsible for all financial operations of the Organization which includes adherence to all legislative requirements, Board of Directors (“Board”) policies and procedures, funding body criteria and professional standards.
- Ensuring that all financial activities in the organization meet legislative requirements, funding body criteria and professional standards including ensuring all monthly, quarterly and annual reporting schedules and remittances are completed for a broad range of government bodies and agencies that represent different and multiple disciplines including the Ministry of Health (“MoH”) and Ontario Health (“OH”).
- Communicating (verbal, written, electronic) with MOH and OH staff regarding all areas or responsibility or as directed by the CEO.
- Establishing appropriate financial management and forecasting systems, procedures and key practices to ensure financial management accountability in accordance with standards of accounting for not-for-profit organizations.
- Providing advice, guidance and support to management in development of budget data and projections, providing necessary data on their program operations and ensuring information is submitted in the proper format.
- Coordinating budget approval and monitoring processes, ensuring that they are provided to the Board and relevant funding sources, under the supervision of the CEO, compiles organizational budgets in conjunction with directors and managers of each program.
- Conducting cost analysis to ensure value for money and quality of financial decisions.
- Participating in the strategic planning for the development of the organization’s strategic direction and implementation of operational plans.
Serves as the staff resource, with the CEO to the Board to provide information and reports for informed decision making.
- Attendance at Board meetings as required, to advise and guide the Board on agency operations, developing and presenting reports, statistical data, financial operations and recommendations to support the Board in its role as outlined in their Terms of Reference.
- Preparing reports for Board meetings ensuring that significant information and recommended motions are provided to the Board for consideration and approval.
Directs operation of the organization's accounting and payroll systems.
- Responsible for ensuring that accounts payable, accounts receivable, payroll and related functions are processed accurately and on-schedule.
- Monitoring and reviewing the posting and balancing of all journals, ledgers and records, directing the production of trial balances and other accounting reports.
- Ensuring that all activities are carried out according to recognized professional standards and agency policies.
- Participating in accounting and finance activities, assisting or deputizing for Corporate Services staff as required.
Provides administrative leadership and risk management.
- Reporting to the CEO, represents the CEO as requested and required.
- Responsible, through interaction with organizational insurers and legal counsel, for providing corporate risk management advice to Board and management. This also consists of overseeing the insurance portfolio, monitoring litigation, reviewing and assessing risks in legal agreements and overseeing corporate health and safety matters as they relate to facilities and security.
- Hiring staff for Corporate Services and ensuring the process is consistent with relevant agency contracts and policies/practices.
- Participating as a member of the Senior Leadership Team, providing input on critical problems, participating in decision making affecting the organization, formulating organizational positions on vital issues, developing draft policies for submission to the Board and carrying out tasks assigned by the Chief Executive Officer.
- Accepting lead roles and special projects assigned by the Chief Executive Officer.
- Providing coaching to portfolio staff and ensuring that staff are meeting performance standards or have an improvement plan in place to meet program and service objectives.
- Implementing personnel policies, collective agreement and supervision of portfolio staff.
- Initiating and implementing innovative financial, administrative, and data systems and procedures to respond to organization needs, seeking appropriate consultation and approvals.
Responsible for the operations of all of the Organization’s physical plants and properties.
- Provision of leadership to ensure that there is a property management plan in place for all physical plants owned and/or rented by the organization for regular maintenance and identification of problems.
- Provision of leadership to ensure that there is a security plan, emergency plan and monitoring mechanism to provide a safe work or living environments for all properties owned or rented by the organization
- Provision of leadership to ensure that necessary renovations and repair plans are developed with appropriate consultation and approvals.
- Directing the operations of property maintenance and oversees any renovation and repair projects.
Responsible for the Organization’s information and communication technology.
- Directing and overseeing that all telephone and computer systems, fixed and mobile, voice mail system and internet feed is adequate and well maintained.
Responsible for data management and performance support
- Ensuring that there are adequate processes and systems in place to collect financial, statistical and clinical data to the extent needed so the organization is able to make well informed decisions and to meet the reporting requirements as required by funders, legislation and to meet professional standards
Provides leadership to internal organization committees within area of responsibility and to other committees as required or assigned. Also serves as the staff resource to organization committees as well as external committees or task forces as assigned and represents the organization’s positions.
Provides leadership by demonstrating continuous quality improvement, including monitoring, analyzing trends and developing and implementing remedies.
- Takes risks in order to learn and regards mistakes as learning opportunities.
- Seeks and values team input and is alert to opportunities to recognize others.
- Is open to new ideas, work processes and change.
- Inspects work processes.
- Sets measurable goals which are related to the strategic directions of the organization.
- Examines the root causes of problems.
- Uses CQI process to review, analyze, report and improve performance results.
- Gives top priority to keeping people fully informed and understands the need for united management communication approach.
Manages direct reports including but not limited to: delegation of work, day to day supervision, managing performance, coaching, and conducting performance appraisals.
- Ensuring the development of portfolio staff through effective delegation of responsibilities, training and coaching, and timely performance management.
- Coaches and mentors portfolio staff based on the code of conduct, strategic directions, ethics, values and management limitations developed by the organization.
- Implementing policy, programs and consistently applying the Organization policies, procedures and practices.
QUALIFICATIONS:
Education: Graduate level degree in Business, Accounting or Finance, with a professional designation (i.e. Chartered Professional Accountant) is required.
Related Experience: Seven (7) to 10 years of progressively responsible experience
in a financial management position working at a senior leadership level is required. Experience in the public or not-for-profit sector is an asset.
Knowledge and Skills: Financial planning/management and knowledge of relevant legislation, information technology, facilities management, health and safety, analytical skills, and personal contacts.
Communication: Strong written and oral communication, planning, leadership, interpersonal skills, negotiating, directing, motivation, organizing, decision making, ability to present information to varying groups of users and/or management, and process redesign and workflow.
Integrity and Ethics: Demonstrates integrity and trust by providing factual information in an objective and respectful manner. Conveys feedback or difficult information in an honest and supportive manner. Models ethical behaviour for staff interacting with others in a clear, honest and respectful manner. Maintains privacy and confidentiality of client records, agency information, personal information about reporting staff etc. Accountable for own actions.
Teamwork: Ability to work with other professionals, particularly from other disciplines, to problem solve and achieve common goals in a participative and cooperative approach.
Decision Making and Problem Solving: Able to act in solving problems while exhibiting sound judgement and a realistic understanding of issues, able to use reason, even when dealing with emotional topics. Able to define alternate courses of action, regularly trouble shoots solutions and regularly questions assumptions.
Policy & Procedures: Ability to interpret, conform and apply relevant policies and procedures to routine operations in a manner that is consistent with exiting solutions to problems.
Analytical Skills: Ability to use a systemic approach in evaluating criteria and establishing protocols through the use of logic, mathematics or other problem-solving tools in data analysis.
Tolerance of Ambiguity: Able to withhold actions or speech in the absence of important information: deal with unresolved situations, frequent change, delays or unexpected events.
Creativity: Able to develop unique and novel solutions to problems; use intuition and a new way of thinking to give to new ideas; to present information in an attention-getting and interesting manner.
