SVP JOB TITLE: REPORTS TO: Job Description CE Supervisor Chair of the Management Committee South East JOB HOLDER: Vacant LOCATION: Waterford REGION: DEPARTMENT: CE DATE OF JOB DESCRIPTION: May 2016 1. PURPOSE OF THE JOB To ensure the effective and efficient management and co-­‐ordination of the human, financial and material resources of the CE Scheme and report to the Sponsoring Committee on its implementation. A core aspect of the role is to support and coach CE participants towards gaining the skills and competencies in preparation for employment. As part of the team in the Amalgamated Community Employment Scheme to assist in ensuring the effective and efficient direction and coordination of the human, financial and material resources of the project, in own and other participating regions. 2. ENVIRONMENT OF THE JOB The Society of St. Vincent de Paul is a large, national, voluntary organisation with extensive experience of working with a diverse range of people who experience poverty and exclusion. Through its network of over 12,000 volunteers and 800 staff, it is strongly committed to working for social justice and advocates the creation of a more just and caring society. The SVP employs people to support volunteers in a variety of settings including housing and hostels, community care, shops, administration and other specialist areas. The Society is a Christian based organisation with a strong sense of Gospel values. The founder of the Society, Blessed Frederic Ozanam, was a devout Catholic and his legacy of spirituality remains a key element of the make-­‐up of every Conference within the Society. It is normal practice within the Society that prayers are said at the beginning and end of Conference meetings or at other meetings where members are in attendance as this underpins the ethos of the Society. The role is based in Bath Street, Waterford and is part of a team. Given the diverse nature and size of the Society there is a requirement for the job holder to be flexible in their approach to ensure the needs of the organisation are met. There will be a need to assign additional /alternative tasks or duties dependent on the needs of the CE Scheme and will be within the job holder’s capabilities. There is a strong requirement to work in the spirit of collaboration with other colleagues, paid and volunteer. 3. GUIDANCE AND AUTHORITY The reporting relationship is directly to the Chair of the Management Committee, who is the line manager. The Chair may delegate day to day, operational line management to a suitable person within the scheme, in this instance operation line management reports to the Regional Retail Manager. The prime purpose of the CE Scheme is to support and enable the participants in all aspects of training and development on a progression to employment path. 4. PRINCIPAL ACCOUNTABILITIES ACCOUNTABILITIES 1. Training & Development 2. Administration HOW ACHIEVED •
Carry out an identification of learner needs with each participant on the scheme as part of the Individual Learner Plan process. •
Identify needs and source and co-­‐ordinate cost effective training/development opportunities in line with DSP procurement guidelines. •
Prepare an Individual Learning Plan for each Participant for submission to DSP in accordance with CE procedures and within agreed timeframe. •
Ensure access to recognised qualifications for participants, with a focus on the achievement of relevant qualifications including Major Awards on the National Framework of Qualifications (NFQ) or industry related equivalent. •
Plan and procure relevant training opportunities which have been approved by DSP. •
Maintain and update training records for each participant on the project as part of their Individual Learner Plans. •
Monitor and review training inputs with the participants. •
Plan and organise work placements – internal and external as required. •
Report on ILP developments to Sponsoring Organisation •
To fully participate in the supervisor Development programme •
To carry out identification of learner needs with each participant as part of the learner plan project. •
To prepare an individual learning plan for each participant for submission to DSP within agreed time frames •
To implement training and development opportunities approved by DSP •
To maintain training records for each participant on the amalgamated project as part of their individual learner plans •
To monitor and evaluate training input with both the participants and training providers as part of the obligations under the DSP quality assurance process •
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Ensure the provision of an efficient financial and accounting system in line with CE corporate governance requirements as directed by the Sponsoring Organisation Ensure that financial returns i.e. wages claims, materials claims, and participant development grant claims meet the standard as laid down by Department. Ensure implementation of systems controlling the operation of all finances e.g. cheque payments book, petty cash system, debtors, creditors and participant’s payroll, bank account and PRSI returns as directed by the Sponsoring Organisation Ensure prompt and accurate payment of participant allowances. •
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3. Human Resources Ensure the security of cash/equipment on scheme as directed by the Sponsoring Organisation Install and manage effective time keeping record system for participants on scheme. Liaise with the local DSP Office as required. Preparation of financial returns, i.e. wage claims, material claims and participant development grant claims as deemed appropriate. Installation and provision of all recording, tracking systems as may be required by the Sponsor and or DSP. To keep effective progression records, record keeping systems for all participants Ensure the security of all assets including cash, equipment with SVP East Region and SVP North-­‐East Region. Ensure payment of all Participant Allowances Liaise with local DSP as primary interface between all participating regions. To prepare wages , materials and training budgets and expenditure for both Waterford and Wexford offices. To manage payments book To manage cheque payments and reconciliation To manage requisitions and account management for all suppliers to the scheme. To undertake bank reconciliations. To perform online banking duties. To prepare annual grant applications and submissions in line with the management committee. • Co-­‐ordinate the recruitment of CE applicants per the CE Recruitment and Referral Process issued by DSP. • Plan and co-­‐ordinate the approved work schedules and ensure contracts of employment are in place for all participants. • Communicate effectively with all participants on the scheme using team meetings and individual formal and informal 'one-­‐
to-­‐one' meetings. • Develop a mutual understanding with participants in relation to their needs for re-­‐entry to work where the participant had been long-­‐term unemployed and needs to develop a clear progression path. • Implement job search activities with participants. • Deal with all disciplinary matters in relation to participants in accordance with DSP CE procedures. Any dismissals need to be in conjunction with Human Resources (refer to C.E. Handbook). • Liaise with employers to promote progression to work and work with other support organisations as needed. • Develop an exit plan with each participant. • Follow-­‐up and report on participants for up to 4 months on exit from CE. • Manage staff resources as required. •
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4. Data Protection •
5. Scheme Management Community employment Financial Monitoring and Programme and Training Monitoring •
Progression of CE Participants 6. Additional /Alternative duties as required as part of the group scheme for Waterford and Wexford •
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Engage in training and development as detailed in Procedures Manual. Report to Sponsoring Committee as required. To plan and coordinate through the project participants, the agreed /. Approved work schedules To communicate effectively with all participants on the project using team meetings and individual formal and informal one to one meetings To develop a mutual understanding with participants in relation to their needs and backgrounds, i.e. re-­‐entry to part time work opportunities where the participant had been long term unemployed and developing a progression path. Ensure the recording, storage and distribution of client information is in accordance with SVP’s data protection policy. Provide a safe and healthy environment for participants -­‐ both in terms of facilities and work practices. Ensure work experience placements on scheme are in line with CE application. Supervise, schedule and manage participants. Fully participate in training and development opportunities provided by the Sponsor and by DSP as required for the post. Carry out any other function relevant to the position of Supervisor (Community Employment) as indicated by Sponsor. Ensure that the work areas meet appropriate housekeeping standards and provide a safe and healthy environment for participants in terms of facilities and work practices. Supervision, scheduling and control of participants to ensure best returns and productivity for the sponsor. Ensure the CE scheme is compliant with financial, programme and training monitoring requirements as detailed in the CE Operating Procedures. Exit Planning Intensive Job Search activities as part of exit planning Engagement with Local Employers Database of Employers To undertake other duties appropriate to the post and its function relevant as requested by the Community employment sponsor from time to time. To supervise CE Participants working in temporary external stock generation points. 5. CHALLENGES • Acceptance of the dynamics of a complex and diverse membership led organisation. There are a number of challenges in this role given the volunteer led sponsor committee. • Acceptance of the dynamic of a complex, national, membership organisation and an understanding of how this both contributes to and constrains the work. • Resilience and persistence in the face of handling sensitive and confidential information/interactions from time to time. 6. KNOWLEDGE, EXPERIENCE AND SKILLS TO UNDERTAKE THE ROLE AT A FULLY ACCEPTABLE LEVEL EDUCATION EDUCATION • Job Holder should be educated to Major Award at 3rd Level (NFQ) Level 6 or higher in Business/Financial Administration, Training, Human Resources, Project Management KNOWLEDGE • Knowledge of the Society and of its mission and values. • Knowledge of needs and issues of the poor and disadvantaged. • Have a reasonable knowledge of community employment-­‐ Have a solid understanding of the role of the Community Employment Supervisor as it pertains to project management and programme delivery to long-­‐term unemployed and vulnerable adults. Display responsibility, commitment and motivation to implement the objectives of the Community Employment Programme. • Have a reasonable knowledge of community employment assistant supervisor role EXPERIENCE • At least 3 years’ experience in supervisory role -­‐ Previous supervisory and people management experience relevant to post (3 years minimum). • Previous experience in Administration, Project Management and/or Training or other relevant positions • Experience in providing varied administrative support in an office environment. SKILLS • Effective communication skills. • Competent report writing skills. • Experience of working with vulnerable individuals and job-­‐seekers. • Capable of directing, motivating, coaching and mentoring jobseekers. • Ability to work under the direction of the Sponsoring Organisation for the effective implementation of the CE Programme in line with the CE Operational Procedures. • Excellent organisation and administrative skills • Ability to work on own initiative or as part of a team • Excellent communication (written and verbal) and interpersonal skills • An ability to work well under pressure, resilient. • Proficient in IT – MS Word, Excel, PowerPoint and Payroll • An ability to display empathy and patience. • Ability to be flexible in approach and towards the role. • Ability to maintain confidentiality. • Full clean driving licence with access to a car that can be used for work purposes. 8. Main Terms and Conditions Contract type: Yearly – subject to DSP funding Hours: 39 hours per week excluding lunch breaks Pension: 5% employer contribution 5% employee contribution Salary: Point 1 -­‐ €639.61 Point 2 -­‐ €683.86 Point 3 -­‐ €728.14 Point 4 -­‐ €772.50 9. Organisation Chart Chair of the Management Committee CE Supervisor CE Participants Operational line management to Hostel Manager / Regional coordinator