Community Living Society: CLS Assistant Coordinator Position Description

Reports to Director of Community Inclusion

General Accountability

The goal of the CLS and its employees is to support individuals in a way of life that is independent and effectively interdependent; thereby, fostering the self-empowerment of all people into a meaningful life in community with others.

Some of the individuals we serve have spent many years segregated within their community, where many have been physically and emotionally abused while others have benefited from family life in an integrated community and educational system. Therefore, the CLS believes the most valuable treatment or therapy we can provide is to nurture meaningful relationships, which are the centre of all human development.

The Community Living Counsellor, Assistant Coordinator (referred to throughout this document as Assistant Coordinator) acts as backup to the Coordinator, and assumes all the supervisory functions and accountabilities in the Coordinator’s absence. It is expected that an Assistant Coordinator’s career goal is to move into a Coordinator’s role; therefore, the incumbent will make every effort to acquire all the expertise necessary to successfully achieve this goal.

In accordance with the CLS beliefs, the Assistant Coordinator is accountable for facilitating a cooperative, open environment and ensuring the provision of daily counselling and instruction in a manner which nurtures the self-determination and personal growth of the individuals we serve. This is carried out in accordance with the individual’s identified goals and objectives as documented in their individual plan. Assistant Coordinators are considered to be professionals, leaders and part of the CLS management team.

Nature and Scope

This position reports directly to the team Coordinator and Director of Community Inclusion as assigned and is responsible to the individuals and their personal network. There may be between approximately three to thirty Community Living Counsellors who report directly to the Coordinator and Assistant Coordinator.

Good relationships and communications must be developed and maintained with the individual(s) and their chosen personal network.

Good relationships and communications must be developed and maintained internally with: the individual’s friends, neighbours and advocates; with the Coordinator, Director and other management and administrative employees; with co-workers; and externally with the community, ministry representatives, professionals, other service providers; and others.

An Assistant Coordinator believes in the value and worth of the individual and accepts, as the highest priority, facilitating and overseeing the development of that individual’s positive self-identity. Therefore, an Assistant Coordinator's every word and action is centred on this conviction.

Principal Functions and Accountabilities

In co-operation with the individual, their networks, their immediate Coordinator, Director and team, the Assistant Coordinator will:

Display Excellence in Personal, Professional and Administrative Conduct and will:

Maintain thoroughness and attention to detail in every aspect of the job.
Cooperate with the Coordinator and Director of Community Inclusion to role-model and actively apply the CLS values, policies and procedures (as identified in the CLS Handbook, CLS Health & Safety Program Binder and other documents) in an ethical, caring and professional manner, through sound knowledge of all these aspects. Together with the Coordinator, the Assistant Coordinator is responsible to ensure their direct reports do the same.
Be responsible for general administration in an accurate and timely manner, including scheduling, timesheets, budgeting and financial accountabilities, maintenance of confidential files, reporting requirements, meetings, record keeping, etc. as requested by the Coordinator. It is expected that the Coordinator will delegate as required in order to develop expertise on the team and together Coordinators and their Assistants will ensure that team members fulfill their administrative responsibilities.
Participate in recruitment, selection, employment requirements, orientations, discipline, attendance and performance management as requested by the Coordinator. In the Coordinator’s absence will work in cooperation with Employee Services, in an effective, timely and respectful manner.
Attend General and Regional Coordinators’ meetings in the Coordinator’s absence as scheduled by the Director, and punctually; participate in a positive and respectful manner. Assist the Coordinator to ensure that direct reports attend team meetings regularly and punctually and participate respectfully.
Arrive on time for shifts, scheduled appointments and activities and assist the Coordinator to ensure that team members do the same
Participate in the design of and adhere to the agreed upon team dress code which may be in place and necessary in order to provide a safe environment for certain individuals and subsequently lower risks for the employees. Ensure that team members are aware of this and in compliance.
Refrain from gossip, innuendos and slanderous comments regarding co-workers, individuals and their support networks and supervise others to do the same.

Treat co-workers with respect at all times and, as a leader, ensure team members behave in the same way. An Assistant Coordinator will:

Treat colleagues respectfully without using inappropriate labels or comments and support team members to do the same.
Acknowledge that each person is responsible for their own mood and feelings and must manage them.
Refrain from discussing personal issues while supporting and assist the Coordinator to support team members to do so.
If appropriate, work with the Coordinator and team members to define break guidelines. Ensure these are adhered to by everyone, including the Assistant Coordinator.
Admit errors and assume personal responsibility for mistakes.
Present a positive and welcoming attitude regardless of personal or professional situations.
Role-model professionalism at all times and coach others in a respectful way.
Maintain composure during difficult interactions with co-workers. Respond appropriately when distressed. Assist the Coordinator to coach direct reports in these skills.
Promote and maintain an open-door policy with regard to team members and ensure that the Coordinator is kept informed.
Respect employee confidentiality, personal boundaries and limitations and set this expectation for all team members.

Role-model Excellence in Support and will:

Create and maintain an environment that is emotionally healthy for people to live in by treating all individuals with compassion and respect. Together with the Coordinator, the Assistant Coordinator will constantly monitor the quality of this environment. An Assistant Coordinator will:

Promote and maintain an open-door policy, positive relationships and open communications with the individual’s personal network. Take direction from the Coordinator and: collaborate with the individual’s support network in decision-making; and promote and maintain ongoing, positive relationships and open communications amongst individuals, their friends, other CLS employees, government representatives, and the community. Have the expectation that this model will be followed by team members.
In the Coordinator’s absence, be the primary liaison with families and personal networks and, therefore, primarily responsible for managing these relationships in a positive and constructive manner. This will include the resolution of issues before they become conflicts. Backup and coaching assistance for this will be provided by the management team.
In the Coordinator’s absence, be the primary liaison with all the professionals that may interact with an individual such as psychologists, specialists, etc. This will include identifying when certain interventions are required and taking the initiative to set up meetings and obtain the support necessary.
When speaking about individuals avoid using inappropriate labels or comments and refrain from referring to their personal issues in a joking manner. Have this same expectation of direct reports.
Adjust their style and content of communication appropriately for each individual within respectful boundaries, and train others to do so.
Maintain their composure during difficult interactions with individuals so that others will learn these skills.
Provide a high level of comfort and privacy during personal care and other procedures and train team members accordingly.
Respect an individual’s values, customs and beliefs and hold the same expectation of team members.
Under the direction of the Coordinator, be flexible and respond to the changing needs for the support of the individuals over time, in all aspects of their lives, as guided by regular reviews of their personal plan. Ensure team members develop flexibility.
Seek the individual’s understanding when communicating information.
Demonstrate appropriate boundaries for relationships with supported individuals.
Acknowledge that extra support is sometimes required for each individuals and role-model the provision of this so that employees understand that this is expected in their role.
Nurture self-determination, responsibility and personal growth of the individuals in accordance with their expressed goals as documented in their personal plan. Assist the Coordinator to train team members in this approach.
Oversee and facilitate effective counselling and instruction of individuals on choice making as a skill and assist team members to do so.
Oversee and facilitate effective counselling and instruction of individuals in all areas of safety and security in order to assure their well being. If requested by the Coordinator, complete formal risk assessments for all individuals.
Assist the Coordinator to ensure the integrity of all safety protocols and that all team members are correctly trained in all aspects of an individual’s life. This will include regular reviews at team meetings and the scheduling of refresher training when needed.
Counsel and instruct individuals in establishing and maintaining a healthy lifestyle and environment that is supported by the entire team.
Ensure that individuals are coached and advised by the team in a respectful and dignified manner to become as self-sufficient as possible in all areas of daily living and day to day activities, including: relationship building, medication administration, personal appearance, hygiene, assisting with meal times, cleaning, accountability of funds, supported employment, general upkeep and maintenance of their home, etc.
Ensure that individuals are coached and advised on how to integrate themselves in their community and that team members do so.
Adhere to CLS and the funders’ standards of practice in using Positive Behavioural Support techniques. These must be incorporated into the individual’s plan and appropriate training will be given before they may be used. The Coordinator is responsible to ensure training is given to team members and must monitor this approach to support. The Assistant must support the Coordinator in this approach.
Ensure that respect is being given to the individuals' privacy and confidentiality, and that individuals are being instructed to show each other this same respect. Ensure this is understood by team members.
Work under supervision of the Coordinator to give direction, in accordance with the wishes of the individual and networks, to assist in the identification, development, and monitoring of employment opportunities, and the appropriateness of the job match, as applicable.
Assist the Coordinator to supervise the provision of accurate and detailed information by team members for optimal transition of care between transit providers, the individual’s home support and vocational support.
Listen to and take action on team members’ suggestions for changes in policies, procedures, or practices for improvements to support and discuss these with the Coordinator.
Under supervision of the Coordinator, be responsible for the ongoing maintenance and update of individuals’ personal plans. From time to time this may include being the first point of contact for families and personal networks that choose to be involved in the planning. Assist the Coordinator to oversee responsiveness to the changing needs of individuals in all aspects of their lives, through regular reviews of their personal plan.
Assist the Coordinator to ensure that accessibility plans are completed and updated for all individuals, under the direction of the Director of Quality and Innovation.
In the absence of the Coordinator, report major appliance failure to the Director of Residential Initiatives and take direction from that person regarding prompt replacement thereof.
In the absence of the Coordinator, review and respond to licensing inspections and ensure the required follow up is implemented with assistance from the Senior Administrative Assistant.
Assist the Coordinator to maintain all onsite emergency equipment as per the protocol and under the direction of the Director of Residential Initiatives.
In the absence of the Coordinator, take direction from the Director of Residential Initiatives with regard to any renovations, repairs and maintenance that are required at the location under supervision.
In the absence of the Coordinator, take direction from the Director of Residential Initiatives with regard to CLS vehicle maintenance at the location.
Assist the Coordinator in taking direction from the Director of Quality and Innovation with regard to compliance with policy requirements of the accrediting body. Assist in the fulfillment of all necessary tasks including the maintenance of accreditation tools in order to meet these requirements.
Work as part of a team when an individual is involved in a motor vehicle accident. The Director of Residential Initiatives will facilitate the process with regard to the vehicle. Directors and Employee Services will work in conjunction to ensure follow up is done with employees. The Coordinator, or in their absence the Assistant Coordinator, is responsible to ensure the individuals receive prompt medical attention as required and inform the families and personal networks about the accident.

Supervise and Contribute to an Effective Team and will:

Work actively to maintain a harmonious environment that values conflict resolution and will:

Provide constructive input and recommendations to improve existing policies, procedures, and protocols and encourage team members in this expectation.
Respond appropriately to help a distressed colleague while supporting and while interacting with other co-workers.
Encourage and support co-workers and expect them to do the same.
Intervene professionally and courageously when a co-worker’s behaviour is rude, aggressive, threatening or inappropriate.
Request help when needed and encourage team members that it is safe to do so.
Support the Coordinator and co-workers to strive for an environment in which team members encourage and support each other. Provide and accept constructive feedback without defensiveness and encourage others to do the same. Acknowledge others’ contributions.
Solicit and value input from team members. Convey information and answer questions honestly and tactfully.
Ensure support of individuals when unable, or when a co-worker is unable to fulfill responsibilities. A Coordinator, or in their absence the Assistant Coordinator, is ultimately responsible for ensuring all shifts are filled.
Take on extra work to help the team. Complete assigned share of team responsibilities.
Serve as a knowledge or skills resource for others. Share knowledge, ask for clarification of needs. Engage in informal teaching and learning activities with team members.
Provide individuals’ information to the team in an effective manner and encourage them to do the same.
Maintain a positive attitude in times of crisis and during unanticipated increases in workload.
Support and adhere to the Personal and Professional requirements of this job description.
Assist the Coordinator to effectively demonstrate and apply: counselling and coaching skills, instructional skills, leadership, delegation, confidence building, and role modelling and conflict resolution. Assist the Coordinator to encourage cooperation, humour, and participation within the work team, identify strengths and abilities to Community Living Counsellors, and effectively instruct and coach them to fulfill their job expectations, as well as prepare them for promotional opportunities when applicable. Assist the Coordinator to create a culture of appreciation by providing constructive and supportive feedback appropriately and acknowledging team members’ contributions.
In the Coordinator’s absence, be accountable as having the primary responsibility for the health and safety compliance for WorkSafeBC. This includes the maintenance of the health and safety binder at the workplace, ensuring that the information received from the Joint Occupational Health and Safety Committee is communicated to all team members and participating in training as required.
In the Coordinator’s absence, follow up on matters as directed by Employee Services. This includes: sick time follow up; unpaid leaves of absence; recruitment and selection of staff; approval of bereavement leave; and house schedule changes where staff must be notified in advance.
In the Coordinator’s absence, work with Employee Services and the Director in situations where employees require to be placed into a progressive discipline process.
Participate in investigations when allegations are made against employees on the team as requested by the Coordinator or in their absence. These investigations will be lead by Employee Services and may also include participation by the Director.
Assist with CLS social events that are individual-focussed from time to time as they are scheduled. This may include seasonal parties, concerts, etc. The Coordinator and Assistant Coordinator would volunteer as part of a team lead by the Director.
Perform other duties as assigned.

Preferred Qualifications

Senior secondary graduation or equivalent (Grade 12) is required. A minimum of 2 years related work experience and 1 year supervisory experience are required. Related post-secondary education, a diploma/degree, or formal training in counselling and lifeskills instruction are assets.

Excellent communication, interpersonal skills and the ability to role model are required. The incumbent must hold a solid commitment to the values of the Society.

Superior Supervisory skills including leadership, team-building, organizational, administration and public relations skills are essential.

Desired skills and abilities include: counselling and coaching skills; crisis prevention and intervention; knowledge of mental health issues; medication administration; augmentative communication skills (e.g.: sign language); health care and computer skills; ability to instruct on daily living, personal care, and life skills (e.g. relationship building). Good written and oral communication skills are essential; and the ability to read and comprehend written material is essential. Good computer skills or the ability to learn quickly are assets.

Desired traits and qualities include: a positive personal identity; being a team player; possessing a friendly nature and positive attitude; being energetic and health and role-modelling a healthy, positive lifestyle; being responsible, flexible, respectful and sensitive; having a sense of humour; taking initiative and being willing to work on personal training and development as required. Any special talents that would contribute to more effective services would be an asset.

A Criminal Record Search, T.B. Test, Medical Form, Emergency Level First Aid Certificate are required. A Class 4 Driver's License and/or reliable vehicle may be required for some work locations, or may become a requirement due to the changing needs of individuals.

Depending on the length of the Coordinator’s absence, if the Assistant Coordinator moves into the Coordinator’s role, the incumbent must meet Licensing requirements as applicable because they will become the license holder for that period.

Physical Demands and Special Skills

Work may require employee to stand 50% to 90% of the time. Must be able to apply proper lifting techniques, assist with wheelchair transfers when required, and be physically agile (able to withstand tugging and pulling). Must be in good physical condition and able to work at a rapid pace. Must be physically strong enough to complete the appropriate lifts and transfers and be able to push the required wheelchair(s) as necessary at their particular work location.

The incumbent must demonstrate an ability to deal effectively and appropriately with stressful and crisis situations, such as seizures and aggressive behaviours.

Must be able and willing to support individuals in their daily activities and routines (e.g.: supported employment, recreational, educational or social activities, etc.)