Purpose: (General description and summary)
Person designated by the licensee as responsible for the daily operation and maintenance of the facility. Oversees the operation of a residential program. Acts as administrator for the facility within the context of the Oregon Administrative Rules. Performs personnel and administrative functions.
Accountabilities: (Responsibilities of the job)
Quality Assurance/Improvement
· Provides weekly individual supervision with house managers and residential employees. Supervision of residential employees may be delegated to the house manager.
· Completes annual performance reviews of house managers.
· Reviews and monitors medication protocol.
Administrative
- · Practices cost containment (in overtime, purchasing, etc.)
- · Will be onsite at least 20 hours per week per RTH or RTF supervised to perform administrative duties. Will coordinate with the Licensed Residential Director on completing administrative duties when the Facility Administrator is unable to meet this requirement.
- · Practices resource utilization.
- · Completes duties within appropriate time frames.
- · Demonstrates organizational ability.
- · Maintains program records and data banks in compliance with applicable OAR’s.
- Ensures that sprinkler systems will be tested annually. Maintains documentation on site of all tests.
- Ensures fire extinguishers, smoke detectors and alarms will be maintained in accordance with fire code. Maintains documentation of all testing on site.
- Assures unannounced fire evacuation drills are completed at least once per month. At least once every 3 months drill will be conducted during resident sleeping hours. All fire safety and building equipment will be checked each month.
- · Maintains personnel records in accordance with applicable OAR’s.
- Ensures that all staff that have contact with residents have criminal records clearance, TB test results, Hepatitis B status within 14 days of employment.
- Ensures all employees have completed 16 hours pre-service orientation to include training on infectious diseases, OAR’s, review of facility rules, policies and procedures and other requirements of the Oregon Administrative Rules
- Provides and tracks required annual training hours for all regularly scheduled employees.
- · Assures an adequate number of employees are available at all times to meet the treatment, health and safety needs of the residents.
- · Assures that all employees are trained in employee safety procedures prior to beginning their first regular shift.
- · Maintains resident records in accordance with applicable OAR’s.
- · Coordinates facility entries and service conclusions.
- o Responsible for each component of the entry process from information gathering to decision making process. Responsible for reviewing and processing referrals following OAR guidelines.
- Responsible for creating a comprehensive residential treatment plan within 14 days of new entry in compliance with applicable OAR’s. Residential treatment plans will include all treatment area needs that reflect the resident’s LSI’s and will be developed with clear measurable objectives and goals.
- · Records on prescribed medications and health needs will be completed as specified in OAR 309-035-0215.
- · Trains all employees on new or modified existing policies and procedures as developed by the Licensed Residential Director.
Program Leadership
· Responsible for employee retention/recruitment.
· Provides and maintains documentation of employee development of at least 8 hours annually.
· Provides feedback to staff in order to promote growth.
· Collaborates with human resources to address staff concerns.
· Ensures consumer, staff and external stakeholder satisfaction.
House Management
- · Liaises with pharmacy, prescribers, physicians, neighbors, county and state officials.
- · Ensures adequate program supplies.
- · Collaborates with all individuals involved in a resident’s treatment.
- · Actively works to maintain full occupancy and to ensure payment.
- · Conducts program entries and service conclusions. Ensures all paperwork is completed and corresponding documentation is attached and filed appropriately.
- · Participates in scheduled resident and employee meetings. Resident meetings are to be held on a weekly basis; employee meetings are to be held on a monthly basis. Responsible for obtaining signatures on all meeting notes.
- · Manages household necessities (food, toiletries, etc.)
- · Responsible for health and sanitation at facility. Follows up and reviews safety and sanitation checklists on the 1st and 15th of each month.
- · Adhere to medication management protocol. Is constantly alerted to changes in medication orders. Oversees weekly medication audits and completes a medication audit at least once a month. Participates in monthly medication cycle review.
- · Ensures that the facility is well-maintained. Submits and follows up on any maintenance requests.
- · Ensures adequate supplies of staple foods for a minimum of one week and perishable foods for a minimum of two days will be maintained on the premises.
- · Assures all meals are prepared and served in accordance with the recommended dietary allowances found in the United States Dept. of Agriculture’s My Plate guidelines.
- · Ensures the grounds of the home are kept orderly and reasonably free of litter, unused articles, and refuse.
- · Responsible for assuring that all residents are offered medical and dental attention when needed and every 6 months.
Other General Expectations:
- · Attends and positively participates in required meetings.
- · Complies with all Oregon Administrative Rules pertaining to the operation of a residential program.
- · Pursues ongoing development in the area of mental health. Will attend New Narrative, Inc. trainings and seek outside trainings.
- · Follows all agency policies, procedures, and protocols.
- · Complies with all New Narrative, Inc. safety rules and regulations. Reports to supervisor all workplace hazards, injuries, and illnesses, no matter how minor and ensures proper follow through.
- · Maintains a clean and organized workspace.
- · Seeks out and attend trainings and in-service opportunities (8 hours required per anniversary date).
- · Maintains current Oregon or Washington Drivers License.
- · Follows through on all directives and instructions conveyed by the Licensed Residential Director.
- · Maintains the security of all agency interests (i.e. security of keys, files, facilities, etc.)
Positions Reporting: (Listing of job incumbents reporting into this position)
Residential employees and House Managers.
Education/Certificates/Licenses/Registration:
QMHA required
Experience/Qualifications:
Two plus years of management experience preferred. Previous work experience in a group home setting preferred.
Impact:
Facility Administrators play a key role in the efficient operation of the program. They assure quality care for consumers and the maintenance of the house. Sanitation and safety ensure efficiency. Public relations allows for new and continued interest and support for New Narrative, Inc. programs.
