Job Specification
Position Title:
Deputy Superintendent, Programs
Job Code:
M0912C - Social Services24
Purpose :
To manage, coordinate, and oversee identified functions within a correctional institution to ensure public safety and support the care, custody and control of offenders. These functions include:
Operations – oversight of Operational Managers and staff reporting into them
Programs – offender institutional and local community programs including: chaplaincy, psychology, social work, health care, counseling, and rehabilitation services; recreational programming; and volunteer and community liaison programs
Services – institutional support service operations including food services, laundry, housekeeping and maintenance.
To assume overall responsibility for the administration and operation of the facility during rotational on-call periods.
Key Responsibilities :
Represents the Superintendent in the day-today operation of the institution in the planning,co-ordination, and direction of functional operations, activities and programs, with fulloperational authority, responsibility and accountability for decisions rendered. Deputizes forthe Superintendent during absences. Assumes responsibility for the administration andoperation of the institution during after-hours and weekends (during rotational on-callperiods) with full-delegated decision-making authority.
Deputy Superintendent
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2. Participates in ongoing institutional strategic and operational planning activities, and the review, formulation and implementation of institutional standards, policies, procedures and standing orders. Contributes to comprehensive organizational change by positively influencing and participating in the establishment of a strong adaptive culture where programs and operations are administered and delivered in an integrated and coordinated manner, communications are facilitated and corporate principles and values are effectively communicated, modelled, taught and shared with clients and staff.
3. Participates in the integration of programs and provides new ideas/concepts that facilitate programming within the security framework of the institution. Oversees and coordinates compliance with the institutions key performance indicators.
4. Maintains open and effective communication with colleague Deputy Superintendents and Superintendent to ensure programs are coordinated with other institutional activities or services and that institutional security is maintained at optimum levels.
5. Responsible for overall administration of Sergeants/Staff Sergeants.
6. Acts as liaison on behalf of the Superintendent between the institution and offender families, the public and various groups/agencies regarding institutional offender custody and programs. Represents the institution on behalf of the Superintendent with various stakeholders to conduct negotiations, build coalitions, maintain working relationships and to provide policy, standards and legislative interpretation and application in unusual or unique situations.
7. Coordinates institutional contingency planning in the event of escape, disturbance, job action, fire evacuation etc., regularly updating the crisis management plan, including acting as institutional liaison with fire/police/municipal officials and/or agencies.
8. Manages the effective resolution of contentious operational, labour relations, human rights complaints and other challenges with a view of valuing anti-racism and systemic change, eliminating harassment and discrimination within the institution and the organization.
Managerial Responsibilities
1. Leads and manages a team(s) in the delivery of a program or service operation and contributes to financial, business, strategic planning and evaluation processes.
2. Identifies financial, material and human resources needs, manages and controls the operational/program/project or activities budget. Contributes to long term financial and resource planning.
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3. Promotes a values-based and inclusive team through employee engagement, communicating program deliverables, setting and evaluating performance standards, recommends merit increases, identifies staffing needs, and makes hiring decisions, recommends discipline where required, and promptly addresses employee relations matters.
4. Develops and sustains internal and external stakeholder relationships to coordinate shared interests.
5. Responsible for ensuring compliance with regulatory, legal, financial, collective agreements and ministry policy commitments and advising senior management of sensitive issues/matters.
Qualifications :
Not applicable.
Factors :
Knowledge :
Ministry strategic directions, policies, programs and service delivery models, to provide operational management of a program area, service or initiative, to determine and plan for program resource requirements and to ensure alignment of programs/projects with corporate, division and branch goals and objectives.
Human resources practices, policies, directives and collective agreements in relation to recruitment, training and development and labour relations to support an inclusive and engaged team; address employee issues and to support talent management.
Government and ministry financial and administrative procedures, to manage and control allocated financial and material resources, including developing annual budgets, and managing assets and contract service providers.
Expertise in project management principles and methodologies to manage the delivery of program plans, initiatives and goals.
Current theories, principles and practices of correctional institution management, finance and administration with knowledge of human behavior in order to provide for the care, custody,
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control, safety, programming and accommodation needs of offenders, and to plan, develop, implement, administer and assess these responsibilities.
Institution's offender sub-culture, cultural and religious backgrounds to enhance security programming, the coordination of offender classification with programming needs and requirements and to facilitate discharge planning.
Relevant legislation pertaining to occupational health and safety, human rights, and labour relations in order to respond to labour relations issues such as work refusals, conduct threat level assessments, respond to grievances, deal with staffing issues and contingency planning, and to ensure the rights of offenders are met.
Program Responsibility :
Responsible for representing the Superintendent in managing the delivery of the overall operations, administration and programs of a correctional institution and ensures adherence to legislative requirements, ministry's regulations, policies, procedures.
Responsible for participating in institutional strategic and operational planning and budgeting activities, and the review, formulation and implementation of institutional standards, policies, procedures and standing orders. Maintains quality of operational activities by ensuring all programs are integrated and coordinated.
Responsible for developing and implementing strategies to support organizational and cultural changes which values systemic and anti-racist change.
Analytical Thinking :
Differentiates between the competing interests of security and programming in order to provide innovative ideas in accomplishing treatment/rehabilitation within the parameters of security.
Gathers evidence for investigations by: asking probing questions to get at the root of issues to assess cause; identifying key or underlying complex issues and making multiple causal links to resolve problems in a sound, decisive manner; assessing and managing risk, establishing and maintaining appropriate internal controls and managing for results and accountability.
Applies a systematic approach in the development of complex work plans to achieve organizational strategies with multiple priorities and resource requirements to track processes, plan for contingencies and make adjustments to implement schedules.
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On a daily basis, assesses and responds in a timely manner to all critical situations as they relate to offender crisis, staff relations, work refusals and illegal activities by offenders and staff.
Planning / Coordinating :
Coordinates and plans the delivery of a program, operation, service or project considering the strategy and mandate of the branch and ministry.
Determines financial, material and human resources needs, coordinates operations with other areas of the branch and division, and organizes work to meet program objectives. Participates in divisional results based and strategic planning, processes.
Coordinates consultation and advisory meetings relating to program/service initiative with external and internal stakeholders, partners and consultants.
Oversees work of the department and coordinates with other deputies within the facility on operational, program, and administrative matters to ensure the needs and goals of the ministry and facility are met.
Coordinates the implementation of institutional performance measures and evaluates the effectiveness of current policies, standards, and practices. Streamlines operations and ensures compliance with legislation, regulations and policies.
Participates in the development of business continuity plans including contingency plans to manage local operations in the event of a labour disruption. Provides for the seamless and integrated implementation of new/revised processes and procedures.
Leadership/Guidance :
Manages its team(s) by communicating values, strategies, expectations, and promotes an engaged and inclusive environment.
Ensures that identified organizational standards and operational goals are met by: contributing to succession planning; establishing performance standards; conducting regular performance management reviews; recommending merit increases; determining the organization of the work unit and by building individual and team competencies
Identifies and recommends staffing needs, conducts recruitment and selection activities, manages orientation/training, develops remedial plans; addresses employee/labour relations/employee matters.
Independence of Action :
Works under the general direction of the manager /management team and within the framework of ministry, division, branch policies, directives, guidelines and objectives.
Exercises independence of action in participating and providing program/service recommendations as a member of the management team. Provides expert opinions/briefings, advice to senior management on identified and emerging issues impacting program or service goals, outcomes or efficiencies.
Exercises discretion and independent judgment to determine and manage work activities where past practices may not exist.
Interprets legislation, policies and procedures related to the care, custody and control of offenders and fiscal accountabilities.
Determines internal procedures and arrangements to deal with correctional/security/ programming needs of the institution, the surrounding community and the provision of emergency response or crisis management.
Determines best use of fiscal resources to accomplish ministry and institutional objectives, within institutional security parameters.
Acts on behalf of the Superintendent when assuming the overall responsibility for the institution.
Interpersonal/Communication :
Communicates with the Superintendent, regional office staff and ministry specialists in addition to other institutional/ministry staff (e.g. Chaplaincy, WDHP investigators, Human Resources, Information Management Unit, Internal Investigations Unit, Legal Services Branch, Offender classification and transfer, etc.) and staff at all levels, and in a variety of occupations, for the general administration of correctional/security programs.
Exchanges information with external stakeholders (e.g. offender families, lawyers, investigators, agency officials, outside contractors, consular officials, local hospitals, school boards, Parole Boards etc.).
Liaises with community groups around inmate work placements, activities, and assistance in providing training, education. Liaises with outside religious and cultural representatives, agencies, offender advocacy and community groups making contact for the purposes of meetings with offenders, conducting religious services, bridging to community release and discharge planning.
Participates as a member of a variety of committees (e.g. Senior Management, Program Enhancement Coordination, Budget Review and Operational Management Committees, Standing Order Committee, etc.).
Acts as grievance designee and participates in mediation/arbitration, and attends various meetings and hearings as the Employer representative, as required.
Conveys knowledge of change initiatives including systemic and antiracism change processes promoting an organizational culture free of discrimination and harassment.
Writes and articulates complex and technical or specialized language in terms that are easily understood by a variety of audiences to effectively communicate with all levels of staff, offenders, Ministry and other officials, union representatives, a wide variety of community agencies, groups, and local municipal officials, judiciary, EMS (Emergency Management Services) to address groups to explain programs or processes and to manage and motivate staff.
Conducts complex negotiations and builds coalitions, informal support and seeks information to find underlying interests. Adjusts approach to successfully negotiate and reach agreement while maintaining longer-term working relationships.
Explains change management to staff and others on how change will affect roles and positions.
Integrates the change with existing work/projects and builds on recent change initiatives to increase enthusiasm and commitment to the change process.
Physical Effort :
Occasional walking throughout the facility during shift. Occasional standing, sitting or lifting of light objects.
Sensory Effort :
Mental alertness is required regularly in being attentive to detail when adhering to policies, and standard operating procedures. E.g. oversees routine inspections and manages emergencies including fire, evacuation requirements, escape attempts, hostile and aggressive behavioural disturbances, utility disruptions and implements appropriate security practices, de-escalation/diffusion strategies, physical intervention and restraint procedures.
Requires ability to shift focus quickly between competing demands when dealing with multiple emergencies simultaneously.
Working Conditions :
Work is conducted within a secure detention/custody facility setting that functions on 24 hours a day, 7 days a week with occasional exposure to erratic behavior, verbal abuse, and the potential for physical danger.
May be required to manage emergency medical crises and security breach situations, manage aggressive behavior, and contain and resolve emergency situations.
Shift work could include evenings, nights, weekends and statutory holidays including ‘on call' responsibilities.