Senior Services Manager - Homeless Sector

Senior Services Manager

Dublin City Centre

Reporting to: Director of Services

Hybrid working with travel to regional services

Salary: 65,682 EUR / annum

Hours: 35 hours per week

Scope of Responsibility: 

This role entails operational responsibility for Depaul Ireland’s ROI services. This person will possess an insight into the strategic and operational issues required to operate services within a low threshold environment. The post holder would have line management responsibility for key members of the management team and would, and as part of the Services department team ensure that Depaul Ireland remains responsive to the needs of marginalised individuals and communities.

Key Areas of Responsibility:

• To be responsible for selected   day to day services in ROI which include Cork, Waterford, Wexford, To be responsible for selected   day to day services in ROI which include Cork, Waterford, Wexford, Carlow & Longford. To work with the Director of Services and Development to ensure quality services are delivered at all times.


• To develop the efficiency and effectiveness of the services.


• To take a lead role in conjunction with the Senior Services Team to develop the quality of services within ROI/NI. In Conjunction with the Director of Services and Development to introduce quality frameworks and ensure standards are met.


• To undertake line management supervision where appropriate and as agreed within the Services department. Including ensuring their training and development needs are identified and met.


• To ensure or deliver supervision to additional Managers that may report to this post on infrastructure reviews.


• To be responsible, oversee and ensure good quality for the recruitment, induction, probationary assessments and appraisals of all Managers who report to this post.


• To be involved in the recruitment, probationary assessments and annual appraisals of staff working within the projects managed by this post, ensuring that staff are being managed effectively. To capacity build, staff teams.


• To work closely with the People & Organisation Development team in achieving organizational aims. To be involved in dealing with disciplinary, grievances and any other individual or collective staffing matters which may arise in the projects, as necessary.


• To ensure managers are up-skilled in terms of leadership on a regular basis through both in house and external training.


• To promote and ensure there is a high level of service user involvement in the services we provide.


• Ensure that there is excellent communication within the project management team and develop and lead the effective running of project management meetings on a monthly basis, or as required.


• To attend and, when required, to facilitate / chair regional meetings, attend and support projects'  staff meetings and review days, as appropriate.

Monitoring and Review: 

• To be closely involved in drawing up and monitoring of Annual Plans, for individual services, establishing targets and objectives for different projects and in conjunction with the Director of Services and Development co-ordinate this with the Services ROI annual plan.


• To ensure there is service review on a regular basis ensuring projects are meeting their aims and objectives.


• To develop and promote strategic planning for specific services in ROI and where required develop local strategic vision documents in conjunction with local management teams. These would then go for approval to senior management team.


• To ensure projects are monitored and outcomes are reviewed. To further develop information recording and statistical system in conjunction with needs of each client group and the requirements of service stakeholders.


• To monitor and analyse incidents and trends within services.


• In conjunction with the Director of Services and Development, identify new areas of development for Depaul and to assist in the achievement of the organisational strategic development aims.  To draw up operational documents for any new project the post holder will be responsible for.

Policy and Project Development

• To develop local service delivery policy and good practice in the running of projects, which are managed by this, post and contribute to this development for Depaul's services department as a whole.


• In conjunction with the Director of Service and Development to be cognizant of any policy or service development that may impact on Depaul services across Ireland, to work in strong partnership with other services in ROI.


• To carry out project appraisals/audits for any Depaul projects and report the findings to the Director of Services and Development and/or Senior Management Team/Group. To ensure that recommendations for improvements are carried out.


• To bring new projects into management consistent with the organisational development plan, led by the CEO and agreed with the Director of Services and Development and the wider senior management team and in conjunction with the respective Senior Services Manager.


• To chair specific project development management meetings as required.


• In conjunction with the Directors of Finance and Risk ensure that new project budgets are set at appropriate levels and that budgets are managed appropriately and to contribute to the consultative work necessary in order to arrive at feasible budgetary levels.


• Led by the CEO and in conjunction with the Senior Management team to arrive at a strategic and operational development plan and individual work plan and to arrive at a clear set of outcomes.


• Led by the CEO and consistent with the organisational development plan to assist in identifying new areas of development for Depaul.


• In relation to specific development projects to develop service delivery and good practice in the running of projects.


• To ensure that any development project fulfils all statutory and best practice requirements in relation to operational health and safety.


• To participate in the DPI annual project appraisals/ audits process for any Depaul Projects.

 Special Responsibilities

• To attend the Senior Service team meetings to assist in the planning and implementation of the senior services plan. To attend the quarterly project manager group meeting.


• To attend the Senior Leadership Group (SLG), to report on projects and contribute to the strategic planning and management of the organisation as a whole.


• On specific projects determined by the organisational development plan to take a role in conjunction with the services, fundraising and finance departments to project lead grant and funding/tender applications.


• To project lead or participate in research needs analysis exercises or information gathering processes as determined by the organisational development plan.


• To lead on specific people projects which contribute to overall service delivery and development.


• In conjunction with the Director of Services to produce a risk analysis for any new initiative or scheme. This may involve an assessment of financial   exposure or risk in conjunction with the Director of Finance. To ensure that the Senior Leadership Group (SLG) are kept informed of any significant changes to a development, particularly those which might be damaging to the organisation, and are advised on appropriate remedial action.


• To work in close liaison and develop excellent lines of communication with the Senior Services Managers in ROI and NI. To work in conjunction with these managers on specific project issues.


• To attend, as required, Board meetings, Sub committees of the Board, Project Managers meetings, Senior Management Group meetings, and other internal meetings as appropriate. 

Sector Based Working

• To work with the Director of Services and Development on homeless sector developments and promote a continuum of care approach within our services that is reflective of sector priorities.


• To represent Depaul externally with a wide range of other voluntary agencies, statutory partners and other funders as agreed with the Director of Services and Development.


• To attend key forums, meetings and initiatives within the ROI homeless sector that promote enhanced service provision to our client group including care and case management, specialist homeless groups and the addiction sector. 

Finance

• To abide by Depaul's Financial Regulations.


• To ensure that the projects' budgets are set at appropriate levels and that Managers work within their budgets and take direction from the monthly management accounts.


• To ensure there are is good standards around financial systems within local services


• To ensure relationships with funders at project levels are maintained and developed. To cases opportunities to develop these relationships further across the diverse services within Depaul.


• To ensure opportunities for future funding are explored and to work in partnership with Director of Services and Development in developing services into the future.


• To have full appreciation of Depaul’s organizational, financial and sustainability issues.

Special Responsibilities

• To report on a monthly basis to the Director of Services and Development when required.


• To provide written qualitative and quantitative information on a quarterly basis to the Director of Services and Development which would inform reports to the Service and development committee.


• To work with the Fundraising and Communications Department on its strategic and operational plan, particularly in relation to specific project issues.


• To attend the Service department team to report on services in conjunction with the project group managers and to contribute to the strategic planning and management of the services department.


• To manage and co-ordinate the 24/7 on call managers rota.


• To participate in and report to the Senior Leadership Group in conjunction with the Director of Services and Development.


• To attend, as required, Service department meetings, Project Group Managers meetings, and other internal meetings as appropriate.

General Responsibilities

• In conjunction with your Line Manager to continuously develop the role to ensure that all tasks are being undertaken in an effective and appropriate manner which meets the strategic aims and objectives of Depaul.


• To participate in internal/external meetings as required, and attend training events, conferences, making presentations and other contributions as necessary.


• To participate in regular supervision and annual appraisal, and help in identifying your own job-related development and training needs.


• To ensure that all Depaul policies and procedures are being adhered to, particularly those relating to Health and Safety, Code of Practice and Confidentiality.


• To contribute to the effective implementation of Depaul’s Diversity and Equality Policy as it affects both Depaul and its work with service users.


• To at all times undertake your role in a professional manner maintaining a high quality standard of work, and to always work in accordance with the aims, values and ethos of Depaul.


• Undertake any other duties that may be required which are commensurate with the role.

Other Responsibilities

• To undertake duties and working hours appropriate to the requirements of the post.


• To deal with any emergency situation which may arise at any time, as agreed with the Director of Services and Development.


• To be part of a senior on call system in line with the 'on call' policy.

 Flexibility

• You may be asked to perform other duties which are not included above but which are relevant to your area of work. In addition, you may be asked to help out colleagues in other Central Office areas from time to time and to cooperate fully with the IT department.


• As a result of technological advancement, regulatory changes and sectorial developments, the Depaul workplace will continue to change over time, with new systems and new work practices being introduced as needed.


• Your duties will evolve over time as the needs of the organisation and the environment in which it is operating evolves. 


• In addition, your duties may evolve in line with your own development in your role.


• Your work will require travel and occasional overnight stays.

The above list is not exhaustive; additional areas of responsibility may be added over time and flexibility to cover for other staff roles is required from time to time.

Person Requirements:

• Relevant 3rd level qualification in management or Business Development related studies.


• At least 3 years management experience in the voluntary sector, preferably in a residential or community homelessness based setting or housing setting.


• Five years’ experience of work with marginalised groups, desirably within the homeless sector.


• Three years' experience of multi-site or multi project management.


• One year experience of managing projects with complex risk.


• Extensive experience of developing and writing  organisational papers and proposals which may include policy positions papers, business cases , tender documents.


• An understanding of why people become homeless and the issues they present with, particularly in relation to substance misuse and mental health issues.


• Extensive experience of managing Staff teams including off site management.


• Experience of supervising staff at management level.


• Experience of Budget Management and Year Planning in accordance with budget.


• Knowledge of Health and Safety legislation and policy and the incorporation/ implementation of both within the working environment.


• Knowledge of the statutory and voluntary sector strategies and the resources available to homeless and housing services.


• A knowledge of performance management, particularly where this relates to offsite line management.


• Qualities of leadership, evidenced through a track record of successfully motivating staff, ideally through a difficult period of start-up or change.


• Able to communicate effectively both verbally and in writing and to produce clear written reports and letters on complex issues. The post requires computer literacy.


• Ability to run effective meetings and use negotiating skills.


• Ability to act calmly and professionally in emergencies, to work under pressure and effectively manage stress.


• Able to communicate with the full range of the Depaul’s stakeholders (clients, public officials, trustees, staff) on organisational matters.  Ability to liaise effectively with these agencies and advocate on behalf of the client group where necessary.


• Ability to work within and develop Quality standards within homeless services.


• Ability to establish and maintain an efficient information recording systems and to analyse basic statistics into report form.  An ability to understand and communicate evidence based qualitative and quantitative data.

Other Contractual

• Ability to work flexibly within the role and attend evening meetings and conferences as appropriate to the needs of the job.


• Ability to take a role in the senior Services On call rota.


• Ability to work and travel in Republic of Ireland and Northern Ireland and spend overnight stays in either jurisdiction.


• While the line manager is specified above, this does not preclude higher level grades from directing or reviewing work or setting dotted line collaborative working relationships between same or different level positions.


• All tasks should be completed in an accurate manner and supported by a clear electronic and hard copy filing system.