THE ORGANISATION
Rowan (Child and Parent Services) was established in 2019 and to date, on behalf of Tusla, HSE and the Court Service, has provided specialised and responsive community based services to all types of families and the children they care for.
Rowan CPS is now providing community based children’s residential services for younger children as part of the range of services currently provided, and in response to a need for highly informed and outcome focused services for children and families.
OVERVIEW OF ROLE
The role of the Person In Charge is to ensure the day-to-day management of the residential centre. The role will encompass administrative duties as well as responsibilities pertaining to the progression and practice of the staff team and the implementation of Placement Plan objectives for young people; ensuring that they are receiving the agreed quality and quantity services.
DUTIES AND RESPONSIBILITIES
The duties and responsibilities of the Person In Charge (PIC) are outlined below and have been identified based on the National Standards for Children’s Residential Centres (2018). The post holder will also be required to undertake other duties as determined by the Service Manager.
CHILD CENTERED CARE AND SUPPORT
Consultation
* The PIC will be responsible for quality assuring and ensuring that Young People’s House Meetings are being completed. The PIC must ensure that the agenda for such meetings is relevant, creative and responsive to young people and centre current needs. Minutes will be promptly recorded, and the PIC will be accountable for signing off and dealing with any relevant issues from these meetings.
* The PIC will be responsible for appointing keyworkers and ensuring that the keywork process for young people is proactive, meaningful and in line with young people’s assessed needs. The PIC will oversee all keywork records.
* The PIC will ensure that the Shift Team Manager (STM) / Social Care Leader (SCL) ensures full implementation of the keywork policy. They will also be responsible for monitoring the implementation of this policy in relation to all keyworkers and co-keyworkers.
Access to Records
* The PIC will be responsible for ensuring that young people’s right to access their information is promoted and facilitated by the staff team, within the permitted boundaries.
* Where young people have concerns surrounding their records, the PIC can liaise with the young people to support them.
Complaints
* The PIC will be accountable for ensuring that all complaints made are dealt with in line with both Policies and Procedures and current legislation.
* The PIC should ensure that all STMs / SCLs and SCWs are knowledgeable regarding the Tusla ‘Tell Us’ system and must be sure this is utilised when required.
* All complaints must be reported to the Social Work Department by the PIC.
* The PIC will be responsible for advocating for young people. This may entail attending professionals’ meetings with or on their behalf, contacting external agencies such as EPIC or communicating grievances or complaints to relevant persons.
Contact with Families
* The PIC will be responsible for ensuring that young people’s families receive the agreed quality and quantity inputs. They will maintain suitable contact with families and ensure that this is adequately recorded.
Supervision and Visiting of Young People
* The PIC will be responsible for ensuring that all visits to young people are scheduled appropriately and recorded accurately within the care folder.
* Where young people are not happy with their access arrangements, the PIC should advocate on their behalf if this is appropriate.
EFFECTIVE CARE AND SUPPORT
Suitable Placement and Admissions
* The PIC will be responsible for overseeing the setting up of young people’s care folders prior to their admission and ensuring that they have knowledge of the referral information. The PIC will participate in the organisation of an acceptable transition plan as in line with legislation.
* The PIC must ensure that each young person admitted to the centre has been risk assessed and is compatible with the other young people in situ.
Statutory Care Plans / Care Plan Reviews / Placement Plans
* The PIC will quality assess or complete where needed relevant reports for Child in Care Reviews and attend such meetings. The PIC will be accountable for ensuring minutes are recorded by the SCL or SCW and Support Workers.
* The PIC will contribute to the development of a comprehensive and achievable Placement Plan in conjunction with the Social Work Department.
* The PIC will be accountable for ensuring the daily implementation of the Placement Plan through monitoring Weekly Plans and Individual Work Schedules.
* The PIC will assess the ongoing implementation of the Placement Plan; through quality assuring Weekly Reports, through the monthly Supervision process and also at the end of the six-month period in preparing for the next Child in Care Review.
Race, Culture, Religion, Gender and Disability
* The PIC will be responsible for ensuring that a creative and proactive approach is taken to addressing these key areas of young people’s Placement Plans.
Accommodation
* The PIC will be responsible for ensuring that a safe, caring environment within a warm, homely atmosphere is created for young people. Where household items are required, the PIC must ensure that the appropriate requisition process is adhered to and that items are efficiently purchased and displayed.
* The PIC will ensure the high presentation of the centre at all times through checking that the full implementation of the centre cleaning schedule is being adhered to. Ensuring that the grounds are maintained at all times and the overall presentation of the centre is to a very high standard.
* The PIC will ensure the full implementation of the organisational hospitality policy within the centre at all times.
Fire Safety
* The PIC will be responsible for ensuring that Fire Drills take place in accordance with organisational policy and that all staff are competent in delivering this task.
* The PIC is responsible to ensure that all staff receive adequate training in these procedures.
* The PIC will ensure that all fire safety equipment is maintained and active throughout the centre.
* The PIC holds full responsibility in having equipment replaced (fire extinguishers) where they have been let off.
* The PIC should be checking the fire register weekly to ensure the staff are completing all tasks in line with health & safety.
Children’s Case and Care Records
* The PIC will be accountable for the day-to-day quality assurance of care records and care folders. This will entail ensuring records are completed, printed and signed and the PIC will countersign all records.
* The PIC must provide feedback to staff on the quality and presentation of records and provide direction in relation to Placement Plan relevance.
* The PIC will be accountable for the sending of Weekly Reports for all young people within the centre. These must be collated at the end of every week by the staff team.
* The PIC will ensure that the centre’s Daily Update is forwarded to all relevant persons and that he/she receives this regularly.
Preparation for Leaving Care
* The PIC will be responsible for ensuring that young people are educated on independent living skills in order to prepare them for turning eighteen. They will ensure that where the young person is over 16 years, that the Placement Plan objectives relating to their independent living skills are fully reflected in daily practice via the Individual Work Schedule and Weekly Plan.
* The PIC must ensure that each young person has an after-care worker and evidence that they have sought this must be on file.
Discharges
* The PIC will engage the staff team in reflective practice following the discharge of all young people from the centre in order to determine the learning distilled from the placement overall.
* Where there is an unplanned discharge, the PIC must take the lead in liaising with the relevant professionals so a smooth outcome can be achieved.
Aftercare
* The PIC will advocate for young people in relation to their aftercare process and will contribute to this process where appropriate.
* The PIC must ensure that the staff team are completing all tasks in supporting the aftercare process.
SAFE CARE AND SUPPORT
* The PIC will be responsible for adherence to Child Protection Policy and for the prompt notification of Child Protection Concerns.
* All PICs are Deputy Liaison Persons as in line with Rowan CPS Policies and Procedures.
* The PIC holds responsibility to ensure that all Child Protection and Welfare Reporting Forms (CPWRF) are sent out through the portal in an effective and appropriate timeframe.
* The PIC must ensure that all information on the CPWRF is factually accurate.
Managing Behaviour
* The PIC will be responsible for ensuring that Placement Support Plans are reviewed at all Team Meetings, understood, verified and implemented by staff. All practice which is in breach of the Placement Support Plan content should be identified by the PIC and immediately addressed.
* The PIC will approve all rewards and sanctions for young people ensuring that these are adequately communicated and recorded.
* The PIC is responsible to ensure that all staff are trained in the agreed behavioural model of care: Therapeutic Crisis Intervention.
Restraint
* The PIC will be responsible for ensuring that Physical Intervention Reports are efficiently recorded, accurate in detail and presented to a high standard. They will be responsible for forwarding all Physical Intervention Reports to the Social Work Department and any other professionals.
* The PIC will be responsible for engaging the staff in SEN reviews where required and where need provide debriefing for staff after any incidents.
Absence without Authority
* The PIC will be accountable for ensuring that all policy relating to Absence without Authority is adhered to in all circumstances and that the young people’s Absent Management Plans are implemented.
Notification of Significant Events
* The PIC will ensure that Significant Event Reports (SEN) are efficiently recorded, accurate in detail and presented to a high standard. They will be responsible for forwarding these to the Social Work Department. The PIC’s comments at the end are an integral part of this process.
* The PIC will ensure the filing of Significant Event Reports, the associated correspondence and quality surrounding these documents is upheld in the Centre.
* The PIC will contribute to the centres’ monthly databases which encompass the SEN Analysis, Complaints and Centre Register data. The PIC is responsible to ensure that this is sent to the relevant departments at the beginning of every month.
HEALTH, WELLBEING AND DEVELOPMENT
Provision of Food and Cooking Facilities
* The PIC will be responsible for overseeing that the staff are creating a centre Weekly Meal Planner and ensuring that there is a suitable balance of health and nutrition.
Medical Care
* The PIC will be responsible for ensuring that young people are encouraged and facilitated to attend relevant medical appointments and that such visits are clearly evidenced within the care records.
* The PIC will be responsible for ensuring that there is sufficient supply of medication for young people and that this is securely stored within the centre. They will also be responsible for ensuring that medication is dispensed appropriately and that this is clearly recorded within the care records.
* The PIC will be accountable for ensuring that the First Aid box is adequately equipped at all times and that supplies are efficiently requested from the Health and Safety Committee.
* Where necessary the PIC may need to advocate for any young person where they are not receiving the correct medical or specialist care afforded to them.
Education
* The PIC will approve educational activities and opportunities for young people.
* The PIC will ensure that all young people are afforded the same educational standards as all young people in Ireland.
* The PIC will assist the young people, staff team and social work department in finding the best educational facility to meet the desired needs.
LEADERSHIP GOVERNANCE AND MANAGEMENT
Legislation Adherence
* The PIC will keep abreast of the National Standards for Children’s Residential Centres (2018), the concomitant organisational Policies and Procedures and all associated national policy and legislation ensuring that they are competent and confident in adhering to this in daily practice. Supporting literature will be regularly reviewed via the Supervision and Team Meeting process.
* The PIC will develop staff knowledge on the above organisational and national policies and implementation in order to promote best practice and contribute to the continuous quality improvement of the organisation. This will be facilitated formally through fortnightly Supervision, Team Meetings and STM / SCL / DPIC meetings.
* The PIC will monitor and assess staff implementation of the above organisational and national policies and will address deficits, complacency or negligence with the employee or will report this to Person In Charge for remedy, dependent on the severity of such lapses in practice.
* The PIC will ensure that the centre's Statement of Purpose and Function is actualised in daily practice and that staff have a full working knowledge of the expectations of this statement.
* The PIC will present themselves as a role model and mentor to staff at all times in reflecting the implementation of the Purpose and Function.
Risk Assessing
* The PIC will be responsible for the Risk Assessment process on a daily basis, ensuring that the relevant Risk Assessments are completed, where appropriate.
* The PIC will be responsible for ensuring the adequate supervision of all young people who reside in their centre.
* The PIC will be responsible for ensuring that Accident Reports are promptly completed and notified where an accident has occurred. They are also responsible for ensuring that the Health & Safety Department are informed of all Accidents.
Individual Care in Group Living / Model of Care
* The PIC will provide ongoing direction to staff in the development of their relationships with young people.
Management
* In the absence of the Person In Charge, the PIC will ensure that they have delegated their tasks to an appropriate senior member of the staff team. The PIC is expected to liaise with the Regional Manager to decide whom this should be.
* The PIC must attend monthly Senior Management Meetings and hold accountability to complete all actions from these meetings.
* The PIC must chair all Team meetings on a fortnightly basis.
* The PIC is expected to attend Regional Manager Meetings and Significant Events reviews each quarter.
Quality
* The PIC will be responsible for the completion of the Centre’s Self-Audit tool, which will be reviewed every six months. The completed Self-Audit will be submitted to the Regional Manager and Quality Manager.
* The PIC will be responsible for chairing review meetings following receipt of all internal Quality Audit reports and External Monitoring and Inspection Reports. This will entail a critical review of the report feedback and of the associated deficits / recommendations and a formal response will be expected where any reports have highlighted areas as negligent.
RESPONSIVE WORKFORCE
Staffing
* The PIC will facilitate the staff centre specific induction process. This will entail introducing new employees to the centre's recording systems, infrastructures and provision of an opportunity to shadow staff practice. The PIC will record the minutes of this induction accordingly.
* The PIC holds responsibility to ensure all new staff receive an adequate induction as in line with Solis Policies and Procedures.
Supervision and Support
* The PIC will participate in monthly supervision with their Regional Manager which will be practice and learning based. The recording of supervision minutes will be a joint responsibility between the PIC and the Regional Manager.
* The PIC will chair fortnightly SCL meetings. The SCLs will record the minutes of these meetings.
* The PIC will ensure their SCLs undertake fortnightly Policy and Procedure focused supervision with all new employees during their initial three-month employment period. This will entail reviewing policies, assessing the employee's understanding and adequately recording these minutes for the Supervision Folder. The STL will report the progress of this supervision to the PIC. The PIC can then provide feedback where required.
* The PIC will monitor the practice and development of all employees. The PIC holds an overall responsibility to ensure that all staff receive monthly Supervision.
* The PIC will chair Team Meetings fortnightly and will have designated accountability ensuring that the minutes are filed and signed by the staff team. In the PIC’s absence, the DPIC will chair Team Meetings.
* The PIC will be responsible for chairing SCL meetings, ensuring that all information is appropriately and fully communicated and that the relevant handover proforma is fully complete.
USE OF RESOURCES
* The PIC will be responsible for the centre’s Petty Cash system. This will entail effectively budgeting per shift, authorising all Petty Cash transactions, compiling the Petty Cash report and submitting this to Head Office. The PIC will be accountable for any deficits in Petty Cash which occurred throughout within the centre.
* They will be required to respond to queries from Head Office in relation to Petty Cash.
* The PIC will be responsible for ensuring that the Stationary Inventory is undertaken monthly and that the stationary order is compiled and submitted to Head Office.
Maintenance and Repairs
* The PIC will be responsible for ensuring that all maintenance work is undertaken promptly; this requires a solution focused response whereby maintenance responses are identified on the same shift.
* The PIC will be accountable for ensuring the appropriate upkeep and maintenance of all centre vehicles. Any repair work will be promptly identified by the PIC.
* The PIC is the only authority to approve maintenance within the Centre and only at the discretion of the Regional Manager.
USE OF INFORMATION
* The PIC will be responsible to ensure that all records kept on the young people are up to date, relevant, accurate and of a high quality at all times.
* The PIC will ensure that the Centre Register is updated upon the admission and discharge of all young people, ensuring that all pertinent information is concisely recorded.
* The PIC must ensure that each young person’s information is protected, and all personal information is treated with respect and confidentiality.
* The PIC will be responsible for all young people's information being shared and transferred in an efficient and timely manner to support decision-making.
The above Job Description is non-exhaustive and where necessary and by appointment of the Regional Manager or Director the PIC may be expected to take up other relevant duties and tasks.
Essential Criteria
* Upon application for this post the applicant must have a minimum of a Level 7 qualification in social care and hold or be enrolled in a program leading to a management qualification suitable for a health or social care setting and 4 years’ full time work experience in a social care setting post qualification.
* Alternatively, the applicant may hold a QQI level 8 qualification in Social Care with 4 years’ post qualification work experience in a social care setting.
* A professional qualification in Social Work is also considered, for a centre manager with the mandatory 4 years post qualification practice experience and hold or been rolled in a programme leading to a management qualification suitable for a health or social care setting.
* Candidates who do not hold a Social Care qualification but have within the 3 years prior to the issuing of this notice been a manager of a registered centre for a period of 2 of the preceding 3 years, are required to hold a minimum of a level 7 in a related field and hold or be enrolled in a management qualification suitable for a health care or social care setting.
* A recognised qualification in social care will include equivalent social care qualifications from other jurisdictions.
NOTE: NO OTHER QUALIFICATIONS WILL BE ACCEPTED
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