WORK SUMMARY: Coordinator will work with Training & Compliance professionals and Human Resource professionals to develop ongoing curriculum for Front-line Supervisor. Curriculum will be based on job description requirements, policies and procedures, and supervisory best practices. The Coordinator will work directly with the Front-Line Supervisors and will provide follow-up with each employee until they consistently demonstrate the knowledge and skills required to successfully perform their job. The Coordinator will maintain open and frequent communication with the Training & Compliance management team and the Human Resources Management team and will provide feedback regarding skill attainment and training needs of the Front-line Supervisors. The Coordinator will regularly attend Front-line Supervisor meetings and will provide updates to, and work collaboratively with, the applicable Residential Director and/or Assistant Director regarding training schedules, training objectives, and any identified personnel concerns.
ESSENTIAL DUTIES AND RESPOSIBILITIES: The Coordinator will train and mentor Front-line Supervisors on how to manage a person-centered residential home, how to ensure the needs of the individuals are met, and how to ensure regulatory compliance. Examples of specific items to be taught include:
How to manage the affairs of the house, including but not limited to meal preparation, menu planning, household cleaning chores, tasks lists, ensuring laundry is completed, shopping for food, purchasing of supplies and personal items for the individuals.
How to manage the household budgets as well as spending money for the individuals. Teach receipt handling and maintenance per department guidelines. How to ensure bills and mail are turned in to the Departmental Coordinator as soon as they are received.
How to hold monthly home staffing meetings. This includes how to train their DSPs and support their staff to ensure quality and compliance. Teach how Front-Line Supervisors must ensure staff are trained on all aspects pertaining to the individuals and the time frames for such training, this includes Training Specific to the Individual (TSI/SIT), Mealtime Plans and Cards, Behavior Support Plans (BSP), Seizure Protocols, Physical Therapy Plans, Occupational Plans, Enabling Technology and any other applicable individualized training.
How Front-Line Supervisors ensure that all shifts are covered to meet the required staffing plan(s) and their responsibility to minimize overtime as well as their on-call responsibilities. This also includes making sure all staff are clocking in and out on all shifts.
How to be a supervisor including how to effectively communicate as a supervisor, how to effectively prevent and resolve conflict, and how to be accountable as well as to hold others accountable.
How to complete proper documentation/forms and how they can ensure all DSP’s and subs are familiar with the computer and how to properly enter daily notes.
How to ensure compliance by checking that all Daily Notes are completed for each shift every day. Emphasizing the need for the notes to be completed in a timely manner and ensuring they meet the standards and reflect the person’s PCSP actions and outcomes. How to ensure that Quality Assurance standards are maintained and that staff understand and follow the standards.
How to ensure Training Specific to the Individual and Mock Fire Drills are completed by DSP’s and/or Subs on the first day they work in the home and who these are turned into and when.
How to complete a weekly shift schedule that is turned in to the assigned Department Coordinator by Monday for the upcoming week as well as when to update Department Coordinator as shifts are filled and/or changes are made.
How to ensure compliance with completing the daily, weekly, and monthly paperwork in a timely manner (Daily (when on shift): transportation sheets, daily notes, sleep data, any tracking logs, MAR’s, and any applicable forms, to ensure timely completion and compliance. Weekly paperwork: Shift schedules, activity schedules, attendance logs daily, transportation logs for company vehicles; check requests, and any applicable forms. Monthly paperwork: budget sheets, receipts, behavior data by the 2nd working day of each month, sleep data, and any other data or logs -such as blood sugar, blood pressure checks)
How to follow the processes and the importance of attending meetings and doctor appointments, including checking the computer daily for any appointments and ensuring there are no conflicts with appointments. Teach how to notify the nurse if something needs to be rescheduled. How to provide objective and valuable information to clinicians.
How to schedule activities and outings for the upcoming week for the individuals and arrange transportation, funds, and any required support as needed. How to ensure proper lunch preparation for outings as needed. How to ensure activities align with PCSP/Plan goals.
How important effective communication is with their Department Coordinators and keeping them informed of changes, issues, or concerns. This includes keeping the applicable Director and Coordinator advised of staff issues, issues involving the individuals, family concerns, and any communication that could be relevant. -How to monitor and make sure medications are given and documented correctly as ordered by physicians. This would include how to check the meds daily, including any new medications picked up at the pharmacy, even if they were not the one to pick them up. How to always check at the beginning of each shift worked to make sure everything is documented correctly, physician orders are present, and any new medications are transcribed. How to ensure MARs are correct, including controlled/psychotropic medications, and complete the Shift Verification Sheet.
How to be responsible for monthly Medication transitions and returning old medications on the scheduled day for transition. - How to check mailboxes in the office, the importance of checking email, and the importance of providing timely communication follow up.
How they are responsible for the overall condition, cleanliness, and maintenance of the home (inside and out) and vehicle. Any issues should be reported to the assigned Department Coordinator as soon as possible and immediately if it is an urgent maintenance or repair need. They are responsible for educating their staff on licensure standards ensuring those standards are maintained.
How they are responsible to ensure Orange Grove’s Standards of Support are met each day for everyone who lives in the home. How to effectively communicate and work collaboratively with families, DSPs, and management to provide quality care, training, and advocacy according to every individual’s needs and goals.
How to find alternatives to rights restrictions, ensure that rights are not unintentionally restricted, and the proper processes to follow for rights restrictions. The Coordinator will work with newly hired and seasoned Front-line Supervisors and will demonstrate appropriate training and communication tactics, meeting the Front-line Supervisor where they are in their career. The Coordinator will assist in the appraisal of job performance and will help resolve problems while working under the direction of the Department Training and Compliance and in consultation with the Human Resource Department and the applicable Residential Department.
This job description is written to cover the basics and many of the specifics of the position. However, other duties and needs may arise that will change or increase the responsibilities of the Front-Line Supervisor Training Coordinator.
EDUCATION: Bachelor’s Degree Preferred, experience considered. Frontline supervisory experience or training/teaching experience required.
EXPERIENCE/SKILLS:
Professional, timely, and effective written/verbal/electronic communication skills
Demonstrated time management and task prioritization skills
Objective decision-making and problem solving skills
Demonstrated organizational skills
Policy-based conflict resolution skills
Demonstrated ability to work both independently and with a team
Demonstrated teaching and role modeling skills
PHYSICAL REQUIREMENTS: Good overall physical health and personal stamina. Physical examination, including TB skin test or chest x-ray is required prior to employment.
SUPERVISORY REQUIREMENTS: Reports to the Assistant Director of Training & Compliance. This position has no official supervising duties but will consult with Human Resources and Training & Compliance professionals to develop ongoing training curriculum, assessment tools, and oversight standards. Will consult with Residential professionals about the needs within each department.
OTHER REQUIREMENTS: Valid driver's license with F Endorsement. Must have dependable personal transportation and maintain auto insurance. Maintain Medication Administration Certification and remain current with all required training. Person-Centered and Personal Outcomes Measures (POM) trainings are required. Demonstrate an ongoing interest in helping employees succeed and achieve their full potential