About this role
Manager Administrative Services - FireRequisition ID: 46756 OrganizationVancouver is consistently ranked as one of the world?s most liveable and environmentally sustainable cities. Recognized among BC?s Top Employers and Canada?s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.Main Purpose and FunctionThe Administrative Manager is responsible for the efficient and effective delivery of administrative and clerical services supporting Vancouver Fire Rescue Services (VFRS). This includes managing the administrative and clerical services team engaged in an extensive range of complex and confidential support services, ensuring consistency in practice and leading administrative or cross-departmental related projects.Specific Duties/Responsibilities Leads the administrative operations function within VFRS, including developing, implementing and assessing administrative strategies and goals, policies and procedures, workflows and service standards to ensure the effective services in support of VFRS Manages the administrative and clerical services team; responsible for recruitment and selection, mentoring and coaching, attendance and performance management, training and development, and discipline. Develops, implements and manages workload and resourcing plan for administrative and clerical staff; ensures the plan and workload assignments are regularly reviewed, adjusted and progressed. Leads development and documentation of administrative processes and inspires a culture of continuous process improvement. Develops and handles sensitive and confidential documents for the Executive Board & Senior Management team, including Council reports containing information regarding confidential financial and/or human resource issues, employee documentation, media enquiries, fee and budget reports and other correspondence. Collaborates with the Executive Assistant to the Fire Chief to monitor committee meetings, Council, CLT and other senior management agendas, meetings and critical management issues to ensure communication to the Senior Managers and to track progress. Tracks and follows up on a variety of general VFRS correspondence and inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments are completed in a timely manner. Responsible for preparation and distribution process of internal staff departmental announcements and other relevant communications as required. Oversees department-wide adherence to new Human Resource processes and practices such as time entry, staffing action documentation, attendance management and performance management. Collaborates with senior management and VMC representative to ensure staffing vacancies are managed in a streamlined, effective and strategic manner to maximize resource deployment within prescribed budgets. Provides guidance to and oversees updating of orientation package for all new VFRS staff; oversees staff orientations for the department, including departmental safety and security orientations. Ensures implementation of all corporate health and safety policies and procedures, including regular safety inspections at all locations, co-ordination and approval of card access requests, resolution of any issues identified and appropriate communication (including posting) of all health and safety communications. Liaises with Facilities, Security a