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Position title: Meals on Wheels Coordinator

Classification: Permanent part-time position, 28 hours per week

Union Affiliation: CUPE

Immediate Supervisor: Executive Director

Position Summary:
This role supports our mission to provide home care services to seniors and individuals with special needs by coordinating a home delivery service of hot, cold, and frozen meals at affordable prices. The coordinator oversees meal procurement from external suppliers, ensuring nutritional quality and adherence to dietary needs, responds to client requests, and ensures smooth delivery operations managed by volunteers. They maintain positive relationships with team members, clients and their families, volunteers, local and regional committees, suppliers, and community partners.

Key Responsibilities

Program Administration

• Manage the Meals on Wheels program across the Prescott-Russell region.
• Collaborate and participate in local and regional committees.
• Negotiate menu options and pricing with suppliers.
• Place meal orders, verify invoices, and forward them for payment.
• Ensure meal quality control and proper delivery temperatures.
• Optimize delivery routes and address delivery issues promptly.
• Maintain up-to-date client records while ensuring privacy and confidentiality.
• Update delivery and client check-in protocols according to best practices.
• Process client invoices and resolve billing issues efficiently.
• Input program data and statistics into the system.
• Develop or update tools to assess client satisfaction.
• Verify and submit volunteer mileage claims for payment.
• Compile data for grant reports and analyze trends to identify emerging needs.
• Propose service improvements and report operational issues to the Executive Director.
• Perform other tasks assigned by the Executive Director.

Client Relations

• Open new client files and assess their needs.
• Explain available food service options and refer clients to other departments or resources as needed.
• Regularly evaluate client satisfaction.

Volunteer Management

• Train and evaluate volunteers.
• Provide clear instructions on deliveries and client check-in needs.
• Support volunteer recognition initiatives.
• Ensure volunteers submit reimbursement claims on time.

Public Relations

• Occasionally promote or present the Meals on Wheels service at events or meetings with clients, funders, or partners.

Required Qualifications

Education and Training

• Post-secondary diploma in social work, gerontology, or a related field.

Experience

• Minimum of 2 years of experience working with seniors.
• Experience in community development.
• Experience managing volunteers.

Skills and Competencies

• Bilingual – strong proficiency in French and English, spoken and written.
• Excellent organizational and time management skills.
• Familiarity with Prescott-Russell and its rural routes.
• Proficient in Office applications (Word, Excel, PowerPoint), Teams, and database systems.
• Strong interpersonal skills for respectful and positive stakeholder relations.
• Knowledge of privacy laws (PHIPA, LAIPVP) and accessibility communication standards.
• Discretion and respect for confidential information.
• Ability to work with minimal supervision.

Other Requirements

• Recent (less than six months) Level 3 Police Record Check – Vulnerable Sector, free of criminal history.
• Valid driver’s license and access to an insured vehicle.

Conditions

Work Organization

• Permanent, unionized, part-time (28 hours/week).
• Regular hours: Monday to Friday, 8 a.m. to 4 p.m., with occasional evening or weekend events/meetings.
• Salary: per collective agreement.
• Based in Hawkesbury office.
• PPE may be required as per public health directives.

Physical and Mental Demands

• Office work involves prolonged sitting (5+ hours).
• Computer tasks require extended visual focus.
• Frequent travel by car within Prescott-Russell.
• Regular interactions (phone, video, in-person) with clients, volunteers, colleagues, partners, and suppliers requiring adaptability.

How to Apply

Send your resume by email no later than December 7, 2024, at 4:00 p.m. to:

Sylvie Lefebvre, Executive Director
295 Main Street West, Suite B
Hawkesbury, ON K6A 0B3
Email: slefebvre@servcompr.com