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Abbeyfield Houses Society - Ottawa

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Mysa Saad
Volunteer Coordinator
Abbeyfield Houses Society - Ottawa

425 Parkdale Avenue
Ottawa, ON
Canada K1Y 1H3

TEL: 613-729-4817

E-mail: volunteering@abbeyfieldottawa.ca
Web: www.abbeyfieldottawa.ca

Vcard: import to my address book

Men; Seniors; Women

Abbeyfield House is a non-profit organization that provides accommodation for 10 independent older adults. Each local Abbeyfield Society is comprised of a group of caring volunteers that initiate, support and guide the operations of the Abbeyfield House. Imagine enjoying life with no chores to do, no worries about the house, and delicious home-cooked meals. And, can you imagine having all this for an affordable monthly fee? The Abbeyfield concept is a small community of retired older adults living at Abbeyfield House, enjoying life - companionship when they want it, privacy when they need it.

www.abbeyfieldottawa.ca

Volunteer Opportunities

Are you a student, retired or working individual looking for an exciting volunteer opportunity?

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

We are looking for a Handyperson to support the Director of Property Management in maintaining the physical appearance and operations of the House.

Duties and Responsibilities:
- Support the Director of Property Management in conducting House inspections
-Support the Director of Property Management in seeking out vendors and obtaining quotes for various projects
- Support the Director of Property Management in managing volunteer handy people and gardeners including maintaining a list of small repairs and tasks
- Act as a first point of contact for emergencies (after 911) in the absence of the Property Manager
- Complete small repairs or coordinate the completion of small repairs as required
- Support the Property Manager in the development and implementation of a regular maintenance schedule for all major appliances and equipment
- Ensure tools and equipment are stored appropriately (protecting against theft, injury, unnecessary wear)
- Seasonal activities as may be required, placement of winter mat), salt/gravel on walk ways
- Complete minor house renovations including painting and minor construction projects, hanging curtains, pictures and moving furniture
- Assist with general maintenance of the house including changing lightbulbs, checking smoke detectors, etc.

Qualifications:
Knowledge of property management and maintenance
Good communications skills
Initiative
Good judgment
Location: 425 Parkdale Ave
Ottawa, ON
Deadline: Oct 15, 2021
Are you a student, retired or working individual looking for an exciting volunteer opportunity?

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

We are looking for a Director of Residency Management.

Position Detail:
The Director of Residency Management manages applications for residency, oversees the Residency Committee and generally works with residents to ensure their well-being.

Duties and Responsibilities:

General:
Support the Director of Marketing and Communications in marketing the House (e.g., participating in events such as Tea & Tours;
Work with Residency Committee to respond to inquiries from prospective residents;
Work with the Board of Directors and the Residency Committee to develop and maintain applicant criteria;
Develop and implement a process for screening resident applications;
Conduct applicant interviews and following-up with applicants and/or family members in partnership with the Residency Committee;
Develop and provide new resident orientation;
Work with the House Manager to develop and carryout move-ins and move-outs;
Interact with family members, sponsors and physicians about a residents’ ability to live independently as appropriate;
Interact with residents on a regular basis concerning matters of general wellbeing including health; assisting residents with conflict resolution; ensuring resident satisfaction with services; and coordinating house social events that encourage residents to interact (e.g., birthdays, afternoon teas, special occasion/holiday celebrations etc.);
Communicate regularly with the Director of Human Resources and the House Manager regarding any issues or requests made by residents with respect to staffing or services.

Administrative:

Attend monthly meetings and provide a report to the Board of Directors;
Maintain complete applicant and resident records and document application process.

Financial:

Maintain a small budget to support social events and resident activities.





Qualifications:

Good knowledge of senior’s issues and conflict management;
Excellent interpersonal and communication skills essential;
Experience working with seniors a definite asset.

Estimated Time Commitment :
20 hours per month
Location: 425 Parkdale Ave
Ottawa, ON
Deadline: Sep 30, 2021
Are you a student, retired or working individual looking for an exciting volunteer opportunity?

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

We are looking for a Director of Information Technology (IT) and Information Management (IM).

Position detail:
The Director of IM/IT is responsible for managing all technical aspects of Abbeyfield House Ottawa; ensuring the technology is efficient, meets the needs of the House, and is cost effective; and the data/information is secure.

Duties and Responsibilities:

General:
Support Abbeyfield’s overall business mission when establishing IM/IT standards, policies, procedures, and confidentiality guidelines;
Manage the deployment, monitoring, maintenance, development, upgrade and support of all IT systems, including desktops, PCs, operating systems, interfaces, software applications, peripherals, conversions, backup and recovery;
Oversee systems development and enhancement and the integration of new systems with existing systems;
Manage the execution of scheduled maintenance, Google suite administration, resolution of failures, password administration, and implementation of IT related documentation;
Develop standard operating procedures, written protocols and guidance for staff and end-users;
Oversee provision of end-user services including user and technical support services;
Ensure the creation and maintenance of all IMIT policies and procedures, all written documentation, including system and user manuals, license agreements, and procedures;
Hire, direct and manage the work of IT Support Support Volunteers.

Administrative:
Attend monthly meetings and present a report to the Board;
Keep records of all IT tasks and projects;
Seek Board approval for large IT expenditures and proposed changes in technology;
Provide support to the Director of Communications and Director of Residency to ensure that the Website and Facebook meet current needs;
Work with the other Board Directors to ensure their IT needs are being met;
Work with the House Manager to ensure that the Office needs are being met;
When requested, share best practices with Abbeyfield Canada and other Abbeyfield Houses.

Qualifications:
Minimum 5 years experience in IM/IT;
Strong initiative;
Good management skills;
Experience in volunteering or working for a not-for-profit corporation is an asset.

Estimated Time Commitment:
10 hours per month
Location: 425 Parkdale Ave
Ottawa, ON
Deadline: Sep 30, 2021
Are you a retired or working individual looking for an exciting volunteer opportunity? Abbeyfield Houses Society of Ottawa is currently looking for someone to join our Board of Directors as the Secretary.

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

The Secretary is responsible for providing administrative support to the Board. Primarily responsible for recording and distributing Minutes of Board Meetings and Annual General Meetings, ensuring a record is maintained for all decisions and motions submitted and carried. The Secretary is also responsible for maintaining both paper and electronic filing systems for the Board.

Duties and Responsibilities

General:
- Support Abbeyfield’s overall business mission when establishing board administration standards, policies, and procedures;
- Maintain records of all Board meetings and decisions (Agendas, Minutes, Action Logs).
- Maintain the Board’s calendar of meetings and events;
- Write and maintain procedure documents pertinent to the Board and Abbeyfield House Ottawa such as Terms of Reference, File and Account Management Guidelines, How-to File with Government, How to host an AGM, etc;
- Draft correspondence to support the business of the Board of Directors and Abbeyfield House Ottawa as required;
- Participate in committees as requested by the Board of Directors;
- Liaise with the House Manager on Office Procedures, Reports to the Board, and other items as they arise.

Administrative:

- Schedule, attend and scribe for monthly meetings and present a report to the Board;
- Circulate minutes and Action Log to Board members within 1 week of Board meetings;
- Schedule, attend and scribe Annual General Meetings;
- Provide administrative support to the President and Board of Directors;
- Maintain paper and electronic filing systems; working with House Manager when needed;
- Submit Board information, reports and records as requested or required by law to appropriate government officials, Board of Directors, or Auditors. Liaise with the Treasurer and Bookkeeper to ensure information is accurate and synchronized;
- Keep Contact Lists up to date as they pertain to Members of the Board; including informing Abbeyfield Canada of changes;
- When requested, share best practices with Abbeyfield Canada and other Abbeyfield Houses.


Qualifications:
Strong written and oral communications; including maintaining records and taking minutes;
Demonstrated organizational abilities;
Experience working in office suite products;
Experience in working on a Committee or Board of Directors is an asset;
Experience in volunteering or working for a not-for-profit corporation is an asset.

Estimated Time Commitment:
20 hours per month
Location: 425 Parkdale Ave Ottawa
Deadline: Sep 30, 2021
Are you a retired or working individual looking for an exciting volunteer opportunity? Abbeyfield Houses Society of Ottawa is currently looking for someone to join our Board of Directors as the President.

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

The role of the Board President is to act as the communication link for the Board and as the public face for the organization. This individual fosters and maintains strong long-term relationships with key partners including Abbeyfield Canada, the other Abbeyfield houses, as well as with various levels of government, donors, funders and civic organizations. The President works with the Board, the staff and other volunteers to further the Abbeyfield, vision, mission and goals.

The individual strives to keep the organization well-structured from both planning and operational perspectives through oversight of financial and organizational resources, human resources and short/long term priority setting. S/he ensures that the Board has the necessary tools to do their jobs efficiently and sets an example that motivates the entire volunteer workforce to accomplish their work effectively and in a planned, orderly fashion. The individual delegates responsibilities to the other Directors to manage the details within their respective portfolios, and then plays an oversight and coordination role to ensure that the separate efforts of the different portfolios stay collectively on track.

The President is tasked with providing strong leadership by working with the other Board members to:

- help them to define and monitor their long-term goals, plans and strategies;
- ensure that staff and financial resources are properly allocated;
- ensure that activities support and further the strategic plans;
- measure the success of the organization;
- ensure the preparation of the annual budget for board approval;
- ensure all reports and records are submitted as requested or required by law;
- analyze budgets and financial reports to maintain a high level knowledge of the general Abbeyfield financial position, tax liabilities, reporting implications, and exemptions;
- ensure that policies, job descriptions and administrative procedures are in place and kept current;
- manage meetings:
- ensure efficient governance through monthly Board meetings, the Annual General Meeting (AGM) and various other gatherings;
- call meetings to order on time and adjourn meetings at an appropriate time;
- conduct meetings expeditiously and in a fair manner, taking into account the individual and collective opinions of all members;
- ensure that the meetings are timely and of appropriate length;
- ensure that the contents of discussions are finalized either at the Board table or sent to other subcommittee fora to be addressed in more detail, and for those subcommittees’ chairpersons to bring back summary recommendations to the Executive membership or to the full Board for final review and decisions within specific timeframes;
- listen to and analyze the viewpoints of Board members, staff, other volunteers and guest presenters.
- review and advise on contracts;
- ensure that succession plans are developed;
- look for alliances, partnerships, and joint initiative opportunities;
- ensure appropriate Abbeyfield Ottawa contributions to the overarching activities of Abbeyfield Canada and Abbeyfield International by participating in undertakings to achieve economies of scale for the mutual benefit of all Abbeyfields.

Qualifications

The Board President comes to the position with:

- extensive leadership experience, demonstrated success as a committee chair or board member;
- a history of building capacity, preferably within the not-for-profit sector;
- a Bachelor's or Masters Degree in Business Administration or a related field;
- 8-10 years of industry experience gained from working in multiple other roles and positions;
- excellent leadership, interpersonal, and communication skills;
- a strong ability to achieve results through others;
- strong analytical, decision-making, and problem solving skills;
- an innovative mindset and motivational abilities;
- the ability to find, mentor, train, retain and evaluate the performance of talented volunteers and employees.

Estimated Time Commitment:
50 hours per month
Location: 425 Parkdale Ave Ottawa
Deadline: Sep 30, 2021
Are you a retired or working individual looking for an exciting volunteer opportunity? Abbeyfield Houses Society of Ottawa is currently looking for someone to join our Board of Directors as the Director of Property Management.

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

Position Description:
The Director of Property Management oversees the maintenance and repair of the facility. This includes undertaking minor repairs him/herself and recruiting volunteer handymen, in cooperation with the Director of Volunteers, to complete regular repairs and maintenance.

Duties and Responsibilities:

- Seek a minimum of three quotes for all major repairs (over $2000) and develop a list of trusted vendors for smaller repairs, presenting options to the Board of Directors for approval;

- Schedule and oversee approved contract work;

- Conduct/coordinate routine inspections of the building to ensure that the facility; complies with all mechanical and building codes and that necessary maintenance or repairs are completed (including regular inspection of tenants rooms) in consultation with the House Manager;

- In the event of an emergency related to the facilities (e.g., flood, furnace failure etc.) the Director will be the first point of contact (other than 911) for employees and/or residents;

- Coordinate any emergency repairs requiring immediate attention including contacting insurance and coordinating with the Treasurer and Board of Directors as needed to secure necessary funds for emergency repairs;

- Oversee gardeners, maintenance volunteers, and contractors as required to ensure repairs and maintenance are completed and meet appropriate standards;

- Work with the Director of Grants and Fundraising to seek external funds for any capital projects.

- Keep records of all maintenance and develop regular maintenance schedules;

- Ensure all manuals for mechanical components in the building are up to date and easily accessible;

- Attend monthly meetings and provide an update to the Board of Directors;

- Maintain a list of emergency contacts;

- Develop a schedule for routine inspections of the building giving 24 hours notice to tenants of room inspections;

- Develop a 10-year plan for building improvements;

- Work with the Treasurer, House Manager, and Director of Grants and Fundraising to ensure that funds are earmarked for capital projects appropriately in the budget and contractors are paid on time;

- Providing appropriate documentation (e.g., quotes, pictures, contracts, receipts) to the Director of Grants and Fundraising for reports to granting organizations.

Knowledge & Experience:
Must have knowledge of general building maintenance and repair;
Must have experience developing statements of work, evaluating proposal submissions, hiring and managing the work of contractors.

Estimated Time Commitment:
20 hours per month
Location: 425 Parkdale Ave Ottawa
Deadline: Sep 30, 2021
Are you a student, retired or working individual looking for an exciting volunteer opportunity?

Abbeyfield Houses Society of Ottawa is a not-for-profit seniors’ residence affiliated with Abbeyfield International, with 1,100 houses in 25 countries worldwide.

We are looking for a Fundraising volunteer to work with the Director of Grants and Fundraising to identify and write grant applications on behalf of the organization.

Duties and Responsibilities:

Researches and identifies potential grant opportunities for which Abbeyfield Ottawa is eligible;
Reviews list of projects and initiatives in need of funding and applies for grants as appropriate with guidance from the Director of Grants and Fundraising;
Applies for specific grants at the request of the Board of Directors or the Director of Grants and Fundraising
Ensures all applications are completed on time and include appropriate supporting documentation.
Track all submissions and ensure reporting requirements are met for successful applications.

Qualifications:

Experience in grant writing an asset;
Strong initiative;
Good research skills;
MS Office experience;
Strong written and oral communications skills are required.
Location: 425 Parkdale Ave
Ottawa
Deadline: Sep 30, 2021