Director of Activities - ALF - Gardens of Eastbrooke

Purpose of your Job position

The primary purpose of your job position is to plan organize, develop and direct the overall operation of the Activity Department in accordance with current federal, state, and local standards, guidelines and regulations governing our facility, and as may be directed by the Administrator, to assure that an on-going program of activities is designed to meet the interests and the physical, mental, and psychosocial well being of each resident.

Delegation of Authority

As Activity Director, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.

Duties and Responsibilities

Administrative Functions

Plan, develop, organize, implement, evaluate, and directing the Activity Department, its programs and activities.

Coordinate Activity services and activities with other related departments (i.e., Nursing, Dietary, Housekeeping, etc.).

Assist in developing and maintaining written activity policies and procedures.

Assist in developing and maintaining written job descriptions and performance evaluations for each level of the activity personnel.

Develop and implement policies and procedures for the identification of medically related activity needs of the residents.

Interpret the department's policies and procedures to employees, residents, visitors, government agencies, etc., as necessary.

Assist the activity staff in the development and use of departmental policies, procedures, equipment, supplies, etc.

Assume the responsibility of obtaining/maintaining material safety data sheets (MSDSs) for hazardous chemicals used or stored in the activity department.

Perform administrative duties such as completing necessary forms, reports, evaluations, studies, etc., to assure control of equipment and supplies.

Involve residents and families in planning facility activity programs.

Review the department's policies, procedure manuals, job descriptions, etc., at least annually for revisions, and make recommendations to the Administrator.

Make written and oral reports/recommendations to the Administrator as necessary/required concerning the operation of the Activity Department.

Submit accident/incident reports to the Business Office within twenty-four (24) hours after their occurrence.

Assume administrative authority, responsibility, and accountability of supervising the Activity Department.

Coordinate activities with other departments as necessary.

Review and assist in developing a plan of correction for activity deficiencies noted during survey inspections and provide a written copy of such to the Administrator.

Assist the Infection Control Coordinator in identifying, evaluating, and classifying routine and job related activity functions to ensure that tasks involving potential exposure to blood/body fluids are properly identified and recorded.

Review departmental complaints and grievances from personnel and make written reports to the   Administrator of action(s) taken. Follow facility's established procedures.

Assist in developing and implementing an activity organization structure.

Arrange transportation for field trips when necessary.

Assist the Quality Assessment and Assurance Committee in developing and implementing appropriate plans of action to correct activity deficiencies.

Assist in developing, implementing, and maintaining an ongoing quality assurance program for the Activity Department.

Participate in facility surveys (inspections) made by authorized government agencies.

Interview residents or family members, as necessary, to assure resident satisfaction.

Participate in maintaining records of the resident's activity likes and dislikes.

Assist in developing methods for determining quality of activity services.

Maintain an adequate liaison with families and residents as necessary.

Meet with administration, as well as other related departments in planning activity programs and activities.

Others as deemed necessary and appropriate, or as may be directed by the Administrator.

Committee Functions

Serve on, participate in, and attend various committees of the facility (i.e., Infection Control, Policy Advisory, Budget, Quality Assessment and Assurance, etc.) as required, and as appointed by the Administrator.

Provide written and/or oral reports of the activity department as required or as may be directed by such committee(s).

Evaluate and implement recommendations from established committees as they may pertain to activity department.

Meet with activity personnel, on a regularly scheduled basis; solicit advice from inter-department supervisors concerning the operation of the Activity Department, assist in identifying and correcting problem areas, and/or the methods of improvement of services.

Attend department head meetings, etc., as scheduled or as may be called.

Schedule and announce departmental meeting times, dates, places, etc.

Personnel Functions

Assist in the recruitment, interviewing, and selection of activity personnel.

Determine departmental staffing requirements necessary to meet the Activity Department's needs, and assign a sufficient number of activity personnel for each tour of duty.

Recommend to the Administrator the number and level of activity personnel to be employed.

Schedule department work hours (including vacation and holiday schedules), personnel, work assignments, etc., to expedite work.

Delegate administrative authority, responsibility, and accountability to other activity personnel as deemed necessary to perform their assigned duties.

Counsel/discipline activity personnel as requested or as necessary.

Terminate employment of personnel when necessary, documenting and coordinating such actions with the Personnel Director and/or Administrator.

Assist in standardizing the methods in which activity tasks will be performed.

Review and check competence of activity personnel and make necessary adjustments/corrections as required or that may become necessary.

Maintain a productive working relationship with other department supervisors and coordinate activities to assure that daily services can be performed without interruption.

Ensure that appropriate identification documents are presented prior to employment and that such records are maintained in the employee's personnel record.

Make daily rounds to assure that activity personnel are performing required duties and to assure that appropriate activity service procedures are being rendered to meet the needs of the facility.

Create and maintain an atmosphere of warmth, personal interest, and positive emphasis as well as a calm environment throughout the facility.

Assure that daily activities are on time.

Monitor absenteeism to ensure that an adequate number of activity personnel are on duty at all times.

Conduct departmental performance evaluations in accordance with the facility's policies and procedures. Report occupational exposures to blood, body fluids, infectious materials, and hazardous chemicals in accordance with the facility's policies and procedures governing accidents and incidents.

Report known or suspected incidents of fraud to the Administrator.

Staff Development

Develop and participate in the planning, conducting, and scheduling of timely in-service training classes that provide instructions on "how to do the job," and that ensure a well-educated activity department.

Assist in developing, implementing, and maintaining an effective orientation program that orients the new employee to the department, its policies and procedures and to his/her job position and duties.

Provide leadership training that includes the administrative and supervisory principles essential for the Activity Department.

Encourage the activity staff to attend and participate in training programs. Schedule times as appropriate.

Assist support services in developing, implementing, and conducting in-service training programs that relate to the Activity Department.

Attend and participate in continuing educational programs designed to keep you abreast of changes in your profession, as well as to maintain your current status.

Ensure that all activity personnel attend and participate in annual in-service training programs.

Ensure that activity personnel are trained to use labels and MSDSs to recognize hazards and to follow appropriate protective measures.

Safety and Sanitation

Assist the Safety Officer in developing safety standards for the Activity Department.

Monitor activity personnel to assure that they are following established safety regulations in the use of equipment and supplies.

Ensure that activity storage and work areas are maintained in a clean and sanitary manner.

Ensure that activity personnel performing tasks that may involve exposure to blood, body fluids, infectious materials, and hazardous chemicals participate in appropriate in-service training programs prior to performing such tasks.

Ensure that all activity personnel follow established departmental policies and procedures, including appropriate dress codes.

Ensure that activity personnel participate in and conduct all fire safety and disaster preparedness drills in a safe and professional manner.

Assist the Infection Control Committee in the development, implementation, and revision of    isolation techniques.

Ensure that appropriate protective clothing/devices are readily available for handling infectious waste and/or blood/body fluids.

Assist in developing, implementing, and maintaining a program for monitoring communicable and/or infectious diseases among residents and personnel.

Ensure that activity personnel follow established infection control procedures when isolation precautions become necessary.

Assist in developing, implementing, and maintaining a procedure for reporting hazardous conditions or equipment.

Ensure that the facility's activity policies and procedures identify the safety precautions and equipment to use when performing tasks that could result in bodily injury.

Equipment and Supply Functions

Recommend to the Administrator the equipment and supply needs of the department. Place orders for equipment and supplies as necessary or as may be required.

Make periodic rounds to check equipment and to assure that necessary equipment is available and working properly.

Check supply rooms and storage closets to assure that needed supplies are on hand to perform assigned activity tasks.

Ensure that stock levels of supplies, equipment, etc., are maintained at adequate levels at all times.

Assist in the purchasing of activity supplies, equipment, etc., as required.

Assist in developing and monitoring adequate inventory control procedures.

Assist in developing and implementing procedures for the safe operation of all activity equipment. Ensure that only trained and authorized personnel operate the department's equipment.

Ensure that all personnel operate activity equipment in a safe manner.

Assist in developing and implementing procedures which ensure that activity supplies are used in an efficient manner to avoid waste.

Ensure that containers of hazardous chemicals used in the department are properly labeled and stored.

Budget and Planning Functions

Forecast needs of the department.

Assist in preparing and planning the Activity Department's budget for equipment, supplies, and labor, and submit to the Administrator for review, recommendations, and approval.

Maintain current written records of department expenditures and assure that adequate financial records and cost reports are submitted to the Administrator upon request or as necessary.

Make departmental adjustments in order to conform to the approved budget, or as may be dictated by an analysis of the monthly operating statement.

Resident Rights

Maintain the confidentiality of all resident care information.

Knock before entering a resident's room.

Monitor activity services to assure that all residents' activity needs are being met.

Ensure that all activity personnel are knowledgeable of the resident's rights, including the right of refusal.

Review complaints and grievances made by the resident and make a written/oral report to the Administrator indicating what action(s) were taken to resolve the complaint or grievance. Follow facility's established procedures.

Maintain a written record of the resident's complaints and/or grievances that indicates the action taken to resolve the complaint and the current status of the complaint.

Miscellaneous

Make weekly inspections of all functions to assure that quality control measures are continually maintained.

Be prepared to handle emergencies as they occur (i.e., rescheduling work assignments and work schedules, etc.).

Assist in making appointments for the residents as requested.

Schedule movies, plan parties, and provide games/activities for residents.

Encourage residents to participate in hobbies and crafts. Provide materials as necessary.

Provide reading in Braille, tapes, and records as necessary.

Assist in providing library service for residents through cooperation with local library.

Make routine visits to residents and perform assistance with crafts, projects, etc., as necessary.

May arrange for sale of articles made by residents, i.e., at bazaars, in gift shop, etc.

Work with the facility's Administrator as necessary and implement recommended changes as required.

Working Conditions

Works in office areas as well as throughout the facility. 

Moves intermittently during working hours.

Is subject to frequent interruptions.

Is involved with residents, personnel, visitors, government agencies/personnel, etc., under all conditions and circumstances.

Is subject to hostile and emotionally upset residents, family members, etc.

Communicates with the medical staff, nursing staff, and other department supervisors.

Works beyond normal duty hours, on weekends, and in other positions temporarily, when necessary.

Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.). Attends and participates in continuing educational programs.

Is subject to injury from falls, burns from equipment, odors, etc., throughout the work day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.

Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.

Maintains a liaison with other department supervisors to adequately plan for dining services/activities. May be subject to the handling of and exposure to hazardous chemicals.

Specific Requirements

Must be able to read, write, speak, and understand the English language.

Must possess the ability to make independent decisions when circumstances warrant such action.

Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

Must be knowledgeable of activity practices and procedures as well as the laws, regulations and guidelines governing dining functions in the Assisted Living facility.

Must possess leadership ability and willingness to work harmoniously with and supervise other personnel. Must have the ability to plan, organize, develop, implement, and interpret the programs, goals, objectives, policies, procedures, etc., of the Activity Department.

Must maintain the care and use of supplies, equipment, etc., and maintain the appearance of  the facility’ areas; must perform regular inspections of facility’s areas for sanitation, order, safety and proper performance of assigned duties.

Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents based on whatever maturity level they are currently functioning.

Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing activity practices.

Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements
(With or Without the Aid of Mechanical Devices)

Must be able to move intermittently throughout the work day.

Must be able to speak and write the English language in an understandable manner.

Must be able to cope with the mental and emotional stress of the position.

Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.

Must function independently, have flexibility, personal integrity, and the ability to work effectively with the residents, personnel, and support agencies.

Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.

Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility.

Must be able to push, pull, move, and/or lift. 

May be necessary to assist in the evacuation of residents during emergency situations.