Whole Family Advocate Supervisor

Roanoke, VA

• Department: Head Start/Early Head Start
• Posting Date: 02/08/2024
• Closing Date: Open until filled
• Salary: $32.00 - $45.17/hr
• Code: WFAS-EHS/HS

CLASSIFICATION:          Exempt/Administrative

Every TAP employee shares in TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

             

DEFINITION AND PURPOSE:

The Supervisor of Family Services develops, implements, and coordinates the Head Start Family and Community Partnership services to meet the Department of Health and Human Services and TAP’s policies and guidelines. The Supervisor is responsible for establishing a system of identification of families in the area that are in need of social services and parent involvement.

 

ORGANIZATIONAL RELATIONSHIP

Supervised by:               Director of Head Start

Supervises:                    Whole Family and Health Advocates

Coordinates with:         Area Services supervisors, Coordinators and HS/EHS staff

Job Responsibilities:

• Support ERSEA in Recruitment and Enrollment:
  • Assist ERSEA in targeting areas for recruitment as needed and coordinating community presentations with prior approval.
  • Support Whole Family Advocates in scheduling setups for community events in local areas such as stores and bus stations and maintaining full center enrollment at all times and aiding ERSEA
• Record Keeping and Monitoring:
  • Provide direction to Whole Family Advocates in establishing and maintaining comprehensive record-keeping systems to track and monitor activities and outcomes effectively.
  • Ensure Whole Family Advocates adhere to procedures for the efficient use of Family and Community Partnership forms and reports, such as Family Partnership Agreements and enrollment data.
  • Oversee the preparation of detailed Family and Community Partnership reports for agency management by Whole Family Advocates.
  • Support Whole Family Advocates in collecting and organizing necessary data to support program compliance and continuous improvement.
  • Ensure Whole Family Advocates follow procedures for the use of Whole Family Services forms and reports, monitor daily attendance data and percentages, and create attendance plans as needed.
  • Guide Whole Family Advocates in maintaining and reviewing children’s records to ensure compliance with Head Start performance standards and state licensing.
  • Review monthly reports on paperwork prepared by Whole Family Advocates.
• Community and Human Services Representation:
  • Support Whole Family Advocates in acting as advocates for Head Start families within the community, fostering relationships with various human services agencies.
  • Supervise Whole Family Advocates in their roles as liaisons for Head Start families, ensuring their needs and interests are represented in interactions with other agencies.
  • Oversee Whole Family Advocates’ participation in committees and meetings of other human services agencies as representatives of Head Start.
  • Work with Whole Family Advocates to develop and maintain a referral system and procedures between Head Start and other community agencies to support family needs.
• Supervise and Coordinate Family Partnership Staff:
  • Guide Whole Family Advocates in developing and implementing strategic plans for continuous monitoring and evaluation of service area activities to ensure quality outcomes.
  • Oversee the progress of Family Partnership agreements with Whole Family Advocates to determine whether individual family needs are being met and follow-up actions are provided.
  • Confer with Whole Family Advocates to provide guidance and advice on the implementation of Family Goals and any necessary adjustments.
  • Assign family caseloads, and related responsibilities to Whole Family Advocates to ensure effective program delivery.
  • Organize and conduct in-service training for Whole Family Advocates and parents to enhance their skills and knowledge.
  • Maintain an up-to-date list of parents serving on service area committees annually and as needed.
• Child Abuse and Neglect Reporting:
  • Ensure Whole Family Advocates establish and maintain a clear and efficient system for reporting potential child abuse or neglect.
  • Supervise Whole Family Advocates as they report suspected cases of child abuse or neglect to Protective Services immediately and follow established protocols for documentation and follow-up.
• Serve as Advisor to the Family and Community Partnerships Committee:
  • Guide Whole Family Advocates in scheduling and conducting at least one Family Advisory meeting per year and additional meetings as needed.
  • Ensure Whole Family Advocates notify parent’s upcoming meetings at least one week in advance to encourage participation.
  • Oversee Whole Family Advocates in submitting copies of meeting minutes to the Policy Council Chairperson for parent activity funds.
  • Supervise Whole Family Advocates as they Coordinate with the Disabilities Coordinator to facilitate the placement of children with disabilities, ensuring a diverse and inclusive program.
• Coordinate Training for Parents and Staff:
  • Support Whole Family Advocates in ensuring parents receive required training through organized workshops and conferences.
  • Provide training sessions for all staff on Family and Community Partnerships’ expectations and responsibilities to promote program goals.
  • Assess and monitor parent training and evaluate parents’ participation with Whole Family Advocates.
  • Participate in MAT training and administer medication as needed.
• Staff Management:
  • Coordinate with the Whole Family Advocates in resolving personnel issues and addressing staff concerns.
  • Elevate unresolved issues or those requiring personnel action to the Head Start Director for guidance and resolution.
  • Conduct comprehensive annual evaluations of Whole Family Advocates’ performance to promote professional growth and ensure high-quality service delivery.
• Attend Meetings:
  • Attend Central Staff meetings regularly to stay informed and engaged with program developments and initiatives.
  • Participate in relevant training sessions to continuously enhance knowledge and skills in the program area.
  • Attend monthly Whole Family component and staff meetings, as well as Child & Family Staffing, Whole Family Advisory meetings, in-service training, conferences, workshops, transition meetings, and ERSEA meetings as scheduled.
• Organize Annual Policy Council:
  • Assist Whole Family Advocates in supporting the attendance of parents or guardians at Policy Council meetings, offering guidance and support.
  • Provide orientation and training for council members and officers to ensure the effective functioning of the council.
  • Oversee Whole Family Advocates in sending out monthly information and reports to members in advance of Policy Council meetings to facilitate informed decision-making.
  • Assist the Whole Family Advocate Supervisor with Policy Council responsibilities, performing only duties delegated by the supervisor.
• Child Plus Data Management:
  • Ensure Whole Family Advocates maintain accurate and up-to-date information on families in Child Plus for record maintenance.
  • Oversee the recording and management of data under Family Services and Health TABS in Child Plus, including outcomes, events/contacts, health requirements, Family Partnership Agreement (FPA), and Program Information Report (PIR).
  • Ensure Whole Family Advocates complete outcomes with parents in a timely manner.
  • Guide Whole Family Advocates in completing PIR questions one month before a child’s exit from enrollment.
  • Attending all in-services training and Child Plus training and notify the supervisor when assistance is needed.
• Family and Child Records:
  • Support Whole Family Advocates in ensuring intake packets are complete and accurate for all enrolled families.
  • Oversee the maintenance and updating of Family Partnership Agreements and Family Goal Sheets as applicable.
  • Monitor Whole Family Advocates in maintaining accurate records of enrollment, transfers, and withdrawals.
  • Ensure Whole Family Advocates complete health and nutrition forms upon enrollment and as needed, keeping medication, allergy care plans, special diet plans, asthma plans, and children’s immunization and physical records up-to-date.
  • Supervise Whole Family Advocates in notifying parents of due immunizations and physicals.
  • Monitor the posting and updating of allergy lists in centers as needed.
  • Oversee the submission of copies of special dietary needs to the Food Service Manager as required.
• Community Resources and Networking:
  • Support Whole Family Advocates in creating a community resources book to support family services.
  • Represent TAP Head Start in the community by participating in Community Agency Advisory Committees.
  • Guide Whole Family Advocates as they act as liaisons with community programs partnering with Head Start to facilitate partnerships and collaboration.
• Perform Other Duties as Assigned:
  • Carry out any additional job-related tasks or special projects as requested by the Head Start Director or program leadership to support program goals.

 

Health Services:

• Sensory Screenings: Monitor staff conducting hearing and vision screenings for all enrolled children using evidence-based methods. Plan and supervise mass screenings in collaboration with Health Advocates, including coordinating staff and volunteers during screenings for various programs and partner families.
• Follow-up Care Coordination: Monitor follow-up care for medical, dental, and nutritional needs of enrolled children and families. monitor screening results and assist Health Advocates are scheduling re-screenings as necessary and facilitating referrals.
• Health Data Monitoring: Monitor Child Plus health data for expiring, missing, or incomplete well-child visits, immunizations, and dental visits. Provide reports and reminders to Health and Whole Family Advocates to assist families in staying on schedule with health and dental appointments.
• Inputting Health Data into Child Plus: Ensure accurate and up-to-date health records by monitoring input on screening results, well-child visit information, immunization records, dental visits, follow-up plans, emergency care plans, nutritional health information, and compliance tracking into the Child Plus data management system.
• Ensuring Up-to-Date Child Health Status: Monitor determinations from healthcare professionals regarding children’s up-to-date preventive and primary medical and oral health care status within 90 days of enrollment. Assist Health Advocates in arranging necessary health services and facilitate provision with parent consent.
• Vision, Hearing, Height, Weight & Blood Pressure Screenings: Monitor that Health and Whole Family Advocates conduct or obtain evidence-based screenings within specified timeframes as per program guidelines.
• Nutritional Health Needs: Monitor that Health Advocates are Identifying each child’s nutritional health needs by considering available health information and community nutrition issues.
• Health Fairs Coordination: Assist Health Advocates in planning and conducting health fairs to provide necessary health checks, immunizations, and preventive care for families. Coordinate with local healthcare providers and community partners for these events.
• Inter-Agency Collaboration: Work with service area coordinators to ensure an integrated system of service delivery for children and families. Attend meetings to discuss individual needs and track requests for information from service providers.
• Emergency and Health Plans Monitoring: Ensure that Health Advocates are monitoring emergency and health plans at each center for safety and compliance.
• Staff Teamwork and Collaboration: Support a team approach by attending meetings, and planning health team meetings, and addressing health-related concerns of children and families.
• Continuous Learning: Attend meetings, conferences, and workshops to stay updated on best practices and techniques in the health field.
• Health Advisory: Health Advisory Oversight; Provide guidance and assistance to Health Advocates in strategizing and ensuring adherence to Head Start performance standards during scheduled Health Advisory meetings, convened biannually.

 

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of the existing community and human services agencies
• Must possess skill in expressing self orally and written.
• Record keeping and data collecting skills required!

TRAINING, EDUCATION, AND EXPERIENCE:

• BS/BA or with concentration physiology, sociology, and mental health or related field or equivalent experience
• One year’s experience working with an agency or institution; providing social services to people.
• Must have at least three years supervisory experience
• At TAP, we focus on the Whole Family Approach. Whole Family is a family led strategy to achieve set goals.  As an employee you may be required to attend Whole Family training and subject to data entry into the agency’s software as part of the Whole Family approach and serving clients

 

SPECIAL REQUIREMENTS:

• Must possess a valid VA drivers license and access to reliable transportation.
• TAP participates in the Virginia DMV Driver Alert Program.  Employees who operate a TAP vehicle or their personal vehicle to conduct TAP business may be subject to driver record monitoring through the Virginia DMV Driver Alert Program.
• Must be able to drive/travel 30mile plus distances to visit remote center partnerships.
• Must pass drug screening.  Some positions require positive complete background screening including criminal, sex offender and child protective services.
• Must provide physical/medical examination and tuberculosis screening every two years with their physician in order to remain employed, and able to pass background screenings every five years.
• Must have CPR, First Aid certification and MAT certification or be able to complete such certification within 6 months of employment.
• Must be able to interact with children.
• The ability to be objective and non-judgmental.
• Having the skill to engage with individuals from diverse backgrounds.
• Physical activity of this position – climbing; ascending and descending ladders, stairs, scaffolding, ramps, poles and the like; balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, use of fingers for – picking, pinching, and typing; grasping, feeling, talking, hearing, repetitive motion of the wrists, hands, and/or fingers.
• Physical requirements of this position – medium work; exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Visual acuity requirements – close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Conditions worker subject to in this position – worker in not substantially exposed to adverse environmental conditions.

 

This description provides information regarding the essential functions of the designated job, and general nature and level of work associated with the job.  It should not be interpreted to describe all the duties that may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

 

We only hire individuals legally eligible for employment in the United States.

Equal Opportunity Employer/Drug Free Workplace

Bilingual ability is a plus.