Executive Director

  • Hamilton Mental Health Outreach
  • Feb 20, 2020
Full time

Job Description

Reporting Relationship: To the Board of Directors through the Board President

Purpose of the Position: The Executive Director is accountable to the Board of Directors and fully responsible for all agency operations consistent with the HMHO mission, vision and values. The ED oversees implementation of the Board’s approved Strategic Plan and ensures client input into service delivery.


Operational Planning and Management


  • Manages the operation of Hamilton Mental Health Outreach (HMHO) by developing strategies to meet the organization’s Mission, Vision and Values.
  • Liaises and collaborates with the Board of Directors and funders to ensure that the organization has the necessary human and financial resources to meet its mandate.
  • Provides support to the Board in the preparation of the meeting agendas and supporting materials.
  • Oversees the development, implementation and maintenance of the organization’s policies and procedures ensuring services are delivered in accordance with the HMHO’S mission, vision and values and fulfilling legal and statutory obligations as a corporate entity.
  • Interprets the HMHO’S policies and programs to external groups, i.e. education/health/political sector as appropriate and to employees as required.
  • Ensures that the organization’s resources are used efficiently and effectively.
  • Sets standards for services provided by HMHO while adhering to conditions set by funders and based on client needs.
  • Ensures that all required contracts, agreements and reports are prepared, signed and submitted.
  • Oversees the planning, implementation and evaluation of the organization's programs and services.
  • Monitors the effective day-to-day delivery of the programs and services and the operation of the organization ensuring quality is maintained.
  • Develops a quality plan identifying new and unique ways to improve operations of the organization and to create new opportunities.
  • Recommend improvements or changes where necessary to maintain or improve quality excellence.
  • Oversees the planning, implementation, execution and evaluation of special projects.
  • Ensures that employees, client, donor and volunteer files are securely stored and privacy/confidentiality is maintained.



  • Maintains the lead role in developing, implementing and evaluating the organization’s services.
  • Identifies, assesses, and informs the Board of Directors of internal and external issues that affect the organization.
  • Ensures that the organization seeks out information about social, political, legal or economic developments and responds in a prompt, pro-active manner.
  • Acts as a professional advisor to the Board of Directors on all aspects of the organization's activities.
  • Fosters effective team work between the Board and the Executive Director and between the Executive Director and the employees.
  • Acts as a spokesperson for the organization.
  • Represents the organization at community activities to enhance the organization's community profile.


Human Resources Planning and Management


  • Determines employee requirements for organizational management and program delivery.
  • Oversees the implementation of the human resources policies, procedures and practices including the development of job descriptions for all staff.
  • Establishes a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations.
  • Recruits, interviews and selects employees with the necessary technical and personal skills, abilities and training to meet the needs of the organization's mission, vision and values.
  • Ensures that all staff receives an orientation to the organization.
  • Implements a performance management process for all employees including on-going monitoring and annual performance reviews.
  • Provides opportunities for employee training and development.
  • Conducts progressive discipline where necessary in accordance with the organization’s policies and procedures and applicable legislation.


Financial Planning and Management


  • Ensures the development of the annual operational budget, ensuring a realistic budget is in accordance with the HMHO guidelines, and objectives.
  • Works with the Board to secure adequate funding for the operation of the organization.
  • Oversees the administration of the organization’s funds according to the approved budget and monitors the monthly cash flow of the organization.
  • Participates in fundraising activities as appropriate.
  • Acts as the organization’s signing officer for the contracts and banking requirements and funding agreements as required.
  • Approves expenditures within the authority delegated by the Board.
  • Ensures that sound bookkeeping and accounting procedures are followed.
  • Ensures the Board receives comprehensive, regular reports on the revenues and expenditures of the organization.




  • Acts as the staff resource to the Board of Directors providing information, settings goals and facilitation planning.
  • Participates in the board recruitment process, and orientates them on HMHO’s mission, vision, values, standards and community activities.
  • Supports the Board in its responsibilities to operate according to the organization’s bylaws.
  • Keeps the Board of Directors informed of all pertinent information and activities of the organization.
  • Attends Board meetings and Annual General Meetings.


Community Relations/Advocacy


  • Communicates with stakeholders to keep them informed of the work of the organization, identifying changes in the community served by the organization.
  • Establishes good working relationships and collaborative arrangements with health care partners, community groups, funders, local politicians, and other organizations to help achieve the goals of the organization.
  • Takes an active role in representing and promoting the organization and acts as an advocate for persons with mental illness in the community.
  • Establishes and maintains professional partnerships and works with external committees and associations.
  • Interprets the organization’s services to the community.


Risk Management


  • Identifies, evaluates and implements measures to control risks to the organization's people (clients, employees, management, and volunteers), property, finances, goodwill, and image.
  • Ensures that the Board of Directors and the organization carries appropriate and adequate insurance coverage.
  • Ensures that the Board and staff understand the terms, conditions and limitations of the insurance coverage.
  • As the organization’s privacy officer, ensures the organization meets and maintains all privacy of information acts.
  • As the Media contact, ensures that information communicated to the general public or to stakeholders is accurate and timely.


Health & Safety


  • Responsible to the Board of Directors for overseeing the effectiveness of the Health and Safety system;
  • Due diligence regarding the health and safety of workers is demonstrated and documented at all levels in the organization;
  • Health and Safety considerations are integrated into all activities of the organization;
  • Prescribed equipment, materials and protective devices are provided to workers as necessary;
  • Prescribed health and safety measures and procedures are carried out in the workplace;
  • Required information is provided to a qualified medical practitioner and others as prescribed in the event of a medical emergency;
  • All workers are aware of their rights and responsibilities and comply with the Ontario Health & Safety Act (OHSA) and its regulations;
  • All workers have been informed of the hazards to which they may be exposed and trained, given instruction and information to minimize those hazards;
  • All workers properly use the equipment, protective devices or clothing if required;
  • Investigate accidents and incidents, identifying root causes and implementing controls to prevent recurrences are in place and documented;
  • Health and Safety information, as required by the OHSA, is posted prominently in the workplace;
  • The organization’s Health and Safety Policy is reviewed at least annually and a program is in place to implement the policy;
  • The annual performance review of those reporting to the Executive Director includes a review of health and safety responsibilities;
  •  Health and Safety Representatives are in place and functioning effectively;
  • Any reports about occupational health and safety are provided to the Health and Safety Representative(s) and workers are advised of the results of any testing related to occupational health and safety;
  •  Provide activities to encourage and protect health and safety such as workplace inspections, information sessions, staff training and positive reinforcement for exemplary health and safety performance occur regularly and are documented;
  • Progressive discipline for health and safety infractions is defined and communicated to all employees.


The following comprises the Qualifications & Competencies for the position of Executive Director:


Education & Experience


  • Social Worker, Registered Nurse or Occupational Therapist with Master’s degree and proof of registration in good standing with respective regulatory college;
  • Experienced with and committed to principles of psychosocial rehabilitation and recovery;
  • At least 5 or more years of progressive management and clinical supervisory experience with individuals with severe/persistent mental illnesses in the NFP sector;  
  • Minimum of 3 years managing in a unionized setting; experience in negotiating considered an asset;
  • Well-developed skills in financial monitoring and budget development;
  • Previous experience working with a volunteer Board of Directors in developing/implementing a Strategic Plan an asset;
  • Proof of Police Vulnerable Persons Sector Check;
  •  Valid Ontario driver’s license – use of an insured vehicle in good working condition;
  • Candidates will be considered with a combination of education and experience.

Knowledge, Skills & Abilities


  • Demonstrated program management experience and knowledge
  • Knowledge of issues and trends related to delivery of community-based programs for individuals with mental illnesses and addictions and in the not-for-profit sector
  • Ability to lead and direct others in a team environment;
  • Understanding of ethical behaviour and business practices;
  • Strong knowledge of human resources and financial management;
  • Strong organizational, communication and networking skills;
  • Ability to solve complex issues;
  • Knowledge of current community services sector challenges and opportunities relating to the mission, vision and values of the organization;
  • Proficient with computer software (Microsoft Office, Internet, Financial Management)


Supervisory Responsibilities

This position is responsible for the overall leadership, development and management of the HMHO employees with the direct supervision of its employees.


Impact & Contact with others


  • Advises Board of Directors regarding situations that might seriously impact the organization.
  • Attends and participates at Board of Directors and committee meetings on an ongoing basis.
  • Communicates with government agencies, political representatives, and external professionals, including the auditor, banker and lawyer(s) regarding matters relating to the organization.
  • Communicates with external stakeholders on matters relating to services.
  • Collaborates with other community health providers and government agencies with regards to community needs and new initiatives.
  • Effectively interprets the organization’s financial performance with operational goals.
  • Interviews prospective new employees as and when required.
  • Ongoing contact with employees providing orientation, coaching and support to advance the mission of the organization.
  • Resolves conflicts as required.
  • Ensures correct practices are being used, analyzes and problem-solves issues as they relate to the organization.


Working Conditions

  • Executive Director usually works in an office environment, but the mission of the organization may sometimes take them to non-standard workplaces.
  • Executive Director will on occasion work evenings, weekends, and overtime hours to accommodate activities such as Board meetings and representing the organization at public events.

Job Category

Executive Director