About HeartShare
For over one hundred years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, is now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives. To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook
Job Summary
The Incident Support Administrator position will report primarily to the Senior Incident Management Coordinator and secondarily to the Director of Incident Management, in the former’s absence. Responsibilities will include working with the Senior Incident Management Coordinator to ensure that all aspects of an incident are completed within regulatory timeframes. This includes assisting Program Management teams with completing Incident Packets, data entry into the Incident Report and Management Application (IRMA), submitting completed investigative reports and Incident Review.Committee (IRC) meeting minutes into IRMA, as well as submitting Corrective Action Plans (CAPs) into IRMA as well.
Job Responsibilities
- Serve as a role model for program participants, adhering to the dress code and always maintaining professional conduct.
- Demonstrate sensitivity and responsiveness to the cultural differences of program participants and staff.
- Participate in in-service trainings, on-site workshops, and external trainings as directed for professional growth and development.
- Represent the organization positively both internally and externally, promoting the agency's mission, vision, and values.
- Exhibit a clear understanding of the purpose of investigations and the importance of protecting individuals served.
- Adhere to best practices for conducting investigations, as outlined in Investigator training sessions.
- Communicate effectively in English, producing objective, clear, and grammatically correct investigative reports.
- Collaborate collegially as a member of the Incident Management team and interface appropriately with other departments.
- Commit to continuous professional development by attending required training sessions.
- Maintain a professional demeanor in all interactions and situations.
- Practice effective time management, prioritization, organization, and flexibility while demonstrating initiative and the ability to work independently.
- Ensure timely entry of new incident documents into IRMA.
- Assist program management, the Senior Incident Management Coordinator, and the Director of Incident Management with incident-related paperwork.
- Ensure the timely issuance of "Notice to Target" letters for allegations of abuse and neglect.
- Support the coordination of Incident Review Committee (IRC) tasks, including scheduling meetings and liaising with co-chairpersons.
- Ensure all new incidents are reviewed by the IRC and that follow-up requests are appropriately managed.
- Assist in completing IRC meeting minutes promptly and distribute them to Program Management Teams for feedback.
- Track Program Management responses to ensure timely follow-up.
- Upload IRC meeting minutes into IRMA and forward them to the Chief Program Officer for review.
- Facilitate timely follow-up on requests from OPWDD and the Justice Center by coordinating with investigators and the IRC.
- Track and manage Corrective Action Plans (CAPs), ensuring timely completion and upload into IRMA.
- Upload incident files related to abuse/neglect into the WSIR application.
- Provide administrative support to management and other administrative staff as needed.
- Accept additional tasks or responsibilities as assigned by the Senior Incident Management Coordinator, Director of Incident Management, or senior administrators.
- Maintain strict confidentiality and ensure compliance with company policies.
- Monitor, track, and document incidents to ensure timely resolution.
