1.1 Administration and Operational Responsibilities

Administration and Operational Responsibilities

In this section, you will examine the administrative, operational and regulatory responsibilities of a child care centre in British Columbia, Canada. These include the role of a licensee, regulatory compliance as well as an overview of the importance of policy and procedures. It will discuss operational responsibility distribution and shared leadership. While it is grounded in the British Columbia context, the points to consider can apply across a variety of early childhood care settings.

Every child care centre context is different, and administrative tasks and responsibilities differ. Therefore, it is challenging to pinpoint a specific way these should be distributed. It is essential that administrators have interactions with the children, families and educators in the program. This ensures that they are firmly grounded in the work being done. However, it can be challenging to take on both an administrative and an on-the-floor leadership role. It requires balance and intentionality. Child care administrators are often working alongside children, families, staff, licensing, community agencies, and government ministries. 

Administrative leaders in child care programs play a crucial role in ensuring the delivery of high-quality care that aligns with the centre's philosophy, regulatory standards, and evidence-based practices. This is why it is imperative that they themselves are Early Childhood Educators. Their responsibilities typically encompass supporting managers and educators in carrying out day-to-day operations while simultaneously overseeing broader organizational functions. 

In most contexts, administrative leaders also work directly on-the-floor, navigating the dual responsibilities of “on-the-floor” leadership and administrative management. For the purposes of this course, participants will focus on the leadership role that encompasses financial management, human resources, governance, and the overarching operations of the centre. Beyond these administrative tasks, leaders are also responsible for fostering professionalism, ethical conduct, and staff well-being. They play a pivotal role in supporting staff development, advocating for quality early childhood education and care, and maintaining a collaborative and inclusive organizational culture.

Activity 1.1

Roles and Responsibilities 

The first activity of this module will help you consider some of the required tasks and responsibilities of managers and administrators in child care centres. 

Take a moment and write a list of administrative and managerial responsibilities. After you have made your list, compare it to the list provided below and take a moment to reflect on the following:

• What similarities exist between your list and the one below? 
• What responsibilities surprised you on the list below? 
• What responsibilities are ones you feel comfortable with? 

Administrative responsibilities may include but are not limited to: 

• Oversee programming and curriculum to ensure alignment with the centre's philosophy and collaboratively develop programming.
• Facilitate collaborative dialogue about programming. 
• Ensure the rights of staff, children, and families are upheld.
• Build partnerships with families and community members.
• Manage human resources and oversee managers and staff.
• Organize and support professional development opportunities for staff.
• Oversee centre financial management, including accounts, payroll and funding streams.
• Obtain and maintain facility licenses.
• Ensure the centre has appropriate insurance coverage and business licenses 
• Ensure compliance with legislation and regulatory requirements.
• Collaboratively develop and review policies and procedures.
• Monitor day-to-day operations, including managing enrolment and staff files.
• Purchase and repair supplies, materials, equipment, and facilities
• Ensure health and safety standards are upheld within the facility.
• Maintain a safe and compliant workplace.
• Develop and implement security measures and emergency response plans.
• Promote diversity, equity, and inclusion within the centre.
• Facilitate problem-solving and conflict resolution
• Address concerns and complaints in a timely and effective manner.
• Communicate effectively within the centre community. 
• Prepare reports and facilitate meetings as required.

For an in-depth overview of administrative roles and responsibilities, visit The Child Care Human Resource Sector’s Occupational Standards for Child care Administrators(Child Care Human Resource Sector). 

Reference

Child Care Human Resource Sector Council. (2013). Occupational Standards for Child Care Administrators. https://www.ccsc-cssge.ca/sites/default/files/uploads/Projects-Pubs-Docs/EN%20Pub%20Chart/OS_Admin_Web%28final%29.pdf

Activity 1.1 Continued

Now that you have explored some of the roles and responsibilities that come with your position take time to reflect and document your thoughts meaningfully. 

How do you create balance in your role, to ensure that you are able to build relationships with families, children and staff?

Consider creating a journal entry where you list both the explicit tasks and responsibilities unique to your context and the less formal but equally important aspects of your role.

For example, your list might include duties such as leading staff meetings, completing administrative paperwork, or ensuring compliance with policies. It might also include acts of care like listening to parents, mentoring staff, helping children, shovelling snow from the path in the morning, or even unclogging toilets.

If writing isn’t your preferred method, consider using other forms of reflection, such as:

• Creating a mind map or visual diagram.
• Recording an audio or video journal.
• Drawing or sketching your thoughts.
• Building a collage or mood board that represents your daily experiences.

Choose a format that resonates with you and allows you to reflect on both the formal and informal aspects of your leadership role.