FRC: Administration

"A strong and organized administration ensures that money is spent wisely, records are kept safe, and the FRC is following its mission."

More Administration | How We Do It

The administration area of the family resource center should be an area where staff can get work done efficiently with the resources they need at hand. Designing administrative workspace is an art in itself and there is no one "right way." Some centers have minimal administrative activities on site while others do it all at their FRC. There are many online resources for designing effective administrative space. You might start exploring by visiting the links highlighted at the end of the page.

Tips for Family Resource Centers

When designing your administrative space, think about both your "nuts and bolts" needs and the type of atmosphere you wish to create. Do you want administrators to be easily accessible to front line staff and to community members? Do you want to create an open space in order to build team unity or is privacy a necessity in order to manage complex administrative tasks and create an environment in which confidential information can be discussed?

You don’t need lavish equipment to run a successful family resource center, but a few key items are needed to effectively administer a program. Locking file cabinets, for example, are a must as family resource centers have files with confidential information about the families they serve. Locking cabinets are also important to store staff evaluations, salary information and so forth. This is not only good practice, but also state law. In the open and welcoming atmosphere we need to create at family resource centers, we must take particular care regarding issues of client and staff confidentiality.

A good copier is also an important resource. These may be leased or bought. Remember to discuss with your staff and parent advisory board what your policy will be regarding community members using the copy machine. Computers and fax machines have become a necessity in most family resource centers. Furniture should be ergonomically sensible, but need not be new. When purchasing furniture, be sure to check in with staff about any special needs. (Sometimes bankruptcy auctions offer tremendous opportunities to buy high quality used office furniture. Visit www.businesstown.com for other ideas along this line.)

Developing strong management of fiscal matters is crucial. Fiscal and personnel files must be in kept in locking files. Space and a plan for storage of older fiscal, personnel, and client files is a must. Many FRCs have resorted to renting storage space for these items.

Sharing information to integrate services and ensuring privacy and confidentiality are two closely held values of family support practice that can often seem at odds. Some practical tips include designating one person to act as the 'gatekeeper' of confidential information and incorporating safeguards into computer networks.

Helpful Links

California Board of Behavioral Sciences
www.bbs.ca.gov

This site is a crucial resource for centers providing counseling or therapy to clients. The most current laws and regulations about licensing, confidentiality, and other relevant issues are available on this site. It is also a resource for any programs that utilize licensed social workers and MFTs or interns in their work with families.

Free Management Library
www.managementhelp.org

Complete highly integrated library of resources for nonprofit and for-profit businesses. The overall goal is to provide managers (especially those with limited resources) basic and practical information about all aspects of business management. Covers such topics as facilities management, ergonomics, fundraising, human resources, finances, communication, group performances, management skills, project and program management, volunteers, and many others.

FMLink
www.fmlink.com

You must register (free) to use this site. It has articles, features of interest to facilities managers, resource links, training information, and a forum for idea exchange.