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Job Specification
Position Title: EDUCATION AND OUTREACH ADVISOR
Job Code: AMAPCEO - Resources Plan Mgt, 18PRP
Job ID: 22117

Purpose of Position:
To develop, write and implement a variety of proactive and reactive technical /scientific communication, information, consultation and stakeholder mapping tools/materials, communication and outreach plans, option papers and management submissions and reports for diverse audiences and to coordinate/develop stakeholder relations business processes. To participate on project teams related to the development and implementation of stakeholder strategies. To develop and maintain effective stakeholder relations to facilitate meeting stakeholder information needs. To participate on a variety of technical working groups in the development and implementation of legislation and policy related to drinking water.
Note: This position is described as of implementation and may evolve over time.

Duties/Responsibilities:
Within the newly created Drinking Water Management Division (DWMD) which has responsibility for coordinating the development and implementation of government wide vision, strategy and program for clean safe drinking water, the Education and Outreach Branch has lead responsibility for drinking water education and outreach to the Ministry and its stakeholders, supporting operator certification and training, and providing business services and project management support to the division. Within the branch, the Stakeholder Relations Section has a mandate to manage stakeholder relations and provide outreach support to DWMD to help promote greater compliance within the regulated community; to support internal and external drinking water stakeholders with information tools for municipal and non-municipal system owners and operators; to manage the development of annual drinking water reports as mandated under the Safe Drinking Water Act and to effectively manage the Ministrys relationships with the Clean Water Legacy Trust and Clean Water Centre of Excellence. This position:

1.Develops and writes a variety of proactive, complex legal and scientific communication/information tools (e.g. fact sheets; newsletters; brochures; guides; legislation, regulation interpretations; frequently asked questions; information packages/events; forums/focus groups; web page development) for ministry staff, clients and stakeholders to support the Drinking Water Divisions stakeholder relations strategies including carrying out extensive technical research and analysis, liaison with other areas of Ministry for input and to ensure consistency and accuracy and writing documents. Validates technical and scientific information received from specialists including identifying and resolving inconsistencies and clarifying implications, desired outcomes, data/information gaps etc. Responds to technical and non technical questions regarding communication tools from clients and stakeholders and monitors useage and applicability of materials, tools and documents to ensure currency, accuracy, effective client support and that ongoing/changing needs are met.

2. Coordinates the development/develops stakeholder relations business processes for speaking engagements, outreach, stakeholder meetings, etc to support the drinking water stakeholder relations program including developing instructional information (e.g. process maps, guides, etc) on how to use the business processes effectively. Provides advice to Chief Inspector, Directors and division staff on technical content, format, language of outreach, and public information and reporting tools.

3.Prepares technical/scientific materials (e.g. briefing/house notes, correspondence, speaking notes, speeches, presentations, reports) for senior management (e.g. Divisional Directors, ADM, Deputy and Minister), often with short timelines, on a variety of stakeholder matters/issues and prepares responses and related briefing materials to Freedom of Information and Protection of Privacy requests including investigating, researching/analyzing data and background information, consulting with subject matter experts, developing strategies, assembling in format to facilitate managements ability to quickly and accurately respond to questions and/or recommending FOI disclosure/non disclosure. Identifies trends and recommends development/develops tools/strategies to address emerging trends and needs.

4. Participates on a variety of technical working groups/committees related to the development and implementation of drinking water legislation and policy to provide stakeholder perspective, ensure stakeholder needs are met and maximize stakeholder acceptance of changes.

5.Prepares Cabinet/Management Board submissions, briefing materials, legislated annual reports, presentations, often of a technical nature, including determining and maintaining awareness of standard reporting requirements and timelines; maintaining and monitoring calendarization of report deliverables; researching, compiling and analyzing stakeholder information and data and developing/writing accurate, relevant and timely reports.

6. Supports the development of communications and outreach plans for new initiatives (e.g. amendments to drinking water systems regulation, new IT systems) including identifying, researching and analyzing Government/Ministry communications policies and procedures, directions, priorities, emerging trends, issues; liaising with other areas of the Ministry to obtain/build consensus regarding approach and content; writing communication and outreach plans; preparing technical/scientific presentation materials, interpretations, reports and briefing notes on plans, contents and issues and investigating, coordinating/preparing ministry responses to queries.

7. Participates on a variety of project teams and special projects oriented to the development, promotion and implementation of stakeholder involvement and strategies (e.g. means to identify and engage traditional and non traditional stakeholders, encourage/facilitate their involvement; consult, obtain input, build relationships). Assists in the development and design of project plans including assisting in identifying deliverables, timelines and milestones, resource requirements and researching needs, consultation strategies and performance measures. Assists in implementing approved project plans including monitoring project activities and drafting status/progress reports for the Branch management team.

8. Coordinates regular meetings with a wide range of key senior level stakeholders on a variety of drinking water issues to support development of an overall stakeholder management strategy including conducting needs assessment, proactively identifying potential meeting issues in advance, conducting research and analysis and ensuring ministry participants are prepared to respond to the issues; coordinating preparation of /preparing agendas, briefing materials, speaking notes; and ensuring timely follow up on ministry commitments.

9. Develops stakeholder consultation and mapping tools and formats including organizing and coordinating regular meetings with staff from multiple branches in multiple divisions across the Ministry and key provincial stakeholder groups (e.g. OWWA) to facilitate efficient and relevant stakeholder feedback (e.g. web portal for feedback, mail out etc.).

10.Establishes, fosters and maintains effective working relationships with internal and external stakeholders to anticipate and prepare for emerging needs and ensure data and information provided meets their diverse needs and develops means to meet ongoing and changing needs.

11. Conducts research and environmental scans to identify and keep abreast of issues/developments in other ministries and jurisdictions with potential impact on stakeholder involvement, assesses impacts and briefs Manager/Director accordingly.

Knowledge:
Knowledge of the application of the theories, principles and practices of environmental issues, particularly as they relate to drinking water treatment, technology and issues, and related terminology to validate/analyze complex technical, legal and scientific information, develop and write a variety of materials on complex technical/legal/scientific matters (e.g. fact sheets, guides, briefing notes, presentations, frequently asked questions), act as branch subject matter experts, prepare Cabinet/Management Board submissions and participate on technical committees. Knowledge of relevant legislation (e.g. Safe Drinking Water Act, Environmental Protection Act etc.), regulations, policies, Ministry programs (e.g. inspections) and practices to extract, interpret and explain relevant information in language appropriate for the audience which ranges from expert (e.g. ministry staff, academics, municipal operators) to novices (small resort owners, rural church administrators/boards of directors, childrens camps owners/directors, public) and to participate in legislation/policy development working groups. Knowledge of research tools and research skills to assess and evaluate complex research needs with scientific and legal content, identify key areas and identify relevant issues and information and assess potential impact

Knowledge of the theories, principles and practices of consultation and communications field and broad knowledge of Ministry clients and external stakeholders to understand the potential impact of changes etc. on stakeholders and citizens and to develop and support a range of effective strategies to support key ministry programs that maximize stakeholder acceptance and maintain effective stakeholder relations. Analytical, evaluative skills to research complex, scientific and legal issues (e.g. drinking water science, treatment, technology, interpretation of regulations). Oral and written communication skills to present and explain analyses, give advice to senior management and the public, develop and write materials (e.g. legislated annual reports, presentations, briefing notes) and material of a technical nature which can be readily understood by non technical audiences (e.g. fact sheets on green algae, interpretation of drinking water statutes).

Interpersonal skills to liaise with staff across the Ministry and to participate and provide effective support to teams and interpersonal, consultation and communication skills to effectively interact with clients and stakeholders regarding potential impacts and foster and maintain effective working relationships with a diverse client groups in a continually changing environment. Prioritization, project and time management skills to prioritize a heavy volume of documents requirements with often-short deadlines and which are sometimes conflicting and to manage several projects simultaneously with tight and/or competing deadlines. Strategic skills to identify contentious issues and key opportunities (e.g. analyze and identify type, content and approach to meet outreach needs based on correspondence, feedback from inspectors, inspections results, media articles, client services statistics). Ability to work in a potentially contentious and politically sensitive environment.

Knowledge of Government/Ministry reporting requirements and Freedom of Information and Protection of Privacy Act to prepare timely, relevant and appropriate materials for legislated reports.

Knowledge of information technology, computer operations (e.g. inter/intranet) and relevant software packages (e.g. Word processing, Power Point, project planning, Excel) to carry out research and develop a variety of documents (e.g. brochures, correspondence, information packages etc.), develop presentations and analyze and manipulate data.

Judgement:
Work is performed under the direction of the Manager, Stakeholder Relations with access to Senior Advisors and Coordinators in the Branch for advice and guidance. Position works within relevant legislation and Corporate/ministry policies, procedures and guidelines related to drinking water, reporting, communications and consultation. Considerable judgment is required in developing/researching/writing proactive and reactive complex scientific and technical materials (e.g. legislation, regulations interpretations) as access to specialist Ministry staff (e.g. policy) is not always available. Position uses considerable judgment in independently using, revising information text without further vetting/review by specialist staff. Judgment and analytical skills are required in developing stakeholder relations business processes, providing advice on business processes use and application, in conducting research and environmental scans and identifying and assessing potential impacts. Judgment and analytical skills are required in assessing and evaluating stakeholder needs(e.g. guidance material, fact sheets) and determining most appropriate approach to meet needs; in assessing, researching and validating technical/scientific matters/information; in coordinating/developing and prioritizing a varied and heavy volume of accurate, timely relevant scientific communication tools (e.g. reports, presentations etc.) to a diverse group of internal and external stakeholders with differing needs and often within short time frames, ensuring appropriate format, relevance and appropriateness to the audience including interpretation of complex legal/scientific information/analysis to lay terminology. Judgement is required in participating in technical policy/legislation working groups to represent stakeholder interests and perspectives. Excellent judgement is required in developing and maintaining effective stakeholder relationships with a diverse group of stakeholders requiring tact, diplomacy and sensitivity and in effectively delivering/providing information to stakeholders, which is contrary to what they want/expect to hear. Judgment is required in prioritizing conflicting, often time sensitive demands, recommending disclosure/non disclosure and responding to FOI requests and working effectively in a team. Judgement is required in developing innovative communication and outreach plans which are timely, user friendly and promote stakeholder and public understanding of the drinking water program and initiatives. Judgement is required in making recommendations regarding stakeholder/outreach needs and in identifying trends, emerging issues and their impacts.

Accountability - Programs:
Position is responsible and accountable for the development and writing of proactive and reactive technical/scientific communication/information materials and tools which are accurate, relevant and timely for internal and external stakeholders including fact sheets, brochures, briefing notes, speeches, FOI responses, Cabinet/Management Board submissions, interpretations of legislation and regulations, option papers, communication and outreach plans and stakeholder consultation and mapping tools and for developing and writing technical/scientific information in a manner and format appropriate for both technical and non technical audiences. Position is responsible and accountable for coordinating the development/developing stakeholder relations business processes, developing and maintaining effective working relationships with a variety of stakeholders and for participating on project teams and special projects. Position is responsible and accountable for conducting research and environmental scans and assessing potential impacts and for participating on technical, policy working groups and committees.

Accountability - Personnel:
Position has no supervisory responsibility.

Accountability - Finance & Material:
Position assists in identifying project resource requirements.

Accountability - Impact of Errors:
Development of inaccurate materials could pose significant, financial, public relations and/or health risks (e.g. “officially induced errors” - e.g. a staff person gives incorrect information which would be considered fact by the recipient because it came from a staff person whom it is assumed should know) including legal liability, regulated community taking inappropriate action resulting in health and/or environmental hazards and negative attitudes to/perception of the Ministry/government and could also lead to the ministry being challenged before the Environmental Review Tribunal (ERT). Inadequate, untimely, inappropriate research and/or communication tools/documents/plans could negatively impact the Branchs ability to meet deliverables and deadlines, lead to other areas of the Ministry and/or stakeholders using incorrect information and possibly making ill informed decisions, result in adverse relationships with stakeholders and/or cause embarrassment to Ministry. Inaccurate legislated reports could result in damage to credibility of the Ministry by the public and within the OPS. Failure to foster and maintain effective stakeholder relationships could negatively impact the Branchs ability to meet deliverables and deadlines and negatively impact the drinking water program. The foregoing could decrease compliance or fail to mitigate negative action by the regulated community (e.g. media).

Contact - Internal:
Regular contact with Branch staff to exchange information, participate on project teams, respond to queries, and provide research and analytical support. Regular contact with specialist staff of other areas of the Ministry to obtain and validate technical and scientific information; and participate on project teams and technical working groups. Regular contact with Communications Branch and Legal Services to exchange information regarding preparation and dissemination of information on approvals, procurement, content/strategy, layout and design. Regular liaison with FOI Branch to obtain advice, exchange information. Regular contact with other Ministries (e.g. MOHLTC) re public health implications related to drinking water. Frequent contact with senior management (e.g. Directors, Chief Inspector, ADM, DM, Minister) to brief regarding stakeholder processes, notes/research, stakeholder meetings, assist in presentations, public information and respond to queries.

Contact - External:
Regular contact with stakeholders (e.g. OWWA, regulated community, municipal officials, non-municipal stakeholder groups such as churches, campground owners, AMO, Walkerton Clean Water Centre ) to provide technical information and interpretations and respond to queries, develop and foster positive working relationships, determine and evaluate outreach needs. Occasional contact with other jurisdictions, related organizations re their drinking water programs (e.g. US EPA, AWWA) to maintain awareness of developments in the field, identify and assess potential impacts. Occasional contact with the Environmental Review Tribunal to testify regarding their qualifications to be writing such a document (e.g. guidance material) as well as document contents.