Job Specification

Purpose of Position :

To plan, direct and manage multi-disciplinary staff and program activities in order to ensure the effective administration and enforcement of Ministry legislation, regulations, programs and initiatives in the district office. To participate and provide leadership in the planning, development and implementation of policies, initiatives and operational plans consistent with division, ministry and government wide initiatives and strategic plans. As key district contact, provides leadership in developing and maintaining networking and/or partnering links with stakeholders and clients to efficiently and pro- actively manage relationships in achieving quality program service delivery.

Duties / Responsibilities :

As District Manager, with a full range of delegated managerial accountabilities, is responsible for the delivery, administration and enforcement of the Occupational Health and Safety Act, Employment Standards Act and related legislation, regulations and programs and:

1. Plans, organizes, and directs program and activities, within a multi-disciplinary environment, to ensure efficient and effective service delivery in support of the administration and enforcement of Ministry legislation and regulations, policies, and programs in the district. To provide leadership, as key team lead in the district, in the delivery of programs and to pro-actively ensure effective stakeholder/client relationships and communications in achieving program objectives and plans.

2. Accountable for high quality, value added and efficient services which effectively address clients needs and expectations, and are consistent with the Ministry's Corporate Strategies/Business Plan. Develops strategic and operational frameworks for the continuous improvement and optimization of services and for the identification of alternative delivery mechanisms. Provides timely negotiations and resolution of service/program related problems while ensuring that effective networking links are maintained. Implements quality service plans and customer service feedback process. Ensures staff comply with standards and takes corrective action when necessary. Monitors all activities to ensure compliance with government service quality standards (telephone, correspondence, complaints and hours of service).

3. Manages and provides overall guidance, direction, advice and leadership to district multi-disciplinary staff in a variety of programs fields such as Employment Standards Officers, Occupational Health and Safety Inspectors (consisting of three main program areas - Industrial, Construction and Mining), Occupational Hygienists, Ergonomists, Engineers and administrative/support and program staff to ensure the effective delivery of district program services. Assists staff in resolving complex, contentious or difficult or politically sensitive cases and issues. Ensures staff are aware of trends and new developments and promotes a climate of information exchange and teamwork with staff. Ensures that the Ministry's Business Plan, corporate vision and values are effectively communicated, shared and understood by staff.

4. Responsible for the effective communication of program objectives for improved public service delivery to stakeholders and clients by co-coordinating the dissemination of information to client groups and stakeholders to promote collaboration and prevention. Participating in District labour/management forums and inter/intra ministerial committees and communicating the Ministry's Business Plan, program objectives and legislation, ensuring that the Ministry's Business Plan, corporate vision and values are effectively communicated and shared with clients and ensures feedback on improved service delivery is internally communicated for long term planning purposes/actions. As the key district contact, develops, maintains and monitors effective local networking systems, relationships and partnerships with clients, inter-disciplinary, inter-ministerial colleagues, the media and interest groups. Exchanges information with senior staff, Actively participates on the Regional Management Team and on various Ministry committees. Acts as the Ministry's primary spokesperson for the District.

5. Manages human resource activities and processes for the District Office and ensures adequate staffing levels through recruiting, hiring and training of new and incumbent staff. Approves merit increases, promotions, demotions, transfers, appointments to regular staff, etc. Schedules time off, grants discretionary time off, practices and promotes progressive discipline and where necessary takes corrective measures. Resolves grievance issues in accordance with the collective agreements; acts as designate and provides information at hearings and acts as a witness as required. Responsible for the development of employees long term learning and development through coaching, mentoring, training or other experiences. Directly responsible for the administration, implementation and monitoring of performance management and Injury and Illness programs in the district.

6. Responsible for the management, control and effective utilization of material and financial resources in the district. Responsible for a district budget of approximately 1.8 million dollars in salaries/wages/benefits and ODOE. fiscal and material resources (including budget, facilities, assets and contracts) Ensures the effective control and maintenance of district assets including vehicles, computer technology, revenues from sales of publications, etc. Administers monitors and controls the purchasing functions, service contracts and records management. Reallocates human and financial resources through the effective reconciliation and monitoring of activities. Develops/identifies options to ensure fiscal responsibility and accountability for the efficient utilization of resources in order to meet current and future needs.

7. Participates in the development of and manages/implements quality assurance monitoring systems based on provincial standards. Manages performance to established organizational productivity and quality standards levels by reviewing reports and files, accompanying staff in the field and getting feedback from other staff and clients. Responsible in ensuring that effective and supportive relationships are built and maintained between the district and region (eg. Regional Program Coordinators and Regional Program Services Manager) in order that complex program and administrative issues/matters are dealt with and supported.

8. Participates in the development of operational work plans and objectives, and ensures the smooth implementation in the District consistent with the Ministry's Business Plan, provincial and regional strategies and mandates. Participates on provincial and regional program committees for the purposes of developing division strategies, policies and procedures stemming from the ministry's and governments strategic priorities and initiatives. Assesses the distinct needs of the district programs and plans for the development of these local/specific needs. Plans and co-ordinates the District Offices workload management system; redistributes workload as required. Ensures that work plans of direct report staff are developed and met.

9. Responsible for managing and coordinating the issues management process and requirements in the district. Ensures contentious and politically sensitive issues are identified and monitored and ensures thorough discussion and communication of serious cases. Manages the preparation of reports, briefing notes, house notes and correspondence, and is accountable for briefing the Minister and other senior staff.

Knowledge :

Position requires thorough knowledge of the program mandates, priorities, legislation (Occupational Health and Safety Act, Employment Standards Act, etc) and regulations, related legislation/regulations in addition to ministry, divisional and program goals and objectives, Ministry Business Plan, strategic objectives, policies and procedures. Detailed knowledge of the multi-disciplinary administrative and professional programs administered by the Operations Division. Good knowledge and understanding of human resource trends and the employment environment, the occupational health and safety environment, clients and industry groups and current trends, issues and concerns affecting workplaces. Good understanding of industrial relations issues and techniques. Superior analytical, communication, administrative, problem solving, planning and organizational abilities to co-ordinate the diverse activities of all the programs within the District, assess the adequacy of program delivery within the District, and to actively implement changes. Change management skills to motivate staff and keep abreast of new developments regarding government, ministry and division initiatives, programs and policies within a constantly changing environment. Good knowledge of government and Ministry financial, human resources and administrative planning processes in order to effectively manage district operations including assets, contract and facilities management. Good administrative, communication and managerial skills to plan, organize, co-ordinate the work activities of staff within the District and to act as a resource to staff. Strong leadership skills and sound knowledge of human. Valid class 'G' drivers licence required. Resources principles and practices and familiarity and understanding of the dynamics of multi-dimensional workforces including knowledge of collective agreements eg. OPSEU, AMAPCEO, PEGO, etc. to promote productive and effective team dynamics and administer human resources operational activities such as grievance handling, assess staffing needs, recruitment, staff training, etc. Knowledge of corporate initiatives, programs and strategies in order to ensure their effective management, implementation and monitoring in the district eg. performance management and Injury and Illness programs/initiatives. Superior interpersonal, consultation, mediation/conflict resolution and negotiation skills to promote compliance with legislation, advise labour and management officials on the application and explanation of the intent of legislation, to resolve problems, mediate disputes, provide crisis management and establish effective and productive working relationships and partnerships. Knowledge of computer information technology, ministry computer databases and related software packages to input/access information data systems such as ICE, ESIS, e-Ticketing Program to provide quality assurance monitoring of programs, assign and monitor work of staff, prepare reports and data, carry out presentations, etc. Good knowledge of common systems such as e-mail, internet, intranet in order to research program trends, statistics, etc.

Judgement :

Under the general direction of the Regional Director, work is performed within the broad mandates and parameters of relevant and related legislation, policies/procedures and precedents, with a significant degree of delegated responsibility in finance, administration, human resources and in the functional activities for program delivery in a district office. Significant judgement is required in making sound management decisions affecting operations in all functional activities. Judgement is exercised in determining how best to deliver quality service within the District Office, administering to the numerous demands and priorities required of the Divisions programs and the management of multi-disciplinary professional, field, program and administrative staff. Judgement is also exercised in the assessment of the quality and monitoring of staff performance, including evaluating inspection and narrative reports for technical content and consistent application of legislation, resolving difficult cases involving serious and continual non-compliance, accidents, etc., in determining corrective action and ensuring compliance with orders and in delivering District field services consistent with the Ministry's Business Plan and regional strategies. The Position is required to develop, implement and monitor human resources, financial and administrative plans and initiatives within the District, and to make reallocations/adjustments as required. The Position is required to serve on committees in order to develop and improve program delivery and services and policy procedures. Discretion and judgement are required in ensuring the establishment of effective community networking systems with clients and stakeholders in order to ensure program achievements and results. Judgement and initiative required in order to identify contentious issues that may have provincial impacts or ramifications through the industry.

Accountability - Programs :

Responsible for the provision of significant contribution to policy formulation and subsequent change both in the region and across the province through participation on regional and provincial committees. Accountable for implementing the Ministry's Business Plan, and developing and implementing special strategies to address specific health and safety and employment practices concerns across the District; planning, managing and monitoring an effective and efficient field delivery services; managing professional and field staff from all the Divisions programs engaged in enforcing legislated health and safety and employment standards; mediating and resolving complex cases with employers and employees; providing advice, explaining legislation, answering questions and obtaining voluntary compliance from industry; addressing labour management groups re: Occupational Health and Safety and Employment Standards matters.

Accountability – Personnel :

Directly manages up to 25 multi-disciplinary professional, field and administrative and program support staff. Responsible for all delegated managerial accountabilities including staff performance measures, grievance handling, recruitment and training, health, safety and security of subordinate staff. Responds to grievances on behalf of the employer. Responds to and resolves enquiries, complaints and matters and health and safety issues.

Accountability - Finance and Materials :

Responsible for the management and control of the districts financial resources and allocation {with a budget of approx. 2.0 million (2011/2012) in ODOE, Salaries and Wages, Benefits}. Oversees and manages all administrative matters relating to finances and material within a District Office including the purchasing, security and maintenance of office facilities and assets including vehicles, contract management, computer technology, etc.

Accountability - Impact of Errors :

Errors in judgement in delivering effective and efficient program service delivery in the administration and enforcement of the Occupational Health and Safety and Employment Standards Acts and related legislation, regulations, policies and procedures results in ineffective and inefficient inspection, enforcement, auditing and self-reliance programs with damaging effects on work health and safety, leading to undue hardship to employees and employers eg. result in plants closures/unemployment, escalating disputes leading to work stoppages and result in extremely unfavourable criticism of the Ministry and the government and result in poor quality service. Inability to provide quality service in the delivery of Divisions programs or in the development and implementation of work plans consistent with the Ministry's Business Plan may also take the program in a direction inappropriate to Ministry objectives. Poor judgement in handling financial and material resources would result in an inefficient and ineffective use of public funds and criticism from the auditor and public for improper use of resources. Poor management of staff and programs could result in not meeting operational planning targets and poor staff performance. Errors in judgement could result in inconsistent application of standards giving advantages to some clients and disadvantages to others.

Contact - Internal :

Frequent contact with senior management officials to discuss, resolve sensitive and complex issues, participate in the planning and development of strategies, or review matters that may have program impacts on other regions or the Division/Ministry or those issues that may affect client service delivery. Regular contact with division administrative/program specialists and associates to maintain ongoing contacts and relationships, discuss issues, resolve difficult or complex matters, manage potential issues and to exchange information. Contact with staff in the Internal Administrative Services Division re. Financial, administrative and human resource issues to review complex fiscal, technology and/or human resources issues. Occasional contact with Ministry senior executive to respond to program inquiries and provide program advice.

Contact - External :

Regular contact with partner groups such as safe workplace associations, WSIB to collaborate and carry out mandate of lost time injury reduction; Frequent contact with union groups, industrial trade associations, labour and industry, employer associations, lawyers, union presidents, business representatives to promote compliance with legislation, communicate common interest matters that are within MOL legislated jurisdiction, mediate disputes, develop and explain ministry, regional and district strategies, discuss application of or contraventions of Acts, recommend solutions, answer enquiries, explain the intent of legislation and maintain effective working relationships; occasional contact with media to explain and promote Ministry programs, respond to event enquiries; Occasional contact : with public health officials regarding such issues as air quality, toxic substances, asbestos with that are both workplace and public concerns; with MPPs for issues identified by either workers or employers; with coroners and police offices regarding investigations into workplace related deaths, regarding investigations into accidents, fatalities and coroners investigations, with fire marshal's office regarding workplace fires/explosions, unsafe handling of flammables etc. with ombudsman's office regarding issues within the ministry's jurisdiction; other external contacts to establish effective partnering and liaise regarding issues and matters relating to Occupational Health and Safety and Employment Standards.