Job Specification

Purpose of Position :

To coordinate the issues management function for the Branch; to coordinate and prepare priority briefings and responses to contentious issues; to research and develop policy and program recommendations; and to develop and coordinate communications strategies for the Branch.

Duties / Responsibilities :

Within Drug Program Services Branch which is responsible for developing, implementing and monitoring pharmaceutical services and drug management programs, the Coordinator, Issues Management and Policy plays a crucial role in meeting the needs of the Branch where programs are extremely high profile and information is confidential and politically sensitive. The incumbent:

1. Provides leadership and coordination for the issues management function for the Branch; develops and implements related processes and mechanisms to ensure that timely and thorough material is prepared frequently within very tight deadlines. Prepares priority briefings and responses to contentious issues, ministerial and political requests for information (e.g. concerning new programs, proposed policy or legislation changes, anticipated questions in the House); respond to inquiries from provincial and federal MPPs/MPs, inquiries from the Ombudsmans office. Monitors follow-up to issues management matters as required, including preparation of additional material and consultation with other branches of the Ministry, e.g. Communications Branch.

2. Develops and facilitates effective Branch processes which reflect corporate and central agency requirements and indicate key activities, accountabilities and timeframes. Provides guidance/support to program managers in meeting requirements, eg defining performance measures, core businesses, key strategies, priorities, implementation plans and timetables.

3. Conducts research and analysis on policy and program development issues as identified by Director or Associate Directors. Plans and implements research approach and consults with relevant internal and external stakeholders to ensure policies comprehensively consider the implications across the health system/sectors and address a range of health and funding needs.

4. Develops policy and program options and recommendations based on analysis of relevant factors, research findings and the costs/benefits of alternative approaches. Prepares working papers to assess the implications and expected results of proposals including financial implications for internal review. Make presentations to Branch management or ADM as requested.

5. Establishes and maintains ongoing collaborative working relationships with all levels within the branch, or other branches in the ministry as required, to facilitate the effective preparation of material.

6. Develops and nurtures linkages and partnerships with key stakeholders, e.g., branch/ministry staff, pharmacists, dispensing agency operators, the public, business partners, and external contractors to facilitate a coordinated approach to the development of policies, issues management and business planning.

7. Leads projects in relation to issues management, policy, program development and communications activities. Coordinates input from Branch management, staff and other stakeholders, organizes and leads teams and work groups, and manages timelines to meet objectives and deadlines.

8. Develops and implements communications strategies and tools to support the promotion or dissemination of information about new drug programs, policy initiatives or changes in legislation, in conjunction with Communications Branch. Writes a variety of materials to explain or promote Branch initiatives for electronic or hard copy publishing, e.g. announcements, fact sheets, Qs & As.

9. Co-ordinates the branchs Cabinet Committee Schedule for Cabinet, Management Board, and Statutory Business Committee and List of Branch Contentious Issues, for weekly review by the Deputy Minister, ADMs and/or Ministers Office staff, as appropriate.

10. Develops training materials and conducts/facilitates information, briefing and training sessions for internal staff or external contractors such as Infoline, external groups (such as HIV/AIDS and other interest groups, MPP constituency sessions) e.g. on program changes such as pro-rated deductibles.

Knowledge :

Position requires comprehensive knowledge and understanding of the health system with thorough knowledge of provincial drug programs, policies, issues and directions and the roles of internal and external stakeholders in order to coordinate the preparation of responses to contentious issues and high level inquiries (e.g. ministerial, Ombudsman), develop recommendations concerning policy and program options, and develop effective communications strategies. Knowledge of the sensitivities and complex relationships of specific health cost/benefit projects and/or programs. Knowledge of policy and program development techniques, related government processes, and research methods in order to provide viable policy and program recommendations and assist in preparation of related submissions. Knowledge of government, Ministry, Division and Branch business planning and allocation policies, requirements, and decision-making processes in order to provide expertise and advice to Branch managers and coordinate/prepare submissions and reports to meet requirements. Knowledge of ministry payment and funding models related to drug program issues. Knowledge of communications techniques to develop and implement effective strategies for the promotion and dissemination of information on Branch programs. Project leadership skills to coordinate various aspects of issues management, policy, program development and communications initiatives to meet objectives and deadlines. Position requires knowledge of government/ministry directions and priorities to ensure policies are developed within the broad context of the governments health agenda. Strong analysis, synthesis and innovation skills to develop responses to issues, policy/program options, and communications strategies. Communication, consultation and client relations skills to discuss complex policy, program and communications issues with Branch management and stakeholders.
Strong flexibility to shift strategic focus and activities quickly in response to changing organizational priorities. Superior written communication skills to prepare policy, program and communications proposals and write communications and training materials. Excellent computer skills to access the Internet as a research tool and to prepare own materials using various software programs.

Judgement :

Work is performed under the general direction of the Director, Drug Program Services Branch with considerable latitude for decision-making in coordinating issues management activities, dealing with extremely sensitive personal and medical information and the development of policy/program options and communications strategies. Position is expected to work with a high level of initiative and independence in dealing with issues in a timely and comprehensive manner. Considerable judgement is exercised in developing issues management processes which ensure the timely completion of comprehensive responses and briefings, in determining best method of handling each request (i.e. assigning to staff member, researching/preparing personally) and in reviewing each response/briefing note to ensure that all relevant issues have been effectively addressed with adequate consideration of politically sensitive areas. Significant judgement is exercised in assessing factors (e.g. economic, technical, social) which impact on drug programs and stakeholders (e.g. pharmaceutical industry, consumers, dispensing agencies, pharmacists) and in developing policy and program recommendations based on analysis of the costs/benefits of alternatives. Independent judgement is exercised in working as a senior consultant and facilitator with Branch management, assessing issues and ideas raised in relation to planning and administration activities, and providing advice to decision-makers on priorities and best approaches. Judgement is exercised in developing communication strategies which promote Drug Programs initiatives and programs in an effective and positive manner. Considerable judgement is required when dealing with stakeholders to ensure that proper information is communicated and there is no negative impact on the ministry.

Accountability - Programs :

Accountable for the timely and accurate coordination/preparation of responses/briefings in response to high level requests for information concerning contentious issues, programs, policies or related legislation, and for the development and implementation of effective issues management processes. Ensures policies consider implications/impacts across the health system. Accountable for the development of communications strategies which effectively promote/disseminate information on Branch programs to a range of stakeholders; and for the completeness and accuracy of research, analysis and recommendations concerning policy and program options.

Accountability – Personnel :

Provides project leadership and coordination to Branch and Ministry staff, and participating stakeholders, as appropriate.

Accountability - Finance and Materials :

Accountable for the accuracy and comprehensiveness of analyses which support policy and program recommendations; accuracy of the information in the branchs submissions.

Accountability - Impact of Errors :

Failure to effectively identify pertinent issues and issues management requirements i.e. briefings/responses to high level requests for information (e.g. Minister, Deputy Minister, ADM, Ombudsman), and to coordinate/prepare response in an accurate and timely fashion with due consideration to politically sensitive issues, would result in delays in meeting deadlines, and embarrassment to Branch management, the Ministry and the Minister. Failure to adequately research and develop viable policy/program recommendations could contribute to faulty policy/program decisions by Branch management. Failure to develop/implement effective communications strategies could result in insufficient information being available to stakeholders (e.g. pharmacists, dispensing agencies, and consumers) thereby impeding program delivery and/or negatively affecting the image of the Branch/Ministry.

Contact - Internal :

Regularly with Director and other Branch management, the ADMs office, the divisions Operational Support Branch and Ministrys Communications Branch, Ministers Office, Deputy Ministers office, Legal Services Branch, to discuss issues management requirements, policy/program initiatives, legal advice and communications needs. Regularly with other ministry branches, i.e. AIDS Bureau, Health Care Programs, Assistive Devices Branch, the Corporate Correspondence Unit, ministrys Infoline, Client Services Unit, OHIP Offices, Registration and Claims Branch, with Branch colleagues to lead/participate in a variety of projects and committees.

Contact - External :

Frequently with stakeholders, e.g. pharmacists, dispensing agencies, professional associations (pharmacists, physicians, hospitals), other ministries (e.g., Ministry of Health Promotion and Ministry of Research and Innovation), the public, and occasionally with pharmaceutical manufacturers to discuss drug program issues, solicit feedback, and provide information regarding new programs/initiatives.