Job Specification

Purpose of Position :

To provide services in both English and French ( For the designated position only).

For the province of Ontario to identify, develop and deliver public information and education products for the Office of the Independent Police Review Director (OIPRD) regarding police oversight and the public complaints system.

To co-ordinate meetings, training and provide other in-person outreach and education for the province.
To interact and be sensitive to the needs of Ontario's diverse communities.
To develop and recommend related tools, techniques, policies, standards and procedures and the implementation of an outreach and education work-plan with diverse community groups, police organizations, various stakeholders in the communities across Ontario.
Develop and maintain positive stakeholder relations to help build community police relations throughout Ontario. Plan and recruit and chair Director's Resource Committees throughout the province, providing the main source of contact for feedback to the Director.

Duties / Responsibilities :

As the primary outreach and education contact for local agencies, diverse community groups, solicitors and agents and police organizations in Ontario, providing detailed information about the Independent Police Review Act 2007, Police Services Act, non-statutory guidelines, policies, procedures, rules of practice and regulations, and any relevant process related to the OIPRD mandate, work with Ontario's diverse communities and police organizations the position:

1. Acts as the key outreach and education contact for the OIPRD by actively seeking opportunities for outreach to various stakeholder groups in the community and in police organizations. Provide strategic advice on who should provide educational activities.

2. Develops and presents education materials to diverse audiences.

3. Develops and delivers/disseminates approved information materials, and represents the OIPRD at public information sessions, conferences and training sessions across Ontario to allow the OIPRD to carry out its education and support duties and responsibilities.

4. Reviews, analyses, develops and implements approved project plans for outreach and education strategies to meet OIPRD goals and obligations.

5. Reviews, analyses, develops/updates, recommends and utilizes various audience-appropriate print, voice and web-based approaches and tools to provide information to assist the public and police services in obtaining a solid, factual understanding of the role of the OIPRD, with specific emphasis on concepts, processes and procedures in the complaint intake, investigation and resolution process. Evaluates the impacts of legislative changes and legal interpretations, and makes recommendations on updated/new public information products.

6. Liaises and/or co-ordinates activities to facilitate/ensure cross-functional information sharing and joint project work; promote clarity and consistency of messaging regarding public information; and provide feedback and advice to other OIPRD branches on emerging issues or trends that may improve service delivery.

7. Designs comprehensive tracking and monitoring reports (e.g., nature of inquiries, quantity, origin, etc.), to contribute to analyses, expertise and recommendations in support of ongoing evaluation and adjustments to meet OIPRD goals and obligations more efficiently and effectively, (e.g., working with other Outreach and Education Advisors and OIPRD personnel to develop combined and integrated processes).

8. Provides regular reports and explanations of performance against business plan commitments, with recommendations for improvements.

9. Consults, co-ordinates activities with and provides back up for other Outreach and Education Advisors, while working closely with mediators.

10. As assigned.

Knowledge :

Excellent knowledge and interaction with Ontario's diverse communities
Sensitivity to issues facing diverse community relationships and understanding of policing issues

- Comprehensive, detailed knowledge of relevant legislation (Independent Police Review Act - to be proclaimed), Police Services Act, R.S.O. 1990 c P.15, the Freedom of Information & Protection of Privacy Act, Ontarians with Disabilities Act 2001; Ontario Human Rights Code; the Public Inquiries Act); OIPRD mandate, structure, roles, systems, policies and procedures; trends and issues regarding complaints and reviews of police practices; and excellent understanding of the general principles, processes and procedures of the police/ legal/courts environment relating to the administration of justice, in order to: develop and deliver factual, consistent and impartial information to police and community groups; understand and interpret legislation accurately; ensure that information, documents, forms, products, etc. for the public facilitate documentary accuracy and completeness, and understanding of and compliance with specialized regulatory and quasi-judicial procedures and terminology; assess efficiency and effectiveness of OIPRD outreach and education and recommend improvements; and provide advice and specific contributions to improved OIPRD outreach and education systems, tools, policies and processes.
- Expert understanding of issues, trends and developments relating to the interaction and relationships between Ontario police services and the general public, and excellent knowledge of accepted contemporary outreach and education tools, techniques and best practices, and associated OIPRD/Ministry and OPS standards policies and procedures, in order to deal effectively with the public and contentious issues/confidential/sensitive matters during outreach presentations and in developing related materials.
- Strong research and analysis skills and knowledge of contemporary methodologies, in order to gather, analyse and review information related to outreach and education development; create and maintain information materials; investigate, analyze and synthesize information in response to inquiries; prepare reports, recommendations and information products in various formats; and make recommendations for management's consideration (e.g. OIPRD process changes, and/or information changes based on feedback from stakeholders, assessment of delays).
- Strong skills in project management and work management to manage multiple concurrent projects/work activities, to prioritize and balance a wide variety of ongoing work and projects with unpredictable demand for information, and complete tasks within tight deadlines.
- Sound knowledge of administrative best practices to prioritize own work, co-ordinate, maintain accurate and consistent information resources, and develop and recommend new tools, initiatives, standards, processes, procedure, etc.
- Excellent presentation skills, including developing education materials for diverse audiences.
- Excellent outreach and education development/communications skills, including writing skills/creativity to develop audience-appropriate information products, tools and services using various communication routes (e.g. in person, presentations/training, web, written, telephone); oral communications to deliver presentations to diverse audiences, and respond to Q&A sessions and inquiries; assist the public in obtaining information on OIPRD processes and procedures and related legislation; respond to specific detailed questions; consultative and interpersonal skills such as discretion, tact, diplomacy, calm demeanor and impartiality to protect confidential information, anticipate/recognize and respond appropriately to sensitive issues and strong emotions, interact with internal and external contacts to obtain information and resolve issues in diverse and fluid situations, clarify OIPRD's procedures and policies, and maintain effective linkages.

- Strategic insight, collegiality, cooperativeness and consensus-building skills, to work effectively as part of a team and with others who have different values priorities and agendas, and to obtain and agreement on matters involving the provision of public information.
- Knowledge of adult learning techniques and tools, including needs analysis, instructional design, implementation and evaluation principles, theories and methods to lead/participate in the development and to deliver training programs and projects that support OIPRD outreach and education initiatives and objectives.
- Ability to act independently with minimal supervision using discretion and situational management skills, particularly when making public presentations.
- Proficiency in using PC-based/networked common office software (e.g., MS Office, intranet, Internet, the web, email), to research and produce outreach and education information in diverse formats; develop and disseminate standardized templates/response tools/information for OIPRD staff with inquiry/information roles; create analyses, reports, presentations and correspondence, and co-ordinate plans and arrangements, etc.)

Proficiency in English and proficiency in French (oral and written) at the advanced level ( for the designated position only).

Judgement :

Works independently with direction from the Manager, Communications and Outreach and the Director, within the mandate of the OIPRD and applicable OIPRD/Ministry/OPS administrative/quality assurance and service policies, standards and procedures.

Judgement and discretion are used to:
- Represent the OIPRD accurately and positively in person, by telephone and in writing to a very wide variety of communities and external contacts at all levels, including very often appearing alone and making on-the-spot situational assessments of diverse and often interconnected issues, participants' different and changing moods and arguments, to position responses for optimal reception and understanding.
- Initiate consultations and confer with all necessary groups to research a diverse range of issues and make recommendations for the development of new/revised/expanded information materials and communication vehicles in support of the community liaison function.
- Balance a range of different and competing tasks and demands to maximize the effective and efficient use of time in producing quality outputs and meeting deadlines.
- Ensure compliance of own work/outputs with related legislation, regulations, policies, standards and procedures.
Identify community liaison service issues, needs, requirements and remedies, and assist in the resolution of issues through proactive consultation, development, evaluation, promotion and implementation of solutions.

Accountability - Programs :

Is fully accountable for:

Providing expertise and advice, materials tools and information to support OIPRD outreach and education and priorities and activities.

Providing training and information sessions on OIPRD's mandate.
Representing the OIPRD effectively and independently to diverse stakeholders and contacts at all levels.

Accountability – Personnel :

Providing outreach and education information and materials for OIPRD staff (e.g., for responses to general inquiries received through the intake process).

Accountability - Finance and Materials :

Developing materials for outreach and education initiatives and services.

Ensuring the confidentiality of sensitive information in own possession.

Accountability - Impact of Errors :

Failure to research, assess and respond appropriately to outreach and education requests, issues and developments could result in the development and communication of inaccurate and unpolished information and materials to communities and individuals; poor representation of the OIPRD and public misconceptions about its role, the legislation processes, etc.

Poorly planned, composed and executed outreach and education initiatives and products could produce results opposite to those intended, and could undermine the success of the OIPRD's outreach and education program and its image.

Insensitive responses to the emotions and values of others could result in inflamed situations at outreach meetings.

Failure to maintain an independent and balanced approach to outreach and education could result in lack of confidence in the OIPRD and its mandate

Contact - Internal :

Frequent contact with other areas of the OIPRD and with the Director to remain current with developments, interpretations, decisions and priorities that affect outreach and education planning and program/materials development, and to provide information and guidance regarding responses, activities and issues.

Contact - External :

Daily contact with local agencies, diverse community groups, police and police services, solicitors and agents to represent the OIPRD, consult, respond to inquiries with authoritative information, materials and tools, and to develop understanding and support for the OIPRD mandate and role.