Job Specification

Purpose of Position :

To provide leadership for the development, implementation and management of internal and external communication
strategies, plans and products for the Office of the Chief Information Officer (CIO), Central Agencies I&IT Cluster (CAC). To provide leadership for the tracking and management of CAC critical issues and requests, and the review and approval coordination of responses and submissions, including confidential advice to Cabinet materials. To lead, develop and implement CAC employee and external stakeholder engagement initiatives to promote CAC objectives and excellence in customer service. To provide strategic advice, briefings, and recommendations to the CAC and executives on communication planning and strategies, business continuity planning and strike contingency planning. To provide backup to the Manager, Cluster Coordination/Executive Assistant as required.

Duties / Responsibilities :

Within the Office Chief Information Officer, Central Agencies Cluster, with the mandate to ensure that the Ontario Public Service (OPS) has the knowledge, expert support, processes and tools in place to run business operations and projects as professionally and effectively as possible while preparing the future for the next generation organization. the position:
1 . Plans, manages and provides strategic and business leadership for the delivery of cluster communication, information, publishing, and website management services to promote and communicate the role and services of the Office of the Chief Information Officer (CIO), Central Agencies Cluster. Leads the development of the strategic communications framework and communication plans to effectively position and promote the Cluster enterprise-wide policy agenda and programfservice initiatives. Provides strategic advice and expertise to the CIO, CAC, and the senior management team on the planning, development and implementation of communications plans and products to ensure the effective integration of CAC communication plans with business objectives and priorities.
2. Leads the development and delivery of CAC communication strategies, plans, services and products for the
dissemination of CAC information to management staff across the Central Agencies Cluster (CAC) by researching,
writing, reviewing and editing communications materials including presentations, intranet website materials, newsletters and other printed materials, and by planning and organizing CAC special staff events (e.g. town halls).
Establishes/ensures effective communication standards for CAC internal communications, and monitors/ensures that
content for all communication products and the intranet website is accurate and current.
3. Provides project management and technical leadership for the research, design, development and publication of CAC
external communication materials and products (e.g. information brochures, annual report, articles for publication in
magazines, news releases). Consults with the leads in planning and implementation of special events and conferences in support of the promotion of CAC initiatives and ensures that the communication needs of CIO are met. Provides
communication advice related to events in consultation with external stakeholders, CAC management and staff, and the
ministry Communications Branch; and coordinates execution of all logistical and communications requirements
appropriate to events (e.g. invitations, media advisories).
4. Leads the provision of communications consultation/advisory services and across CAC, and acts as the primary partner resource expert to reinforce communications planning as an important CAC management function for the development and implementation of innovative communication plans, products and tools as a key component of all CAC business initiatives.
5. Develops, establishes and manages the administration of the CAC issues management system to track and ensure a
coordinated and timely approach to the research, analysis and response to key issues. Reviews and evaluates incoming requests and action items to the CIO to determine and prioritize action requirements, and to identify contentious and urgent issues. Reviews high priority issues, politically sensitive matters or matters of a contentious/ confidential nature and identifies/recommends proposed course of action. Exercises independent action with priority/ urgent correspondence by preparing appropriate replies, directing requests for specific data to the appropriate division/branch, and/or liaising with CAC executives and the ministry Communications Branch to prepare responses. Provides advice/guidance to division Directors/Senior Managers related to issues analysis/management response. Drafts correspondence on behalf of the CIO and senior management in response to requests for information and/or in response to complaints/issues.
6. Leads, coordinates and/or conducts the research and preparation of draft briefing notes, issues notes, executive
correspondence, position papers, publication papers, speaking notes, Qs and As, speeches, and presentations for the
CIO, and draft submissions on behalf of the CIO for the Deputy Minister, Minister and/or Cabinet.
7. Acts as the CIO focus and maintains ongoing liaison on behalf of the CAC, with executives, management and staff
across the duster, ministry divisions/branches, and other ministries as required to develop a strong network of contacts
and corporate linkages, facilitate effective communication and working relationships, resolve problems, and keep
abreast of operational and communications trends and issues of significance to the CIO.
8. Leads the development and implementation of innovative and creative strategies, communications methods (e.g. social media), educational events, and partnership initiatives for the effective engagement of CAC management/staff and external stakeholders in the promotion of CAC strategic objectives for I&IT service delivery. Leads the proactive
identification, review, communication and promotion of positive and inspiring stories of service excellence across the
CAC, and prepares/submits articles for newspapers/journals, and recommends staff awards. Represents the CIO in
planning and delivering CAC I&IT initiatives.
9. Leads, conducts and/or teams with CAC Directors/Senior Managers for special CAC-wide projects.
Develops/implements project plans, identifies/recommends project resources (staff/budget), leads the
research/analysis of information and consultations with CAC management/staff, controls the progress of project
deliverables, and prepares project reports/submissions.
10. Leads the development and implementation of corporate CAC and program specific business continuity plans to meet OPS corporate policy direction, in consultation with CAC executives and senior management. Leads the development and dissemination of communication products for CAC business continuity plans (e.g. procedures, bulletins, staff newsletter articles, customized brochures and checklists, content for CIO websites) to ensure that CAC
management/staff and external stakeholders are well informed. Leads and coordinates the development of the CAC
cluster strike contingency plan in cooperation with management/staff from the ministry Human Resources Branch to
meet ongoing business needs of the CAC in the event of a work disruption. Manages the implementation of relevant
components of the business continuity and/or strike contingency plans in the event of an emergency or labour
disruption, including liaison with MGS emergency management leads, assignment of roles/responsibilities to CAC
management, and coordination of the activation of emergency management processes or the strike contingency plan.
11. Provides executive support to the CIO and the Manager, Cluster Coordination/Executive Assistant, and CAC senior
management related to the research and analysis of CAC human resource and labour relations issues. Participates in
CAC executive meetings for the planning and implementation of CAC re-organizations and re-alignments. Works in
partnership with the ministry Strategic Business Unit for the development of staff communication materials and union
disclosure plans and documents. Provides advice and/or participates in the development and implementation of human
resources and labour relations plans, proposals, strategies and issues management (e.g. bargaining unit
consultations/briefings, investigations and responses).
12. Manages any related procurement of services or consultants as required (e .g. specialized communications services
and website products), including determining consulting requirements; issuing RFP's, developing contract terms of
reference; reviewing submissions and selecting suitable service providers, negotiating and managing contracts,
approving contractor invoices).
13. Leads/participates on cluster, ministry, and inter-ministerial committees and project teams, as assigned.

Knowledge :

The position requires expert knowledge of corporate communication theory, principles, practices and methods to provide strategic and business leadership for the delivery of corporate communication. information, publishing, and website management services across all branches of the CAC. Knowledge of the mandate, strategic direction, and operations of the CAC to lead the development and delivery of internal and external communication initiatives to further the objectives of the CAC across the ministry. Knowledge of government corporate communications policies, guidelines and standards to ensure consistency of all CAC communications systems and products with government requirements. Knowledge of issues management principles/methods, and government issues management systems and processes to manage the administration of the CAC issues management system and initiate required actions to ensure effective coordination for the research, analysis and response to key issues. Knowledge of business continuity planning principles and methods to lead/manage the development, implementation and communication of the CAC annual business continuity plan. Knowledge of government human resources labour relations related to strike contingency planning and provisions of collective agreements to lead the development of the CAC strike contingency plan in consultation with management in the ministry HR Branch and to support CAC management in the implementation of the strike contingency plan in the event of a strike. Knowledge of government
tendering and procurement policies and processes to lead/conduct the procurement and contract management of required external service providers for CAC communications projects. Strategic orientation, leadership and consultation skills to lead/promote effective internal/external communication and employee/stakeholder engagement initiatives, and to provide advice to the CIO, CAC on communication planning. Analytical skills to identify and assess CAC communication needs and priorities and to lead the design, development and implementation of communication strategies and products. Project management skills to lead/manage special CAC-wide projects. Relationship management skills to initiate and maintain strong and cooperative working relationships with CAC management/staff across government, and with representatives of external stakeholder industries and organizations. Initiative and creativity to develop and implement new and leading edge communication strategies and methods to effectively engage CAC employees and external stakeholders. Written communication skills to produce draft briefings, position papers, issues notes, executive correspondence, publication papers, speaking notes, Qs and As, speeches, and presentations for the CIO. Oral communication, advisory and presentation skills to liaise and collaborate with a broad range of internal/external contacts, lead consultation processes, and provide authoritative communication advice/recommendations to the CIO. Financial management skills to monitor, manage and review/approve
invoices for communications service provider contracts.

Judgement :

The position works under the general direction of the CIO and the Manager, Cluster Coordination/Executive Assistant, and in accordance with applicable legislation and government communications and issues management policies, directives, processes and standards. The position is expected to work with a high level of initiative and independence as the lead for CAC internal/external communications and issues management coordination, and to provide expert advice to the CIO and senior management on communication plans/proposals, business continuity, strike contingency planning, and issues management. The position exercises judgement by determining/developing strategic communication methods and tools to effectively promote and communicate the CAC strategic direction and objectives, and by providing project management for the production of a range of CAC internal/external communication and outreach plans, products and materials. Judgement is required to lead the coord ination of branch issues identification, research, investigation, tracking and management processes, and to provide expertise to CAC senior management/staff on the preparation and approval coordination of request responses, submissions and other action items. Judgement is exercised in liaising with staff and management at various levels within the ministry/government and external partners/stakeholders related to CAC communication initiatives and issues management processes. The position exercises judgement by drafting/developing/editing briefings, issue notes, executive correspondence, and communication product content, and by ensuring that documents are accurate and consistent with government/
ministry/CAC policy. Judgement is exercised by leading/managing the development, communication and
implementation of the CAC business continuity and strike contingency plans, and contributing to CAC re-organization and re-alignment plans. Judgement and creativity is exercised in proactively identifying success stories of excellence across the CAC and developing/implementing recognition and employee engagement strategies/programs.

Accountability - Programs :

The position is accountable to provide strategic leadership and oversight for the development and implementation
of CAC internal/external communication strategies, processes and products. The position leads the CAC issues
management/tracking process for the research, investigation, management and resolution of critical issues; the
preparation/approval of CAC submissions, and the timely response to incoming requests. The position is accountable to
provide communications expertise, advice, recommendations and solutions to the CIO and CAC executives on
internal/external communication planning and strategies. The position leads/conducts projects to develop CAC internal and external communications products/materials. The position provides input to management decisions/plans related to CAC restructuring and re-alignment initiatives.

Accountability – Personnel :

The position provides technical leadership to assigned CAC staff and external contractors on a project
basis.

Accountability - Finance and Materials :

The position provides recommends/monitors budgets for assigned projects. The position
coordinates procurement processes as required, negotiates contracts, manages contractor services and approves contractor invoices.

Accountability - Impact of Errors :

Poor judgement in the planning, development and delivery of CAC internal and external communication
plans, products and events would have a negative impact on the ability of CAC to effectively communicate its mandate,
policies and programs/services, and engage employees in the development/enhancement of an organization culture of
service excellence. Poor judgement could result in wasted government funds; missed opportunities to market CAC
objectives, and the projection of a poor public relations image by the ministry/government. Poor judgement in the
identification, management and tracking of emerging and contentious issues would have a significant impact on the ability of CAC senior management/executives to effectively prevent/manage critical issues and/or provide appropriate answers to questions from the Deputy Minister, Minister or at Cabinet committees, or from stakeholders, the public and the media resulting in criticism of CAC, its programs, services and policies. Errors in judgement related to the development and/or implementation of the CAC business continuity and/or strike contingency plans would have a significant effect on the ability of CAC to effectively conduct business and service to stakeholders in the event of an emergency, strike or business disruption.

Contact - Internal :

The position has frequent contact with the CIO, CAC and CAC senior management to provide communications
expertise and advice for internal/external communications, issues management, business continuity and strike contingency strategies, plans and products. Frequent contact with CAC senior management to coordinate and provide guidance on the tracking and management of critical issues and the preparation of request responses and submissions. Frequent contact with CAC management/staff to provide ongoing technical direction and guidance on the interpretation and application of OPS/ministry/cluster communications, issues management and business continuity policies, systems and processes.

Frequent contact with management/staff in cluster branches to represent the CIO, CAC in coordinating communications
initiatives and issues management processes. Periodic contact with ministry HR Branch to exchange information on CAC
strike contingency planning. Occasional contact with management/staff in other divisions to discuss shared communication issues. The position leads and/or participates on CAC, ministry and inter-ministry committees and project teams.

Contact - External :

Frequent contact with a broad range of external stakeholders to establish effective working relationships and
corporate linkages, represent the CAC and government related to communication initiatives, gather/exchange information, and resolve problems. Regular contact with external communications specialists to remain current with trends, developments and best practices. Occasional contact with external contractors to coordinate procurement processes, negotiate contracts, and manage contract services.