Job Specification

Purpose of Position :

To provide expert analyses and support in the development, implementation, and evaluation, of communications strategies and programs with respect to the support and maintenance of a high-level of awareness of the Workforce Information Network system (WIN) functions within appropriate areas across the Ontario Public Service (OPS) to ensure effective usage. To respond to changing needs by recommending amendments to the communications strategy and program. To develop, deliver and coordinate a comprehensive range of communications materials/products. To provide communications leadership, expertise, recommendations, advice, and maintain effective communications linkages with numerous internal/external key and critical partners/stakeholders. To provide issues management to senior management. To implement communications tools, mechanisms, and develop learning and awareness sessions. To undertake/participate in corporate projects, as assigned.

Duties / Responsibilities :

The position works with relative independence on corporate WIN communications projects/products and cross-OPS communication products impacting WIN, within a complex human capital management team-oriented environment that is committed to customer/client service and responsive to the management of communications issues. The position performs responsibilities that support the awareness of WIN functions, the effective usage of WIN and the achievement of the Ministry and Division objectives. The position reports to the Manager, QA & Testing Services, Training & Business Documentation and receives guidance from Business Leads. In that context, the position: 1. Develops, in conjunction with Business Leads, short and long-term communications plans and strategies for the Division. These include, the identification, design, development, implementation, delivery, evaluation, and assessment of WIN communications objectives with partners/stakeholders, and the optimum communications methods to achieve these objectives. 2. Proactively plans, works with senior management, and delivers expert consultation services, strategic communications and planning advice, and leadership to other divisional staff, WIN branches/partners, stakeholders, central agencies, OPS ministries and other related entities, in order to identify their business needs and how best to support them through the continual enhancement of communications strategies and programs that support the objectives of the Pay and Benefits Services Division. Anticipates and ensures consistency with Ministry/OSS initiatives and business needs/priorities and strategic communications objectives of WIN. 3. Provides consultation and strategic communication advice on divisional decision-making and contentious issues. Anticipates, clarifies, and identifies problems raised by decision-makers that will require communications, provides authoritative advice, and offers solutions. Provides leadership and ascertains participation/input from all levels, ensures understanding, buy-in and commitment to the strategic communications objectives/initiatives. Develops and presents briefing notes and papers to senior executives, conducts analyses and develops progress reports on major communications elements of the WIN Division. 4. Builds, develops, and nurtures positive working relationships and linkages with critical and key partners/stakeholders, to: ensure that communications materials provided accurately reflect the corporate human capital management transaction processing solutions developed by WIN and business processes; discuss opinion issues, solutions and resources; generate buy-in and consensus; promote and support internal communications and team building programs to maintain high level of internal knowledge and employee satisfaction/engagement across the Division/OSS/Ministry and OPS; represent the Division at OPS inter-ministerial and external events, committees, projects and focus groups; lead meetings as required. 5. In concert with the Business Leads, develops performance measures/methods to determine the effectiveness of the communications program in achieving the Division and partner-ministries objectives. provides recommendations on the development and implementation of reporting tools/accountability mechanisms to support performance measurement (i.e. policies, directives, processes, standards, service changes, training strategies, QA, IT reporting systems, etc.). 6. Researches, designs, and develops multimedia communications materials for use in sustaining awareness of WIN and educating clients on the proper and full use of the system and new initiatives. Provides strategic options to the Director and Business Leads with the perspective of clearly and succinctly explaining impacts to partner-ministries, stakeholders, central agencies and other OPS entities. Delivers messages through appropriate communications vehicles such as WIN web site Intranet, memos, newsletters, e-mails, training materials, Q&As, FAQs, procedures, presentations, etc. 7. Utilizes a technical and practical understanding of WIN systems and OPS human capital management expertise to translate technical language of design specifications, upgrades, and changes to the system into plain language, ensuring non-technical users in ministries and central agencies are able to understand and fully appreciate the impact of the information being shared with them, and to enable users capacity to maximize WIN functionality and realize benefits. 8. Assumes responsibility for coordinating work activities where communications, publication and production requirements involve numerous parties. Recommends on the type, nature and combination of communications activities, integrates multiple communications into appropriate format, etc. Confers with appropriate staff, including senior management, to clarify the content and to discuss any ambiguity of the WIN information to be communicated. Identifies, formulates and implements appropriate resolutions. 9. Provides content and leadership regarding the Division Intranet to ensure the site contributes to the Division, OSS and Ministry strategic business management, communications and training objectives (e.g. currency, relevancy, accuracy, clarity, redundancy of information, easy/ready access of WIN information, user-friendly, use of plain language, etc.). 10. Coordinates the establishment and maintenance of a Division data library containing issues & briefing notes, standard communiques regarding services provided by the Division, and any other communications products used to describe the Division functions and objectives within the Ministry, OSS and OPS-wide. 11. Maintains timely awareness of trends and developments in communications programs, methods and approaches employed within other internal/external jurisdictions. Identifies and analyzes their successes, develops/revises them to suit the Division needs. Recommends their incorporation into the strategic communications plans/strategies. Facilitates focus/work groups, delivers information sessions and coordinates divisional involvement at relevant conferences in conjunction with OSS. 12. Participates in corporate projects, develops, in conjunction with the Business Leads, objectives, goals, human resource and financial requirements, performance indicators/criteria, and strategic work plans. 13. Other duties: the Manager has the authority to assign additional duties.

Knowledge :

Position requires knowledge of communications theory, techniques, planning methods and practices, communications tools, including multi-media materials, techniques and processes used in the field of communications and within the OPS. This includes an understanding of OPS corporate communications protocols, to: support the development, implementation, evaluation, and enhancement of WIN communications strategies/programs (i.e. effective usage of WIN); develop short/long-term communications plans/strategies; develop, implement, evaluate and assess communications objectives with partners/stakeholders, design, develop and coordinate on-going implementation of short/long-term communications plans/strategies; develop concepts and determine style, tone and approach for communications; communicate the Division policies, guidelines, objectives, initiatives, etc. Position requires knowledge of marketing theory and techniques to provide strategic advice on maintaining the profile of WIN across the OPS and effective usage. Position requires a high-level working knowledge of payroll and software development practices, methodologies and issues related to OPS human capital management, to: work effectively with other WIN branches, central agencies, OSS, WIN client users/representatives across the OPS; translate technical systems and financial information & requirements into plain-language. Sound knowledge of OPS business and administrative structures, management processes, and external/internal reporting requirements, to: provide guidance in communicating in a highly sensitive environment; provide communications advice, expertise and consultation to the Business Leads/Director on high profile issues for senior management decision-making purposes; define, evaluate, assess Pay and Benefits Services Division/OSS communications objectives/requirements; recommend communications strategies and alternative methods to support the Division/OSS/Ministry/corporate initiatives/program objectives. Position requires sound knowledge of research practices and methods, to: research, design and develop multimedia communications materials; research and maintain timely awareness of trends and developments in communications programs within other internal/external jurisdictions. Position requires proficiency in standard office software (e.g. Excel, Word, PowerPoint, Outlook, WordPerfect), Internet/Intranet and multi-media application software and Web design software and development tools to create and coordinate the production of communications materials. Basic knowledge of HTML, is required. The position also requires advanced knowledge of the Microsoft Office package (i.e. Excel, Word, PowerPoint, Outlook); common desktop publishing applications; and multimedia and traditional communications techniques and tools (electronic, print and events) to: prepare letters, memos, correspondence, briefing notes/papers, presentations, spreadsheets; access/send information on Internet/Intranet; conduct searches; communicate with staff, etc; knowledge of pre-press and print process required. Project management skills, to: bring communications projects to completion within established timeframes, budgets and achieve objectives; establish and implement communications project plans; manage schedules, and timelines, etc. Planning/strategic thinking, coordination, organizational and leadership skills to: ensure communications efforts are accurate and properly coordinated/executed (communications, publication, production requirements); provide technical and strategic advice and guidance to staff involved in the development/maintenance of the Division Intranet site; plan/deliver corporate projects; establish a data library for the Division. Analytical/conceptual, problem-solving, to: provide strategic options/issues management to senior executives with respect to the development and roll out of communications initiatives which may be contentious, impact on service delivery, and potentially affect the Division, the Minister, DM and senior project management; develop communications plans and strategies, etc. Written/oral communications, interpersonal, consultative, negotiation, advisory skills; interviewing techniques and an ability to transform results into clear, concise and easily understood requirement definitions. Position consults and clarifies communications objectives and requirements; develops/presents briefing notes/papers to senior executives. Position builds, develops, and nurtures positive working relationships and linkages with critical and key partners/stakeholders, generates buy-in and consensus, promotes and supports the development of team building and internal communications programs. Position represents the Division at OSS meetings, OPS inter-ministerial and external events, committees, projects and focus groups, and leads meetings, as required. Position produces a variety of highly time-sensitive and contentious written products/materials/graphics, etc. Extensive teamwork experience with proven ability to develop and apply methodologies/process design and schedule work to ensure major elements reach timely and successful conclusions in a complex, dynamic environment; a good understanding of business practices and addressing business issues creatively and cost-effectively; a firm commitment to excellence and an ability to be flexible, innovative and results-oriented; strong interpersonal skills.

Judgement :

Position reports to the Manager, QA & Testing Services, Training & Business Documentation and works in a team environment under the guidance of the Business Leads. Position operates within the broad scope of Divisional/corporate policies, protocols, practices, guidelines, and requirements related to communications and financial management. Position works with specialist-level functional experts and exercises judgement in: recommending, developing and coordinating the implementation of a communications plan for the Division; identifying needs, planning, designing and implementing communications strategies, programs and related materials, while utilizing various related technique, principles, guidelines and protocols. Significant judgement is exercised in the development and implementation of consultation strategies. Position exercises judgement in the provision of advice, expertise and consultation to the Business Leads/Director of high profile issues for senior management decision-making purposes. Position exercises judgement in evaluating the implementation and success of communications plans and in making recommendations on amendments. Position is required to: coordinate effectively in a complex environment; understand complex issues and take effective and timely action to develop innovative solutions and resolve difficult and unique problems; recommend best practices/solutions/alternatives; operate with some discretion and latitude for independent decision-making. Significant judgment is exercised in the provision of strategic options/issue management advice to senior executives - particularly with respect to the development and roll out of communications initiatives that may be contentious, impact on service delivery, and could potentially affect the Division, OSS, the Minister, Deputy Minster and senior project management. Position judges written/verbal communications content for accuracy and operational effectiveness, and ensures alignment with divisional priorities. Position exercises judgment in translating technical human capital management and systems related WIN information into plain language for dissemination to user groups across the OPS. Position provides advice and recommendations to the Business Leads and senior management in the preparation of materials for the offices of the OSS Associate Deputy Minister, MGS DM and Minister. Position exercises judgement in the development and implementation of strategies that promotes effective linkages between WIN and stakeholders.

Accountability - Programs :

Position is accountable for the development, implementation, evaluation, and enhancement of communications strategies and programs related to supporting and maintaining a high level of effective system usage and awareness of the major WIN functions (including new releases) within appropriate areas across the OPS. This include the integrity, completeness and timeliness of assigned communications initiatives involving consultation, analyses and recommendations to the Business Leads/Director, senior management, and stakeholders. The position is accountable for the provision of expert advice on high profile issues and for recommendations made to senior management for decision-making purposes.

Accountability – Personnel :

Position has no direct supervision of staff, however, position is responsible for working within a team and with other teams within WIN, OSS and across OPS in a cohesive manner, and for participating on teams and projects at a corporate level (OPS-wide). Position provides leadership through the coordination of work activities related to communications, publication, and production requirements (also provided by external sources/vendors). Position provides advice and guidance to staff involved in the development and maintenance of the Division Intranet site.

Accountability - Finance and Materials :

Position is accountable for ensuring that the assigned divisional elements are delivered on time and in a cost-effective manner. Position plays a critical role in the provision of effective and strategic analysis and support in communications functions within the Division and across the OPS (i.e. stakeholders and user community), directly impacting usage of the system and the integrity of WIN, on which the OPS relies for accurate financial information and processes.

Accountability - Impact of Errors :

Failure to ensure the accuracy and timeliness of delivering effective communications strategies, programs, materials and products; errors in the provision of effective advice, guidance and planning of a communications plan/strategy; inaccurate recommendations on amendments to the communications program/strategy, and lack of discretion could result in the ineffective usage of WIN, benefits realization not occurring on which the OPS relies for the accurate financial information and processes, including the potential for negatively impacting on the Division's ability to smoothly transition to new implementations, enhancements, etc. and potentially lead to negative political perception/media. Such errors would also attract criticism from across the OPS and external partners/stakeholders. Failure to deliver appropriate and timely communications services for the program could result in failure of the Division to meet its commitments to service delivery, to the Ministry and partner ministries.

Contact - Internal :

Regular contact with the Business Leads and frequent contact with the Director, Branch staff at all levels, Pay and Benefits Services Divisional staff and counterparts, including senior management, OSS and OPS partners.stakeholders and central agencies, to: collaborate on communications elements, resolve problems and provide expertise regarding communications plans/strategies; coordinate the preparation of materials and products; coordinate the development and implementation of communications strategy/initiatives; make recommendations on the communications program changing needs; coordinate/discuss the establishment of learning and development of tolls/mechanisms; provide advice, expertise and consultation of high profile issues and other solutions; clarify communications needs; exchange/obtain information, etc.

Contact - External :

Frequent contact with external consultants, to coordinate, advise and resolve communications planning and implementation problems; coordinate special projects/events; represent the Division on committees/focus or work groups; exchange/obtain information. Frequent contact with vendors to manage and coordinate the production of communications materials/products. Occasional contact with other Canadian jurisdictions (e.g. Federal, other provinces, and municipalities) and private industry involved in the implementation of similar financial system requirements, to: maintain awareness of trends/developments in communications programs; identify/analyze their successes and recommend their incorporation into the Division/OSS communications program; research issues; exchange/obtain information.