Job Specification

Purpose of Position :

Under the general supervision of the Manager, Corporate Strategic Communications and within the framework of the Ontario Government's and the Ministry's advertising policies and procedures, coordinates, develops and implements advertising strategies and services for the Ministry.

Duties / Responsibilities :

• Coordinates with ministry clients to assist in the identification and analysis of their advertising needs and activities including the use of templates, new campaigns, production, media buys and approvals.

• Provides expertise and consulting services in the development of advertising requirements for all communications programs, including advising on the effectiveness and efficiency of advertising methods and trends, reviewing and recommending appropriate content, format and technical requirements, advising on feasibility, timing, costs and production options, determining content and ensuring conformity to corporate and advertising industry standards.

• Coordinates production and placement of ministry advertising through the agency of record.
Monitors advertising projects progress and work quality during production stages and ensures that deadlines are met and all approvals achieved.

• Resolving conflicts/problems, recommending and making improvements in the production process and advising ministry clients on optimum creative and technical solutions to advertising requirements.

• Coordinates production and placement of small space ads with advertising agencies and ministry clients and maintaining a database of all advertising, layouts, and related expenditures processed through communications services branch.

• Coordinates all phases of project or campaign production, proofreading, approving format and artwork, arranging for translation, scrutinizing finished product for quality and fulfillment of contracts.

• Coordinating and ensuring that advertising products, not exempt from the Government Advertising Act are processed through the approval system up to and including the Auditor General.

• Liaising with ministry clients, other staff in the branch, Cabinet Office, MGS and Auditor General's office regarding advertising format and approvals.

• Providing reports to COC, ARB, Auditor General's office, Minister's office, Director of Communications and Manager, Strategic Communications as required.

• Performs other duties to support Communications Services Branch projects and activities by: participating in cross functional activities and projects and providing ongoing support and assistance to colleagues as determined by urgency of matters/issues faced by the branch; identifying problems and developing creative options/solutions; sharing ideas and best practices which can benefit others in the branch.

• Performs desk-top graphic design assignments to support various branch projects and facilitate advertising processes and approvals.

• Acts as primary back-up for the Branch's Business Planning Officer and the Editorial Assistant during vacation and other absences.

• Undertakes other communications-related duties, as assigned. Occasionally, on short notice, works beyond normal hours caused by emerging requests and unpredictable job demands.

Staffing and Licencing :

N/A

Knowledge :

• Knowledge of advertising planning, principles and practices to assist with the development of effective communications/advertising products to support core business goals and priorities.

• Understanding of ministry program areas to effectively advise clients on advertising activities.

• Expert knowledge of the Government Advertising Act and guidelines and requirements for advertising and ministry graphic standards.

• Knowledge of Ministry and Government approval protocols to ensure timely integration of advertising support in design and production.

• Understanding of digital communications/web advertising and ability to continually update knowledge with respect to digital and advertising and trends.

• Knowledge of word processing, presentation, database and desktop design software as well as Adobe Acrobat.

Skills :

• Client relationship management and customer service skills including tact, diplomacy, persuasion and negotiation skills to support client program objectives, needs and approaches for new initiatives and to successfully resolve advertising issues with MNR legal department and the Auditor General's office.

• Time management and project coordination skills to plan and coordinate concurrent projects and to deploy external contractors and consultants effectively.

• Organization skills to prioritize organize and coordinate to meet deadlines and work under pressure and show accuracy and attention to detail.

• Conflict resolution and negotiation skills to reconcile competing demands for resources and conflicting requests for services.

• Oral communication skills to communicate with both program area clients and advertising agency representatives to produce and place appropriate advertising in support of ministry programs.

• Written communication skills to document clients? needs, develop promotional/advertising options, and prepare recommendations to support ministry programs.

• Research, creative design, writing,editing and proofreading skills including using a variety of vehicles, features and styles appropriate for different purposes and audiences and ensuring correct grammar, punctuation, spelling and use of stylistic conventions.

• Ability to operate a personal computer including the ability to use word processing, presentation, database and graphic design software.

Freedom of Action :

The position works under the supervision of the Manager, Strategic Communications and within the Ministry/OPS policies, procedures, directives, guidelines and standards related to the management of government internal and external communications and advertising and within recognized advertising and marketing practices and standards.

Job requires the latitude for decision making by setting priorities and determining production plans for client approval, coordinating advertising design/concepts/approaches for advertising materials and productions; recommending strategies and plans to clients, creating/editing writing style, content, tone and approach to ensure suitability of advertising for client requirements and audience independently resolving production problems (e.g. with external service providers) and ensuring critical deadlines are met and appropriate approvals attained. Job refers to manager problems such as production problems which seriously impact/delay delivery of advertising products, failure of service provider to deliver on terms of contracts and conflicting client requirements.

Work produced may be reviewed for quality, accuracy, completeness and timeliness by manager and/or clients when advertising products are submitted for approval and adherence with Ministry/OPS legislation standards and protocols.