Job Specification

Purpose of Position :

To manage the integration of the overall divisional policy quality control of documents and program development planning functions for the Office of Francophone Affaires (OFA), including the provision of strategic and expert advice, senior level executive support, issues management and recommendations on operational, administrative and procedural policy and program management strategies. To manage relationships with numerous internal and external partners and stakeholders. To manage the Office of the Assistant Deputy Minister's staff (ADMO).

Duties / Responsibilities :

OFA serves as the Ontario Government's main source of expertise on matters relating to francophone affairs and French-language services in the 25 areas designated under the French Language Services Act (FLSA). In this context, and under the direction of the Assistant Deputy Minister (ADM), the position:

1. Manages ADMO's key information and communications materials: reviews and edits all products for consistency in messages and compliance with protocol and the Freedom of Information and Protection of Privacy Act (FIPPA), including issues/briefing/House notes, Cabinet Office (CO) and Treasury Board (TB) submissions, communication materials, regular and ministerial correspondence and other products, as required; confirms that the ADM's instructions and expectations are clearly articulated and fulfilled and that quality service standards are met; solves issues, briefs the ADM prior to submission for approval and/or, as delegated by the ADM, approves specific materials.

2. Provides senior level executive support to the ADM through the management, coordination and communication of daily issues management, including contentious issues analysis for highly visible, sensitive and confidential matters. Manages and leads the actioning of issues and all requests to divisional branches/other appropriate areas. Ensures that the ADM is briefed on high priorities and/or takes appropriate action in the ADM's absence.

3. Assists the ADM and works proactively with all contributors, including senior executives, CO and TB in the identification, planning and development of short-term priorities and long-term business, policy and program analysis and development. Assists with Human Resources objectives/processes, organizational reviews and restructuring. Manages issues impacting the corporate program agenda and long-term strategies involving the development and implementation of business and fiscal plans.

4. Plays a significant role in the identification and analysis of deficiencies in policies, program and plans. Briefs the ADM and recommends actions for decision-making and for the resolution of contentious issues with potential major policy/program impact and political sensitivity. Seeks senior level participation in the development, evaluation and recommendation of appropriate strategies and processes as well as effective support and consistency in policy approach and decisions. Ensures buy-in and commitment to the assessment results.

5. Provides direction and technical expertise to the divisional team with regard to Results-based- Planning (RbP), including: the management of OFA's corporate services (e.g., budget preparation and administration, including budget allocation and expenditure forecasts; the coordination of all administrative activities in the area of finance and administration such as the oversight of financial analysis and reports, CO and TB proposals/submissions). Oversees the preparation and management of OFA's (i.e., the ministry's) budget. Assists the ADM with HR and information strategic plans and performance measures.

6. Leads the development and implementation of ADMO's and divisional support services, processes, standards and tools, to ensure optimum methods and processes of all operational activities. Contributes, in concert with professional communicators, to the design, development and implementation of a consultation process and protocols for communications (e.g., for issue/briefing/House notes, replies to ministerial/regular correspondence, requests for information and other official materials/products). Communicates and facilitates their implementation.

7. Manages staff of ADMO: establishes goals, priorities and assigns work; provides direction and human resources leadership, makes decisions and manages recruitment/hiring, health and safety issues, requests for new positions/classification and leaves of absence. Develops and manages staff training and development plans, establishes performance objectives and conducts performance assessments. Resolves service issues and manages disciplinary and labour relations matters. Ensures that the Office is functioning efficiently and effectively. Prepares a divisional contingency plan for continuation of services in the event of situations causing labour disruptions

8. Manages corporate linkages, urgent and contentious issues, builds effective and collaborative relationships, assists the ADM in the definition of, and explains accountabilities and provides strategic advisory services to achieve corporate objectives (e.g., for policy, program, procedural and operational matters). Represents the OFA on intra/inter-ministerial corporate committees, meetings and work groups. Organizes the ADM's meetings/discussions with the Inter-ministerial Committee of French Language Services Coordinators, the five (5) FLS Cluster Leads, the bilingual communicators as well as with community organizations and other levels of government.

9. Collaborates to, and supports high priority, critical and special projects relating to divisional business analysis, policy and program delivery. Provides input into the establishment of goals and objectives as well as in the development of analytical approaches that are consistent with ADMO's/divisional needs. Provides overall supervision for quality control.

Knowledge :

Knowledge of the protocols and practices of an executive office and its relationship to DMO and MO, to: provide senior level executive support to the ADM and divisional senior executives; manage, on behalf of the ADM, highly sensitive key information and communications materials, ensuring compliance with communications protocol and FIPPA; manage linkages between all offices.

Knowledge of OFA's legislative role and the political sensitivity and historical background of FLS delivery issues in Ontario; knowledge/familiarity with the role/mandate of the Office of the French Language Services Commissioner (OFLSC), in order to provide senior level executive support to the ADM/divisional teams with respect to the analysis and management of highly visible and sensitive issues/matters.

Knowledge of OFA/ministry's role, mandate, services, processes, organizational structure and corporate strategic objectives, policy, programs and direction, to provide strategic advice on business analysis matters and issues impacting policy and program directions and long-term business strategies.

Knowledge of the corporate/government's financial administrative policies and guidelines, to provide direction to the divisional team in regard to RbP, including budget preparation and administration and other administrative activities in the area of finance.
Knowledge of senior government decision-making processes including the roles and operations of central agencies (e.g., CO and TB), to provide, to the divisional team, direction and technical expertise on strategic and operational planning; review and edit CO and TB submissions; develop, communicate and assist in the implementation of divisional support services, processes, standards and tools.

Managerial, supervisory and leadership skills and knowledge of Human Resources guidelines and practices as well as Collective Agreements and relevant legislation, including PSA, etc., to: manage ADMO's staff, resolve labour relations problems and conflicts, establish goals, priorities, and assign work; direct, motivate and provide on-going advice and guidance to staff.

Knowledge of project management/planning, to collaborate and support OFA's high priority, critical and special projects relating to divisional business analysis, policy and program delivery and provide overall supervision for quality control.
Strategic analytical, planning and issue management skills, to provide, on behalf of the ADM, technical leadership to divisional teams in the analysis of complex issues and priorities and the assessment of risks on policy/program delivery; ensure that divisional information flow is managed in a timely and effective manner; provide technical leadership and advice to the divisional teams on strategic business analysis; support priorities and critical divisional special projects/initiatives.

Political acuity and experience managing relationships, to: effectively and strategically work with MO, DMO, other senior executives within OFA, OPS partner-ministries and the Francophone community in Ontario (e.g., understanding the corporate climate and culture of all contributors), to: assist in the provision of best response to policy/program delivery issues; ensure appropriate strategic advice and collaborative linkages between all offices.

Oral and written communications, consultation, presentation and interpersonal skills, to: act as a primary liaison, coordinate and manage, on behalf of the ADM, corporate linkages, protocols and urgent matters involving DMO, MO, CO and TB; represent the ADM/division on corporate committees and meetings; prepare and present briefings, reports, correspondence, presentations and other written materials on behalf of the ADM.

Oral and written communications skills at the superior level in both English and French languages.
Negotiation skills and persuasiveness, to: seek senior level participation in the development, evaluation and recommendation of appropriate strategies and processes, ensure buy-in and commitment to the assessment results.

Proficiency in the use of a variety of standard and specialized computer business software/applications such as: MS Word, WP, spreadsheet, presentation, graphic and statistical programs/software; and knowledge of Intranet, Internet and e-mail, to perform own work activities, prepare various written material, conduct searches, and communicate with all internal and external partners and stakeholders.

Judgement :

The position works under the general direction of the ADM and within the broad framework of government, ministry and OFA's policies, programs, mandate, business directions and relevant legislation/regulations.

A high level of initiative and judgment is required in performing a range of responsibilities in an environment where the ADM is frequently absent from the Office and requires independent decision-making: managing corporate linkages and issues management involving highly visible and politically sensitive matters, which have potential impact on OFA, the ministry and the

Francophone community; managing the preparation of complex and sensitive materials/responses involving DMO and MO prior to submission to the ADM for review/approval.

Judgment is exercised in managing the integration of the overall divisional policy and program development planning functions. In that, the position provides overall supervision for quality control in the development, evaluation and recommendations of appropriate strategies, processes and the development and implementation of standards for projects.

The position, in conjunction with the ADM, identifies, plans and develops short-term priorities and long-term business analysis that impact the corporate program agenda and long-term strategies, including the provision of direction to divisional senior executives with regard to RbP.

Judgment, political acuity/sensitivity, discretion, issue management and tactical/strategic thinking are exercised in responding to the demands/inquiries from the ministry/OFA's senior executives, CO, TB, OPS partner-ministries and other external partners and stakeholders. The position represents and makes decisions on behalf of the ADM at corporate management meetings, committees and work groups.

Judgment is exercised in managing ADMO's staff, handling a range of highly confidential and sensitive HR issues including: the interpretation and application of collective agreements for OFA's senior management team; responding to grievances at the first stage; and the preparation of contingency planning in the event of labour disruptions.

Accountability - Programs :

Directly accountable for the provision of expert and authoritative advice and executive support to the ADM in the management of the division's/OFA's policy communications and program development functions, and this, within a complex province-wide program involving critical and highly contentious and visible legislative issues. The position manages issues and related initiatives involving senior executives' collaboration, therefore, the ADM and other senior executives, within OFA, the ministry and partner-ministries, rely on the position's authoritative advice and strategic recommendations for decision-making.

Accountability – Personnel :

The position is accountable for the direct supervision of ADMO's staff and has full responsibility for the management of employees, including performance management and labour relations matters/issues.

Accountability - Finance and Materials :

The position oversees the preparation and management of OFA's (i.e., ministry's) budget; provides direction to the divisional team in regard to RbP, including budget preparation and administration, other administrative activities in the area of finance and participation in the preparation of OFA's business plan.

Accountability - Impact of Errors :

Decisions directly impact on the ability of OFA and the Minister to achieve goals and objectives for the development of policy and program strategies that involve legislative issues. Decisions have a significant impact on the government, OFA, the ministry and the Francophone community. The position provides senior level authoritative advice within a politically sensitive area of linguistic legislation.

The provision of ineffective strategic policy and program advice/expertise and failure to properly identify and address related complex and high profile issues could result in ineffective response to key policy and program issues, possible creation of ineffective policy and program development and criticism of OFA and the ministry by all partners and stakeholders.

The provision of inaccurate technical direction/leadership and senior executive support in the analysis of complex issues and priorities relating to the strategic business analysis could prevent OFA and the ministry to properly identify and address critical priorities and issues and could impact on the delivery of special projects/initiatives.

Faulty decisions/recommendations on HR planning, the management of ADMO and the improper management of ADMO's staff could seriously impact on OFA's operations, could affect service delivery and could lead to grievances.

Contact - Internal :

Regular contact with senior executives/other staff within the division, OFA (i.e., the ministry), OPS partner-ministries, DMO, MO, CO and TB, to: act as a focal point of contact and manage linkages for executive support; provide direction and advice on operational and strategic priorities and directions with respect to policy, program development and strategic business analysis/practices; discuss budgets, estimates, human resources, pay and benefit matters, etc.; discuss issues on behalf of the ADM, including the preparation, review and edit of complex materials, CO and TB submissions for RbP and other important products; represent the ADM at corporate committees/meetings/work groups; oversee/ensure quality control of projects; exchange information, respond to requests for information/demands and discuss matters of mutual interest.

Contact - External :

Regular/frequent contact with representatives/officials in the Ontario Francophone community and other levels of government, to: seek/provide information on OFA's role, mandate policy and program directions; coordinate/organize the ADM's meetings and discussions; represent the ADM on external corporate committees, meetings and work groups; exchange, seeks, provide information and discuss matters of mutual interest.

Contact, on an as-needed basis, with bargaining agents, to discuss sensitive labour relations matters, including grievances.