Job Specification

Purpose of Position :

To provide expertise and functional leadership for the planning, development, implementation and assessment of a comprehensive communications program and associated products to support the IPRO's mandate.

To provide strategic communications expertise and advice to senior IPRO officials, and contribute to the development of appropriate media and public relations responses.

To support the communications components of IPRO issues management.

Duties / Responsibilities :

As the sole communications consultant in the IPRO providing in-house communications/media relations expertise, the position:

1. Communications Planning, Advice & Consultation:

Consults with IPRO management and specialists on communication requirements related to each Section's activities initiatives to: determine communications needs and priorities; identify target audiences and stakeholder groups; provide assessments of the IPRO-public environment and likely reactions to proposed initiatives and decisions; develop short and long- term communication plans and strategies; and provide authoritative advice on methods of communication and types of information appropriate to specific groups or media. Provides option cost-benefit assessments and recommends funding/budgets for communications plans.

2. Communications/Media Relations Services & Expertise:

Planning and providing technical communications expertise, and co-ordinating the development and delivery of a wide variety of communication services and products for specific policy, program and service requirements and special initiatives. This includes: performing research, writing, reviewing and editing a wide variety of communications materials such as speeches for the AG, ADAG IPR Director, COO and other managers/official IPRO representatives; developing media bulletins, news releases and backgrounders, Qs & As and staff announcements; providing Web site artistic design and content, and input into the design of on-line materials, materials and links, etc; planning and organising organizing special events; handling media relations (e.g. representing the IPRO as the spokesperson; functioning as the primary contact for the media; arranging for interviews, press conferences and media briefing sessions); anticipating/identifying potential controversial contentious issues and providing authoritative advice, skills, knowledge, co-ordination and practical expertise to manage them; and supporting community liaison/education programs.

3. Relationship Management & Issues Management:

Is the primary contact for day-to-day media/public relations, referring only unusual and sensitive issues to the Manager with recommendations for handling issues.
Provides communications/media relations expertise, guidance and materials for senior officials handling issues/media relations matters. Identifies and develops a comprehensive pool of suitable business contacts for networking and communications purposes (eg: media, counterparts in IPRO, OPS, police forces, and national and international external, private, public and not-for-profit organisations engaged in policing reviews, PR/communications consulting firms), to plan, develop and assess results of joint communications initiatives (e.g. information tools, surveys etc.); identify and assess best practices and trends; stay current with developments in related fields, etc. Under the general direction of the IPRD, COO and Manager represents the IPRO at internal and external meetings and fora, including attending public events alone or with senior IPRO/Ministry executives to represent the IPRO, manage media/public relations and deliver key information about IPRO programs and services. Represents the IPRO at forums, training and as requested with respect to the role of the IPRO and communications regarding oversight of public complaints.

4. Communications Performance Measurement:

Developing tracking, assessment and feedback systems (eg: surveys) and tools to gather information on progress and the impacts, cost-effectiveness and efficiency of specific IPRO communications, and to report to the Manager/IRPO senior management with analyses, reports and strategic and tactical communications recommendations. Provides regular reports and explanations of communications performance against business plan commitments, with recommendations for improvements.

5. Communications Protocols:

Prepares and maintains approved standard operating protocols and procedures to co-ordinate and implement internal and external communications, and ensure quality and consistency of messaging. This includes proposing media/PR strategies; identifying opportunities for cost effective communications; recommending who should be designated representatives for different media/public communications; establishing communications standards and schedules; and developing and implementing associated training programs for personnel authorised authorized to deal with media/public relations and official staff communications.

6. As assigned.

Knowledge :

Expertise media/public relations, journalism, corporate communications, contemporary communication standards, trends, strategies, practices and techniques; and knowledge of OPS corporate communications requirements (eg: visual identity), in order to provide authoritative communications advice, technical expertise, leadership, strategies, tools and practical implementation to support the IPRO in the achievement of its objectives.

Comprehensive, detailed knowledge of related 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); expert understanding of the IPRO mandate, structure, roles, systems, policies and procedures; trends and issues regarding complaints and reviews of police practices issues and the mandate, work and values of the IRPO, in order to provide expert communications needs assessments, advice, leadership, practical implementation, results assessments, and issues management support.

Excellent oral and written communication skills, and proven relationship management skills, to: create, write and edit innovative presentation, print and electronic materials, including website content, speeches, articles, marketing/information campaigns, issues management materials, etc; plan media conferences; make presentations to very diverse groups with varying degrees of knowledge and appreciation about the IPRO; assist in developing responses to inquiries from the media, public and staff; defuse emotions in a very sensitive field requiring values and behavioural change; and provide strategic communications advice to senior management.

Political acuity, strategic insight, collegiality, co-operativeness and consensus-building skills, to work effectively with the media and with others in the broader community/public who have different values priorities and agendas; support major issues management; and generate understanding about and support for the IPRO.

Excellent research and analysis skills and knowledge of contemporary methodologies, in order to gather, analyse, review and advise on information for communications purposes; create and maintain communications materials; investigate, analyze and synthesize information in response to issues and inquiries; undertake surveys; prepare/edit reports, recommendations and media/communications products in various formats; and make authoritative recommendations for management's consideration (e.g. IPRO media relations strategies); develop, refine and apply performance benchmarks and tools to assess progress and performance of communications initiatives; and develop and recommend new communications tools, initiatives, policies, standards, processes, procedures, etc.

Proven ability to undertake/lead various methods of research and analysis, and select creative methodologies, media techniques and delivery mechanisms appropriate to the audience, timing, message and budget.

Thorough knowledge of technical production, design and dissemination of communications materials, to co-ordinate production and release of communications products and make authoritative recommendations on website artistic structure and design, photo/print/video/sound specifications, etc.

Excellent project management and work organising skills, superior events planning and management skills, initiative and ability to work independently in order to cost options, develop and control budgets, plan, prioritize and organize concurrent activities to ensure the delivery of quality, timely outputs and meet competing, often very tight deadlines within budget.

Leadership and teamwork skills to oversee, guide and co-ordinate the work of external contractors and consultants, and to work collegially with IPRO/Ministry specialists, staff and management and external partners/stakeholders for special initiatives.

Ability to act independently with minimal supervision using discretion and situational management skills, particularly when making media presentations.

Sound knowledge of IPRO/Ministry administrative policies and procedures (eg: budgeting, invoicing, procurement, purchasing) and best practices, to prioritize own work; obtain and oversee the work of external service providers (eg: contracted communications consultants, hotels/events co-ordinators, etc), control costs, and maintain accurate and consistent records and resources.

Proficiency in using PC-based/networked common office software (e. g. MS Office, desktop publishing, intranet, internet, the web, email), to research, design, create, edit and produce communications materials in diverse formats; create analyses, reports, presentations and correspondence, and co-ordinate complex plans and arrangements, etc.

Judgement :

Works independently with general direction from the Manager, Community Liaison and Communications, within the mandate of the IPRO and applicable IPRO/Ministry/OPS communications/quality assurance and service policies, standards and procedures. Major exceptions, issues and non-routine/unprecedented situations are referred to Manager Community Liaison & Communications with recommendations for discussion and approval.

Considerable independent discretion, political acuity and judgement are used to:

Ensure that IPRO communications needs are fully identified, assessed and options evaluated in order to provide senior management with authoritative recommendations.(eg: Initiate consultations and confer with all necessary parties to research a diverse range of communications needs, attitudes and issues, and make authoritative recommendations for the development of new/revised/expanded communication approaches, initiatives and materials.).

Represent the IPRO accurately and positively in person, by telephone and in writing to a very wide variety of media, police and other officials, and external contacts at all levels,(including very often appearing alone to make presentations and conduct media briefings and Q&A sessions on diverse and often interconnected issues), and assess participants' different and changing moods and arguments to position responses for optimal reception and understanding.

Plan, cost, prioritise and co-ordinate projects, events and ongoing work, monitor progress and adjust activities, anticipate and resolve problems, to ensure timely, complete and well-positioned communications outputs always meet strict deadlines and standards for very diverse communications needs in a highly sensitised environment.

Plan and determine content and design, create and/or lead the creation, production and roll-out of a wide variety of concurrent innovative, audience-appropriate communications for delivery in person or by electronic (web), print and audio-visual means in support of IPRO priorities and needs.

Provide authoritative advice on the communications/artistic design and structure of the IPRO websites and provide web-editing services.

Develop communications performance benchmarks, tools and strategies to gather, analyze and assess feedback, and develop, recommend and/or implement enhancements to ensure that the most effective message reaches each audience at the right time.

Plan, develop and deliver/co-ordinate delivery of communications skills development training and tools for managers/staff charged with official communications responsibilities for the IPRO (eg: giving speeches, responding to inquiries, handling contentious issues, etc).

Co-ordinate with counterparts and advise senior officials in IPRO and its stakeholders on joint strategies and media affairs issues.

Collaborate and consult with MAG Communications Branch peers and management regarding the content of their products concerning/linking to the IPRO.

Ensuring compliance of own work/outputs with related legislation, regulations, policies, standards and procedures.

Accountability - Programs :

Providing timely expertise, practical advice, authoritative recommendations, solutions, and strategic and situational communications initiatives, events, products and tools to support senior management in the achievement of IPRO's legal mandate.

Providing expertise, tools, analyses, reports and recommendations to senior management regarding audience reception, absorption and reactions to strategic and tactical communications.

Functioning as the IPRO's primary media communications contact.

Supporting IPRO media/public affairs, issues management and communication events/initiatives to ensure harmonisation with Ministry/corporate activities.

Accountability – Personnel :

Providing communications/media relations skills expertise, information and materials for IPRO management and staff (eg: for issues management; responses to general inquiries received through the intake process).

Accountability - Finance and Materials :

Obtaining, estimating and assessing costs of options; recommending most cost-beneficial options; and working within the assigned budget, including verifying/correcting contractor invoices and recommending payment to senior management. Making creative use of existing communications materials, products, tools and other resources, either in the IPRO, Ministry or other ministries. Ensuring the appropriate confidentiality and security of IPRO communications products, materials, documents and files. Overseeing, guiding and co-ordinating the work of contracted/agency staff.

Accountability - Impact of Errors :

Errors in research, needs assessments and strategic advice, and ill-conceived, insensitive communications/media relations initiatives and products, could result in poorly positioned, incorrect and/or incomplete official communications provided to the media, public and staff of the IPRO/Ministry, quickly resulting in a very unfavourable image for the IPRO and Ontario Government; exacerbated relationships with the media, stakeholders and public; significant cost increases (eg: long-term costs of remedial communications); lack of credibility; potential legal action (for misrepresentation); and embarrassment to the IPRO Director, Minister and Government. Failure to assess costs and benefits accurately and control project budgets could result in major expenditures for unsatisfactory returns. Failure to develop valid and reliable performance assessment criteria could result in communications programs, products and services that are not optimally cost-effective.

Contact - Internal :

Frequent consultations with IPRO management to discuss and advise on/recommend communications /media relations needs, opportunities, possible solutions and options; generate ideas; and obtain commitment/approval for communications regarding their areas. Frequent contact with IPRO senior management to formulate details of strategic and situational communication/media relations plans, and obtain/clarify content input for articles, speeches, events, web/print/broadcast information bulletins, issues management, etc. Periodic contact with managers/staff authorised to deal with the public and/or media in order to provide content, skills training, advice and coaching support. Contacts as required to respond to staff inquiries.

Contact - External :

Extensive contact with stakeholders and partners to manage relationships, consult, share information, provide explanations, manage issues, and make presentations. Consultative discussions with contracted communications specialists (eg: writers, printers, audio-visual houses, etc), to provide advice, direction and co-ordination regarding assignments, content and practical production/co-ordination matters, resolve problems, and ensure quality and timeliness. Regular contact with event/service/facilities providers, such as hotels, conference planners, etc. to co-ordinate and arrange events logistics.