Job Specification

Purpose of Position :

The position will develop, implement and evaluate the Ontario Clean Water Agency's (OCWA's) communications strategies with a particular focus on developing and maintaining OCWA's new media tools. Although the primary role will be in communicating to the public, employees and within government, this position will also support other communication activities including client communications and marketing.

Duties / Responsibilities :

Provide day-to-day communications expertise and contents for the Agency by developing internal and public communication materials including web-based content, briefing notes, newsletters, releases, information packages, media kits, or rapidly developed informative brochures, where time frames are short, and quick-turnaround is essential in order to respond to unanticipated issues or events.
Developing, maintaining, editing and updating content relating to the Agency's internal and external websites; creating and/or updating print materials, for internal communications to Agency staff, to reflect changing and additional programs, strategies and service offerings; understanding both the content and timing needs of internal client and the end-user audience, and addressing those needs in implementing effective and relevant communication tactics, notably through informative and interactive websites which are "user-friendly" in order to make the web-based experience as worthwhile as possible. Researching, creating, updating and proofing text and graphic materials, and/or editing and proofing materials provided by others

Lead consulting IT staff and third party IT support as part of a coordinated approach to the design, development and maintenance of the structure (as opposed ot the content) of the Agency's Intranet and Internet sites. Identifying and confirming the needs and elements for components of the sites with the appropriate program areas, addressing audio-visual requirements, corporate visual identity requirements, design parameters, language requirements, and links to other sites. Liaising with IT specialists to arrange for them to perform the necessary coding, posting, loading and deleting of site materials, and creating or deleting links to other sites.
Lead the Regular review of content on the Agency's web home pages and the various internal and external web sites to verify that the information is current; contacting the appropriate Director or line manager regarding the need to supply updated material. Tracking trends and technological developments for web sites in order to evaluate and make recommendations to management and clients on technical or multi-media improvements.

Oversee specialized communications projects by developing the project plans, researching and recommending resources (contracted or agency staff) with appropriate skills and experience, defining roles and expectations, and resolving issues that affect project quality, schedule and budget.

Develop stakeholder relationships in support of OCWA's mandate and communications strategies.
Conduct research and evaluation required to prepare communication materials, by identifying sources of information, collecting and compiling data, and liaising with management/external sources to verify the authenticity and accuracy of information.
Provides writing/editorial services including writing, editing and proofreading to ensure copy is written in plain language and free of grammatical/formatting errors; and ensuring the style meets OCWA standards and client requirements.

Develops communications/media plans for a broad range of OCWA communication initiatives including identifying audiences and key stakeholders, recommending objectives, strategies and messages, developing evaluation criteria; preparing progress and final reports; providing expertise to management, and providing technical direction/guidance to designers and other contract service providers.
Assists the President's Office in the Agency's response to inquiries received pursuant to the Freedom of Information and Privacy Protection Act and ensures that the Agency complies with all requirements of the Act.

Oversees the Agency's Communications Calendar by liaising with senior staff to ensure the accuracy of calendar information in order to facilitate the effective planning of the Agency's communication projects.

Responds to written/telephone inquiries and electronic correspondence from government, internal and external clients, and the public relating to OCWA's communication projects and publications.

Participates on OCWA-wide projects as the communications representative, and liaises with all staff to exchange information related to communication activities and initiatives.

Supports OCWA's media relations and issues management responsibilities and activities by advising senior Agency staff, as well as liaising with the Ministry of the Environment's Communications Branch as needed.
Identifies and analyzes emerging issues and planned communications activities through media monitoring and other communications evaluation tools.

Develops and supports OCWA's outreach programs including OCWA's Social Responsibility Initiative to successfully communicate the program to internal and external stakeholders.
Additional tasks will include updating databases, collecting information on upcoming events, confirming event details with stakeholders.

Develops and implements communications projects to ensure consistency with OCWNs and the Ministry's overall direction; prepares communication and event proposals and activity reviews.

Ensure that Agency correspondence is actioned to appropriate staff in a timely manner by ascertaining issue(s) and communicating deadlines.

Communicates, promotes and protects OCWA's corporate image and reputation (internally and externally) including managing the design, development and execution of proactive corporate communication strategies, plans and programs including a strong focus on internal communications.

Staffing and Licensing :

N/A

Knowledge :

The position requires excellent knowledge of communications and/or journalism with an understanding of contemporary communication theory, principles and practices in order to develop effective communication strategies to support core business goals and priorities. More specifically the position requires superior knowledge of communication principles and practices to coordinate communication processes and participate in the planning and implementation of communication projects and initiatives on behalf of a high profile Agency that relies on a favourable reputation to maintain and secure new business.

The position requires knowledge of the communications and design techniques and software required to develop and maintain external and internal websites, and other multi-media products. Considerable discretion and strong sense of confidentiality, sensitivity and diplomacy is required to ensure plans are executed without jeopardizing the Agency's position in highly sensitive areas/initiatives. Highly developed interpersonal skills are required to develop effective partnerships within and external to the Agency to research, investigate, evaluate and assemble quality content for a variety of formats and audiences.

The position requires project management skills to effectively plan, organize, execute, monitor and evaluate communications projects, and meet project commitments.

The position requires excellent written and oral communications, especially writing and editing to ensure clarity and accuracy of communications and to ensure effective and consistent liaison and consultation with internal and external clients.
Position requires superior knowledge of the government's Freedom of Information and Privacy Act.

Judgement :

Work is performed independently with access to the Manager, Proposals, Marketing & Planning for approvals and strategic discussions. The position will also have access to senior OCWA officials, Ministry staff, and the public. The position operates with discretion and latitude for independent decision-making. Position must understand complex issues and take action on specific communications activities, ensuring that appropriate content is included in communications materials to reach targeted audiences. Position uses judgement in determining when situations warrant seeking the advice of the Manager and or internal clients on emerging issues, so management can be kept informed of significant problems, while not being distracted by issues that can be resolved by the Position. Position requires judgement in determining the urgency of communications issues, and reacting appropriately to various computer systems problems with the websites and contacting the Agency's IT specialists to arrange for rapid resolution.

Discretion is required to provide for confidentiality of highly sensitive issues/strategic positions in the development of communication plans.

Judgement is important in working on the communications components of various projects in a variety of media as well as the preparation and evaluation of promotional campaigns and assessment of trends in public opinion. The position must perceive the organizational culture and act accordingly when handling sensitive matters and crisis communications situations. Judgement is used in applying professional standards, adhering to policy directives and in obtaining cooperation from Agency and Ministry staff.

Accountability :

Accountability Program:
Position reports to the Manager, Proposals, Marketing & Planning with regular access to senior officials within OCWA and regular access to communications staff in other partner ministries; provides assistance and support in the delivery of internal and external communications initiatives and the development of stakeholder outreach strategies and activities the objective being to promote OCWA's goals, activities and accomplishments.
The position is accountable for coordinating and undertaking the design, development and maintenance, from a content perspective of the Agency's internal and external websites and related new media communication tools.
Position supports OCWA's communication policy recommendations and assists with the development & maintenance of cost-effective, current & long-range communication plans & practices with significant impact on the quality of both internal and public information
Position supports OCWA's Social Responsibility program with outreach to staff, clients and the public.
Human Resources:
Financial:
Position researches estimates for communications plan components, materials and technical consultants. Most components and materials will be under $15,000.
Impact of Error:
Any inadequacies in stakeholder relations, public information or the overarching marketing and communications strategies will have serious effects on OCWA's ability to deliver on its mandate, may generate negative publicity, and embarrass/thwart the Agency from achieving its goals as a business, employer, or good corporate citizen. As a provider of competitive services, damage to the Agency's reputation can negatively effect both existing client relationships and new business opportunities.
Contacts:
Internal:
Regularly with OCWA management and staff, occasionally with Ministry of Environment Communication Branch.
External:
Provides published on-line and paper based communications to the public at large as well as specific information to members of the public requesting information. On occasion will have contact with clients through proposal development activities and with external suppliers supporting the development of communication materials.