Job Specification

Purpose :

To plan, direct, manage and evaluate all divisional change and organizational development and related planning, management and communications.

To participate in the development and implementation of corporate strategic business and work plans and to provide expert and strategic advice on critical issues management.

To direct and manage related initiatives in support of program delivery objectives.

Key Responsibilities :

1. Leads, coordinates and manages a broad spectrum of corporate operational activities and information by overseeing/managing operations in the area of human resources.

2. Leads and manages the provision of business analyses, develops and recommends business direction in response to government policy and program directions. Directs the establishment of best business practices, benchmarks and risk management strategies in support of the government's controllership, governance and accountability initiatives.

3. Develops and recommends action plans for approval and integration into the ministry/division business plan, responds to change in legislation and government direction, develops performance measures and recommends/implements changes to optimize program delivery.

4. Provides leadership and makes significant contributions to strategic business/work plans, the management of contentious issues and processes

5. Provides vision, leadership and direction in the strategic planning process by directing policy analysis, review and development as well as new business development. Develops a framework for the discussion, resolution and interpretation of broad policy, operational and legislative issues. Develops strategies for communicating key proposals that enhance the delivery of business activities.

6. Leads the identification, communication and implementation of new initiatives by providing technical direction in the analysis of issues and special research assignments, prepares/coordinates the preparation of analytical/statistical reports and recommendations/responses for issue resolution, including an assessment of the potential impact of proposed action, ensures the successful implementation of corporate/ministry wide initiatives plans by establishing priorities for application development and infrastructure, leading policy analysis and review as well as the development of new business and IT policies.

7. Develops and/or co-ordinates with Communications the development and delivery of appropriate and timely communications initiatives, ensuring ongoing information flow, management, and approval of key communications materials. Prepares and coordinates the preparation of briefing materials for senior management. Acts as a focal point of contact in responding to questions raised by ministry corporate policy and service areas.

8. Develops networks and ensures connections with key business partners, decision-makers, leaders and influencers in obtaining their active commitment and support by communicating strategic directions and managing engagement initiatives. Establishes and evaluates the effectiveness of working partnerships, taking pre-emptive action to dissolve barriers and build strengthened relationships.

9. Provides leadership and management of multiple concurrent business process improvement and change management projects to ensure optimal quality assurance and operational policies, tools, systems and technologies for ongoing streamlining and improvements to processes, procedures and standards.

Managerial Responsibilities

1. Develops and oversees ministry strategic plans in the program area and provides advice and expertise to executive levels on issues impacting the OPS and ministry service deliverables.

2. Controls financial resources and reporting, develops the multi-year budget and resource plans. Leads business, financial, and results-based planning processes for Ministry programs/operations and services.

3. Builds organizational capacity through effective human resources development by authorizing recruitment activities, labour relations management, talent management, organizational design and succession planning.

4. Establishes and maintains strong working relationships with key partners and stakeholders to ensure timely and accurate information flow and identification of issues; presents and advocates the ministry's position at various forums

5. Responsible for the overall compliance with legislative statutes, collective agreements, government and ministry policies, directives, guidelines and commitments related to programs and services.

Factors :

Knowledge :

Ministry strategic corporate directions, multi-year strategic business planning processes, and ministry service delivery models, to lead and manage a significant ministry program area, to determine program objectives and resource requirements and to ensure alignment of programs and projects with corporate strategic goals.

Government and ministry financial, administrative and procurement policies and directives to plan and manage fiscal and material resources. This includes reviewing and approving budgets, managing facilities, assets, and contract service providers, leading long range fiscal planning, providing regular financial reporting, and ensuring compliance with financial protocols, audit principles, directives and guidelines.

Human resources theories, principles, policies and collective agreements to develop organizational capacity which includes succession planning, talent management, organization and job design and labour relations management.

Project management principles and methodologies to oversee and guide the overall delivery of mandates and strategies.

Business and program management methods, techniques and processes with specialization in business planning to provide leadership for the planning and delivery of a full range of corporate services and to manage the provision of business analyses, business process reviews as well as the establishment of best business practices, benchmarks and risk management strategies.

Branch mandate, strategic directions, objectives, policies, operating framework, delivery mechanisms and relevant legislation/regulations to lead the operational planning process in a coordinated manner, develop business directions, processes and policies and recommend a strategic approach to continuous process improvement.

Change management techniques and business/operational planning to respond to change in legislation and government direction, develop performance measures and recommend/implement changes to optimize program delivery.

Government procurement, tendering and government approval policies and processes to acquire, negotiate and manage contracts.

Facilities management service theories, principles, practices and government accommodation policies, guidelines and accommodation initiatives to manage the provision of a full range of facilities management measures to meet ministry's/division's/branch's needs and align with ministry/government priorities, mandates and objectives.

Program Responsibility :

Responsible for leading and managing the provision of a full range of corporate administrative, human resources services to support the strategic directions and mandates which includes contributing to the formulation of program objectives.

Responsible for developing operational policies, systems, standards and processes and ensuring consistency in all program activities.

Responsible for establishing best business practices, benchmarks and risk management strategies in support of the government's controllership, governance and accountability initiatives.

Responsible for contributing to the development and implementation of short/long-term strategic planning processes related to the development of new/revised policies, programs, processes, systems, and measurements.

Responsible for developing and implementing strategies for the provision of proactive communications to staff on internal corporate developments, initiatives and projects.

Analytical Thinking :

Analyzes a range of business processes including the conduct of business analyses and linkages between budget and operational outputs.

Identifies needs, plans and implements critical support structures including but not limited to IT, administrative operational and related policies, protocols, standards and procedures.

Evaluates new corporate programs and initiatives to modify their implementation to meet the needs of the division's specialized operations, staff groups and structure.

Identifies gaps and deficiencies from the analysis of all region/office operational plans and works with region/office planning staff to resolve issues.

Manages, integrates, and monitors the planning and performance of service delivery.

Analyzes, evaluates and reports on performance related information, provides options and makes recommendations addressing potential and current issues for senior management decisions.

Interprets policies and information according to established procedures and protocols. Ensures the interpretation/application of policies, protocols, performance standards, training requirements and assessment criteria supports the overall division's objectives, as well as the continuous improvement and quality service perspectives of the branch.

Identifies changing and emerging needs, service issues and gaps to develop, recommend and implement operational improvements and initiatives which include changes in policy, regulation, standards and processes to ensure effective and efficient high quality service and optimal consistency.

Planning / Coordinating :

Leads and manages multi-year strategic business /program/service plans including the deployment of resources (human and financial) to deliver programs and services.

Coordinates and leads the planning and implementation of organizational development and complex change initiatives for the program, service, project or initiative.

Plans and coordinates multiple deliverables with external and internal stakeholders, partners and consultants.

Plans and manages the corporate operational administration service delivery, including the coordination of issue resolution and the preparation of briefing materials for senior executive decision-making.

Develops and presents project strategic plans and recommends their implementation, determines and confirms roles, objectives, parameters and resources; organizes, assigns and supervises work and leads project teams.

Coordinates internal and external communications which involves a broad range of internal and external participating parties including other senior executive offices within and beyond the OPS.

Leadership/Guidance :

Develops, builds and leads organizational capacity through positive and values based leadership, inclusive and engaged teams, and partnerships. Frames program vision and strategy for services, programs or operations.

Determines human resources and organizational needs for optimal performance and delivery of results and alignment with ministry objectives; leads talent management and succession planning; mentors employees; sets goals and performance standards.

Exercises managerial and strategic leadership accountability and authority in the areas of organizational design, recruitment and retention, talent management, labour relations and compensation related matters.

Independence of Action :

Reports to a senior level, Director or higher and works within broad parameters and the strategic ministry/branch mandate, legislation, and strategic goals and directions.

Exercises considerable independence and judgment in the development of program/service plans including delivery/implementation to meet government and ministry strategic business objectives and priorities and in the provision of advice and recommendations to senior management, which is considered authoritative, and informs policy and program decisions.

Establishes management and operational policies and systems which require identifying government policy impacts on the branch.

Provides reports and advice for the implementation of business plans including change management recommendations that support and meet business delivery objectives.

Establishes best practices and processes for divisional roll outs of corporate, ministry and divisional programs.

Makes decisions related to the development and implementation of credible policies and procedures in operational and administrative services that support program delivery.

Interpersonal/Communication :

Briefs and advises ministry colleagues, program managers and other senior managers on program development and related service delivery, business and administration policies and procedures interpretations.

Communicates with senior executives within central agencies to obtain clarification on policies, provide planning and performance information, coordinate high-level budget preparation and financial/performance reporting with corporate requirements and schedules.

Liaises with external agencies to resolve persistent transfer payment problems and provide information and policy interpretation. Communicates with external contractors (e.g., policy experts, systems specialists, etc.), to purchase supplies, retain services and manage project performance; negotiate and manage lease/contractual agreements.

Builds business relationships with all contributors; facilitates the resolution of issues, leads discussions on the concepts and benefits of modernizing information management and business processes; consults and discusses policy development and legal aspects of information management; prepares/oversees the development of regular/statistical/ad hoc reports.

Partners with peers in related areas of other OPS ministries, to share information, coordinate and resolve problems. Manages working relationships between all executive offices including Cabinet Office, Treasury Board, DM, MO, etc.

Facilitates planning and business requirements working with ministry corporate representatives.

Negotiates and manages contractual agreements with contractors, suppliers, service providers.

Prepares and presents a range of strategic and innovative corporate service-related reports.

Represents the branch on various ministerial and inter-ministerial committees and working groups.

Physical Effort :

The majority of time is spent in an office environment with frequent opportunity to move about.

Occasionally, moves/lifts light objects such as briefing materials required for presentation and meetings.

Sensory Effort :

Normal sensory requirements with minimal need to perform work requiring extended concentration of the senses without interruption.

Working Conditions :

Work is performed in a typical office environment.