Job Specification

Purpose :

To plan, develop, coordinate and manage the operation of a major provincial library or archive to ensure the full range of library/archives services to users.

To provide advice to senior management on issues affecting the delivery of library/archives services and develop and implement new or existing policies, programs and procedures affecting library activities to ensure services provided promote sound management and user satisfaction.

To provide leadership and expertise to ensure the business needs of the division are met through the planning, development and implementation of new business systems, innovative tools and new technologies which support the delivery of research and databases to address the information needs of the courts.

Key Responsibilities :

1. Plans, develops, coordinates and implements the operation of a major specialized provincial library or archive including formulating library/archive and information management strategies, setting objectives, priorities and standards and establishing and implementing internal library/archive policies and procedures.
2. Oversees and ensures the full range of library/archives services to users including technical services, reference and research services, online services and other related library services.
3. Develops standards for the acquisition, management and preservation of collections, oversees the acquisition, cataloguing, circulation and loans of collections in accordance
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with those standards, and develops specialized databases, reference and bibliographic materials for client use.
4. Leads research and analysis of library/archive best practices, and identifies opportunities for improving and streamlining collections and services for optimal client benefit; anticipates/verifies client requirements and priorities.
5. Develops library/archive financial and space plans and budgets; acquires and manages facilities and equipment (e.g. computers, microfiche reader/printer, and information processing technologies); and develops and implemented automated systems wherever possible.
6. Manages strategies, projects and initiatives to identify, plan and implement systems, innovative tools and new technologies which support the division, regions and local offices in the delivery and management of library/archives services, various websites, publication of decisions made by the Court of Appeal for Ontario and case lists to support access to justice.
7. Provides leadership of concurrent project teams, working groups and committees comprised of staff (e.g., program, business analysts, information technology specialists in the I&IT Cluster, external partners) to conceptualize and translate its business
requirements into business solutions and related system's needs; work collaboratively with I&IT in the development, testing and implementation of tools and systems and ensure alignment with the overall mandate and strategic priorities.
8. Provides leadership, expertise and coordination in the development of strategies ensuring limited disruption to programs and services to support the roll-out of approved business systems, ensuring the development of a strategic delivery approach/ plan/ tools and communication strategies to support staff through the continuous and evolving change management process. Provides guidance and direction for the resolution of problems associated with development, testing and implementation.
9. Develops partnerships and consults with stakeholders/clients to provide advice, promote understanding, devise and manage research and information management initiatives that support business needs. Establishes and evaluates the effectiveness of working partnerships, taking pre-emptive action to dissolve barriers and build strengthened relationships.
10. Manages procurement and tendering activities, the preparation of Request for Proposals
(RFPs), the negotiation of contractual agreements, the monitoring of vendors' service level/performance, and manages the client/vendor relationship, to ensure effective service delivery.
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.

Jurisdiction, compliance processes and Memoranda of Understanding (MOU) protocol to support the delivery of justice to justice participants.

Judicial independence, role of the judiciary and its relationship with the executive and legislative branches of government at both the provincial and federal levels.

Theories, principles and practices of library and information science of government libraries/archives in general and of one or more specialized library systems in order to plan and implement a significant and complex library system to meet clients' needs.

OPS contract management and government tendering policies and processes to acquire services and negotiate contract agreements with external vendors.

Change management techniques and business/operational planning to respond to change in strategic direction, develop performance measures and recommend/implement changes to optimize services.

Information research methodology and sources and current issues facing clients in order to locate and filter information effectively and quickly for client use; evaluate the quality and accuracy of the legal information tools and assess new legislation, information management and business solutions impact on program or service delivery.

Current and emerging trends, innovations and best practices in library/archive management, in order to establish and revise policies, programs procedures to ensure flexible and reliable library/archival services (e.g. technical services, reference and research services, online services).

Political acuity to understand organizational politics and provide strategic advice, expertise and briefings on the status of programs and initiatives and anticipate and recognize sensitive political situations.

Program Responsibility :

Responsible for the development, revision and implementation of new or existing policies, programs and procedures and the management of a major library/archive system with a large collection of materials covering a broad range of areas.

Responsible for planning and managing strategies, projects and initiatives to identify, plan and implement systems, innovative tools and new technologies which support the division, regions and local offices in the delivery and management of library/archives services, various websites, publication of decisions made by the Court of Appeal for Ontario and case lists to support access to justice.

Responsible for the acquisition, cataloguing, management and circulation of information collections and ensuring alignment of project/initiatives with strategic/operational plans.

Responsible for delivering training to ensure judicial officials (e.g. courts, legal counsel, law clerks, etc.) have the skills required to utilize legal research tools to ensure thorough and informed judicial decisions can be made in a timely manner.

Responsible for developing stakeholder networks including the judiciary in order to consult, advise, identify training needs and respond to issues; establishing and managing effective client relations/partnerships for the development of information solutions to meet business/research needs and leading consultations with clients and other stakeholders.

Analytical Thinking :

Determines the most appropriate system to meet the information needs of a specialized client and establishes policies and procedures to support the development and ongoing management of that system.

Understands and anticipates the information needs of a specialized client group and ensures the available and accessibility of collections and other information sources to meet those needs.

Identifies and assesses appropriate solutions to resolve program/service delivery issues and to integrate divergent stakeholder perspectives to move forward on projects/initiatives.

Interprets business and technical requests partners with I&IT to research options and identify best course of action considering short and long term business system strategies as well as accounting for stakeholder risks.

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 coordinates a specialized library system to meet the needs of a complex client group.

Plans and coordinates the development of specialized information collections and sources in order to meet client information requirements.

Plans and manages all facets of projects, or program or service operations, providing technical expertise, and sound business and program and project planning and evaluation techniques to achieve program deliverables and ensure that legislative responsibilities and mandated program delivery goals and timelines are achieved.

Coordinates evaluation of current, new and emerging business solutions, and related implementation projects.

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 and informs policy and program decisions.

Independence is used in developing and implementing a multi-year plan for library/archive specialized collection development and client services including reference and research services, technical and other services.

Develops policies and procedures for the development and management of a specialized library/archive including for collection development in order to meet the information needs of clients.

Resolves complex and varied problems which arise during the day to day management of a large and specialized library/archive system and various public facing websites to support access to justice.

Plans and implements all system change management requirements to ensure effectiveness of systems ensuring limited disruption to program and services and resolution of problems associated with implementation.

Negotiates services and contracts with service providers to ensure contract/vendor performance is managed to meet contractual, ministry and corporate standards.

Interpersonal/Communication :

Leads consultations to ensure business requirements and technical needs are effectively translated between program and I&IT and the negotiation of deliverables and timelines with clients and stakeholders.

Provides information, training, material and other library services to client senior management and other users to utilize legal research tools; confirms new information requirements and how to meet them; resolves problems in providing required information and discusses policy and planning.

Discusses information sharing opportunities, library/archive techniques and tools with other ministries and Ontario government libraries to share/promote customer service initiatives and to participate on various intra/inter-ministerial committees and task forces.

Contacts publishers for acquisitions of texts, periodicals and subscriptions and builds and maintains good relationships with specialized libraries across the country to exchange information, foster resource sharing and library cooperation.

Contacts other information specialists, library/archive associations, publishers, database service specialists to provide information on document delivery to clients and to establish and maintain network connections with specialists in other libraries.

Establishes and maintains relationships with the judiciary and key stakeholders to provide expertise/advice in the development, enhancement and delivery of services and initiatives.

Provides specialized subject matter expertise to senior management, IT professionals, clients, partners and other stakeholders to ensure understanding of technical requirements, issues and solutions.

Physical Effort :

Most of the time is spent in an office environment with frequent opportunity to move about.

Sensory Effort :

Requires visual attention and concentration (i.e. reading without interruption) to develop and examine change management and stakeholder engagement plans and determine the efficacy of results and recommendations.

Requires concentrated effort during negotiations with stakeholders for such purposes as resolving contentious issues.

Focused attention is required when leading consultations with the judiciary, Crown attorneys, local bar and other justice participants including the ability to shift focus to address multiple, complex and confidential issues.

Working Conditions :

Work is performed in a typical office environment. Travel is required to visit and assess library collections in other locations.