Job Specification

Purpose :

To lead the planning, development and implementation of machinery of government initiatives through policy and research projects, comparative analysis, operational requirements, liaison with key partners and clients (e.g. Lieutenant Governor's Office, the Public Appointments Secretariat, Elections Ontario), and through corporate initiatives in support of the Secretary of Cabinet's Office, the Premier's Office, and the Executive Council of Ontario (ECO).

To co-ordinate the design and implementation of the Cabinet's historical records management protocols and practices to support delivery of the government and ministry program and regulatory mandate and meet government and ministry strategic objectives and priorities.

To lead ECO's role in corporate initiatives and priorities, including coordinating emergency planning tools and protocols to ensure the continuance of constitutional government decision-making.

Key Responsibilities :

1. Leads and directs the analysis and development of program delivery models, frameworks and policies to support the implementation and ongoing operation of business, information and data analysis needs (e.g. developing detailed operational information management frameworks and medium and long-term forecasts, developing change management and implementation strategies and plans, and managing the implementation of services).
2. Researches, identifies and assesses emerging or contentious strategic and operational issues and data requests regarding machinery of government issues, trends; assesses their potential risks and impacts on program delivery, and develops, recommends, and implements solutions to mitigate issues and risks. Researches and writes detailed procedures as Ontario's machinery of government processes develop and change; maintains an updated inventory of Ontario's machinery of government procedures, precedents, and resources; stewards/preserves and maintains ongoing historical documentation of the evolution of Ontario's machinery of government procedures and precedents.
3. Leads the development and preparation of machinery of government products in support of the four-year cycle of contingency planning in advance of the Province's scheduled general elections, including taking a leadership role in the logistical co-ordination of key ceremonies such as swearings-in of Ministers, swearings-in of Deputy Ministers, and Speeches from the Throne.
4. Prepares and delivers comprehensive data/information management strategies and operational plans of the machinery of governments procedures, precedents and resources (e.g. submissions, feeds, quality assessment, security protocols, maintenance, access, release, data refreshes, purification, reclassification, restructuring, incident problem resolution, and change management), including overall priorities, budget, resources, reporting, and performance standards, measures, and monitoring techniques to assesses the effectiveness of current performance metrics.
5. Coordinates access to specialized databases including ongoing implementation of initiatives for the provision of public/searchable access; recommends data collection improvements by examining and assessing alternative system design approaches in alignment with client program, contractual, and policy requirements. Takes the lead in liaising on evolving policy and procedural issues/opportunities regarding OICsONline with ministries, central agencies, legal departments, the Accessibility Office, the Office of Francophone Affairs, the Archives of Ontario, the Open Government Office, and the Digital Strategy Office.
6. Plans and coordinates ongoing operational activities and specials projects including Freedom of Information and Crown litigation requests, record retention processes for official records, emergency planning, ongoing maintenance and testing and other corporate initiatives that support machinery of government initiatives and the legislative planning and policy agenda.
7. Establishes and maintains ECO emergency resources, including monitoring of changes to primary resource documents and tools, establishing and implementing an effective deployment and placement strategy, supervising administrative staff in the preparation and updating of the emergency documents and tools, liaising with the key senior executives who require access to the emergency resources, and coordinating/providing training on the use of the resources.

8. Contributes to the divisional decision-making process ensuring that senior level expert advice given is informed and supported by a high level of analytical complexity; oversees the analysis, prioritization and preparation of various written materials; leads, chairs and/or participates on corporate management committee meetings involving senior managers 'up-to and including the Minister's, Deputy Minister's and Assistant Deputy Minister's offices.
9. Works with ECO senior management to co-ordinate corporate exercises in support of key priorities such as strategic legislative planning, policy agenda planning, tracking of the implementation of the government's public commitments, including liaison with Cabinet Office advisors and line ministries, and summaries and analysis of results.

Factors :

Knowledge :

Information/data/knowledge management, support systems, tools, and issues management processes to facilitate the planning, development and implementation frameworks, systems, and services that meet identified client requirements, in line with the overall I&IT systems and information management frameworks.

Development and management of complex information systems and related methodologies including: data management, internet application concepts, performance management, and change management in order to provide strategic planning and management of complex information management systems.

Data management principles, practices, concepts, systems, applications, and data transformation processes, and related technology, to articulate business needs for systems development; and to ensure the data maintenance of data holdings for the Ministry is in compliance with legislation, policies, data management technology and process requirements, and best practices.

Analytics methods, statistical techniques and modeling, and qualitative and quantitative research design/methods, to: direct research and the economic analysis on industry practices, trends, environmental scan, program evaluation and legislative requirements relating to infrastructure analytics; direct the provision of analytics expertise and consultative advice regarding information management and RIM products/products development, reporting capabilities and tools as well as the development of performance measures to evaluate infrastructure system operations.

Information/intellectual capital management and measurement principles, methodology and best practices, in order to evaluate and improve the accuracy, reliability, and timeliness of information; and to manage information resources as an asset with critical importance to the organization; to ensure data are properly stored, retrieved, and shared across organizations; and to develop and implement a comprehensive data maintenance plan in compliance with legislation, information management IM policies, and best practices.

Current and emerging information management and related technologies, specialized systems related to client programs to provide technical leadership and quality assurance for information management system planning, development, and implementation.

OPS, I&IT, and client procurement policies and practices associated with the development of technical specifications for purchasing and service management in order to arrange the acquisition of technical products and services.

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

Program evaluation principles, methodologies, and best practices in order to assess data management against outcomes and objectives.

Customer relations management techniques, including transaction data and customer performance measurement in order to understand and address customer requirements for client data provision for related programs and services.

Program Responsibility :

Responsible for the planning, development and implementation of machinery of government initiatives through policy and research projects, comparative analysis, operational requirements, liaison with key partners and clients such as the Lieutenant Governor's Office, the Public Appointments Secretariat, Elections Ontario, the Office of International Relations and Protocol, the Office of the Clerk of the Legislative Assembly, and through corporate initiatives in support of the Secretary of the Cabinet's Office, the Premier's Office, and the Executive Council of Ontario.

Responsible for providing expert and consultative advice and analytical support to clients and related stakeholders on information/knowledge management needs, identification, systems planning, implementation, and performance management.

Responsible for planning and managing the maintenance of information/knowledge management operations to ensure that client programs and related service providers have accurate and timely data/information to support evidence-based decisions making.

Responsible for planning and managing access to and release of data/information for internal and external clients to ensure that access is appropriately controlled, and information is released in accordance with applicable legislation (e.g. privacy), standards, agreements, and controls.

Analytical Thinking :

Evaluates client programs and business requirements to develop and implement Machinery of Government policies, procedures, information management strategies, frameworks, and services that support business program delivery, respond to evolving needs and opportunities, and position the design, development, and implementation of appropriate systems, policies, procedures and processes.

Analyzes trends and emerging information issues to identify policy and operational requirements, assess risks and impacts on client program delivery, and recommend options to mitigate risks.

Assesses changes in technological innovations and service initiatives to identify opportunities for improvements or innovations to existing Machinery of Government policies, procedures, information management plans and technologies that meet client program requirements.

Analyzes access and release provisions for clients and their data-sharing partners to meet legislative, contractual, and l&IT requirements, assess cost benefits of data maintenance options, and resolve data-related problems.

Evaluates forward-looking costs, performance, and risks to the system in data management to mitigate risks and cost overruns.

Analyzes information management, maintenance, access, and release policies to lead the development, communication, implementation, and audit and ensure proper management of services.

Planning / Coordinating :

Coordinates and leads the planning and implementation of machinery of government initiatives, policies, and projects, including the ongoing implementation of OICsONline initiative, and access to records and other 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 the development and delivery of comprehensive policy/procedural and machinery of government information management frameworks and services to an assigned client portfolio.

Plans and coordinates the maintenance and/or access to and release of all machinery of government data holdings to ensure that the clients and service providers have accurate, timely, and appropriately controlled data to support evidence-based decision making.

Plans and coordinates various projects related to machinery of government and stewardship/access of records in compliance with project management policies and programs to meet client requirements.

Leadership/Guidance :

Provides advice and technical guidance on program/projects and initiatives related to the machinery of government initiatives in support of the Executive Council of Ontario.

Leads project teams and provides guidance in the analyses of the machinery of government policy and processes.

Exercises strategic leadership accountability and authority in the areas of project management, ongoing operations of the Machinery of Government unit, liaison with key partners, and strategic advice to the Director, the DM, and the Clerk/Secretary of the Cabinet.

Independence of Action :

Works within broad parameters and the strategic ministry/branch mandate, legislation, and strategic framework, goals and directions.

Exercises 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 executives and informs policy and program decisions.

Leads and conducts complex analyses of machinery of government policy processes, systems to determine information requirements, and plan, develop, and implement comprehensive research and information management solutions in compliance with OPS I&IT data and systems management policies and priorities.

Plans and directs complex concurrent machinery of government initiatives and research activities to provide operational services that fully support business program delivery.

With minimal guidance, develops and negotiates client service agreements, and monitors services against establish performance criteria to address issues as they arise.

Develops and delivers data management, access, and release strategies, plans, operational policies, and standards to deliver a consistent information management framework across all client portfolios.

Coordinates and refines machinery of government processes and protocols and advising senior officials on specific courses of action on specific initiatives

Interpersonal/Communication :

Represents the Ministry/Division and contributes relevant machinery of government subject matter expertise as a member of Ministry, intergovernmental, Broader Public Sector and Not-For-Profit organizations' committees and task forces so as to ensure effective development and implementation of policies and protocols.

Provides strategic advice to client management and staff on opportunities arising from emerging trends and issues to provide machinery of government expertise for planning, information management systems development and support, and direct information management projects in compliance with corporate I&IT policies, directions, and priorities.

Participates on cross-jurisdictional government committees, and contacts peers in the broader public sector and other jurisdictions to identify contentious issues, exchange information, resolve problems, and agree on protocols and solutions.

Assesses products and services with internal providers of digital development services, technology vendors, suppliers, and consultants to negotiate the acquisition of goods and services, oversee the quality of deliverables, and obtain information on technological developments.

Consults with external counterparts and clients to manage risks and ensure smooth solution implementation.

Exercises a political acuity, tact, and discretion in working with and supporting high profile clients and partners such as the Secretary of the Cabinet's Office, the Premier's Office, the Lieutenant Governor's Office, the Office of the Clerk of the Legislative Assembly, Elections Ontario, the Public Appointments Secretariat, and the Office of International Relations and Protocol.

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 undertake machinery of government initiatives, develop machinery of government policies and protocols, and determine the efficacy of results and recommendations.

Working Conditions :

Work is performed in a typical office environment.