Job Specification

Purpose :

To provide executive management / strategic support to the Director, Emergency Management (OFMEM), through the provision of research, analysis, advice, and information on branch, division and ministry policy, planning and program issues.
To coordinate the development and implementation of the branch strategic plan, including supporting operational plans, learning strategies, performance plans, policies, procedures, and reporting.
To coordinate branch information management, including assigning/tracking or responding to corporate information requests, contentious issues management, correspondence, file management and retention, training and advice on information management.
To plan, coordinate and support day-to-day administrative activities of the Branch Director and branch staff as required (including providing direction to
administrative staff on behalf of the Director).
To support provincial emergency response efforts.

Key Responsibilities :

1. Develops and maintains the branch's strategic, operational, and employee engagement plans by identifying, analyzing and consolidating information
in consultation with the Director, management, staff, and external stakeholders.
2. Conducts research and analysis (e.g., skills/learning needs assessment) to develop a branch learning strategy and coordinates the organizing and
implementation of learning opportunities that support staff success in the achievement of business plan commitments, while also contributing to staff
growth as emergency management professionals and high-achieving members of the Ontario Public Service.
3. Collaborates with branch sections and JTS to establish and maintain information management structures and processes. Develops procedures for
information management; conducts training and provides advice to management and staff on procedures, processes and best practices related to
information management.
4. Tracks, monitors, analyzes, and reports on contentious and emerging issues by conducting environmental scans to ensure issues are properly
identified, researched and analyzed, and that management and the Director are informed.
5. Coordinates and facilitates weekly branch staff meetings, management meetings, and related other related workshops/conferences/meetings, including providing direction to administrative staff (e.g. booking of rooms, catering, etc.), scheduling of meetings, preparation of agendas, recording and
distributing minutes, tracking action items.
6. Leads and/or participates on a variety of special and/or sensitive projects (e.g., research and analysis of impacts of issues, policy and organizational
change) and provides support to the Director with respect to ministry and emergency management industry stakeholder initiatives.
7. Develops, communicates and facilitates the implementation of Branch-wide standards and processes to ensure optimum methods and systems are in
place for a consistent approach to briefings, project reporting, response to divisional and ministerial correspondence and other related matters; ensuring
a coordinated corporate perspective on all Branch activities and ensuring cross-division/cross-ministry linkages as appropriate. Coordinates/assists in
Director's briefings by ensuring presentations are properly prepared.
8. Acts as the point of contact between the Director, other Directors, and the Office of the ADM, to manage Branch corporate linkages and protocol.
Handling the Director's correspondence and preparing complex/difficult correspondence/reports in response to contentious issues/ complaints. Triages
and follows up on urgent matters and information requests and consulting with appropriate management staff within Branch. Tracks and conducts
quality control on all branch publications, correspondence, and other written materials.
9. Prepares, monitors, and reports on the branch budget, including developing forecasts for management approval, preparation of Program Review,
Renewal and Transformation (PRRT) materials, and regularly updating on adherence to established allocations.
10. Assists managers in recruitment and performance management processes, including development and maintenance of a branch HR strategy and a
common approach to recruitment and retention activities across the branch.
11. Liaises with ministry resource and support staff to organize and support director's office communication with staff and stakeholders by coordinating
meetings and preparing meeting agendas.
12. Develops and delivers presentations, briefing notes, reports, correspondence, etc., in support of program objectives and to inform decision making
by senior management.
13. Serves as a staff officer in the Provincial Emergency Operations Centre or on field deployment as needed during emergencies in order to coordinate
provincial emergency response efforts and/or to support/advise/assist government ministries, municipalities, First nations, and/or other organizations.

Knowledge / Skill :

1. Knowledge of strategic and operational planning processes to develop multi-year branch strategic plan and annual operational / implementing plans,
including identification and prioritization of goals, objectives, activities, tasks, and tactics.
2. Event management skills to host successful meetings/workshops/conferences, including ability to develop event plans, schedule events, oversee
logistics, and manage outcomes.
3. Superior ability to communicate in writing to develop reports, briefing notes, options papers, minutes, correspondence, and presentations.
4. Superior ability to communicate verbally to facilitate meetings, deliver presentations to diverse stakeholder groups, conduct executive level briefings,
interact positively a wide variety of internal and external clients.
5. Knowledge of adult education practices, presentation techniques and standards to develop, test and deliver effective training and education
programs.
6. Project management, coordination, and organizational skills to lead and/or participate on project committees, working groups, and task forces, and to
ensure efficient use of resources, initiate and manage projects (e.g., an online course, an exercise, a report, procurement) from concept to evaluation
and close-out.
7. Understanding of government approval and policy making processes to coordinate/contribute to the preparation of briefing materials, responses to
queries/issues, cabinet submissions, and house notes.
8. Job requires knowledge of technology including computer software programs (e.g. MS office including Access and Project), Internet and audiovisual,
telecommunications and use of specialty AV software.
9. Knowledge of emergency management principles and best practices, relevant provincial and federal legislation, regulations and policies related to the
job functions, including those pertaining to emergency management (e.g., Emergency Management and Civil Protection Act), safety (e.g., Occupational
Health and Safety Act), governance (e.g., Municipal Act).
10. Ability to work independently to plan, organize, coordinate and prioritize competing demands to meet tight deadlines.

Interpersonal / Influencing Skill :

1. Negotiation skills to influence desired outcomes (i.e. negotiating timelines or extensions to meet competing priorities and deadlines) from staff, other
branches, and other external stakeholders.
2. Ability to respond to sensitive issues pertinent to operations issues and human resources.
3. Interpersonal skills to co-ordinate, work, liaise with/advise a variety of staff and stakeholders at various levels and volunteers in on a daily basis as
well as in emergency/stressful situations and to lead and/or participate effectively in group projects.
4. Presentation and persuasion skills to present and explain ministry positions and programs to diverse stakeholders.
5. Advisory and facilitation skills to discuss and clarify program and response information and initiatives with audiences such as other emergency
responders, ministry staff, senior officials, community representatives, etc.

Analyzing / Problem Solving Skill :

1. Conduct research and analysis to determine best practices, develop briefing materials, develop strategic/ operational plans, and assess options/risks.
2. Identify and collate staffing/human resource issues with respect to projects and/or determine when to bring issues/problems and options for director's
attention.
3. Track, monitor, analyze, and report on branch strategic and operational plan commitments, including ability to collect, collate, analyze, and present
information/ results in a variety of formats (e.g. tables, charts, graphs, presentations, reports).
4. Evaluate emergency management program needs and present solutions that consider stakeholder needs, ministry objectives, and economic, social
and political acceptability.
5. Determine requirements for and content of documents and submissions that will best facilitate senior level decision-making.

Decision Making / Responsibility :

1. Coordinating the development, implementation and maintenance of the branch strategic, operational and learning plans, including developing and
recommending activities to the Director and tracking branch achievements consistent with legislative and regulatory requirements.
2. Providing advice and assistance on emergency response options as a staff officer in the Provincial Emergency Operations Centre or on field
deployment in support of a municipality or First Nation.
3. Developing and representing branch positions on various issues in meetings, correspondence, briefings, etc.
4. Performing research, conducting studies of best practices, identifying options to determine best alternatives, and making recommendations to
management to improve the branch's capacity;
5. Has latitude to: identify issues, research options, evaluate impacts of approaches/decisions, and recommend options/solutions; recommend
purchases; and, assist with development of the branch budget.
6. Decisions are guided by: relevant legislation and regulations, guidance from the Director and procedures.

Contacts / Stakeholder :

1. Staff and managers across the branch to provide information and assign/monitor tasks on behalf of the Director.
2. Divisional branch Directors to coordinate strategic and operational priorities across the division.
3. Specialist ministry staff (e.g., Communications, Legal, Policy) and managers to coordinate issues management, correspondence, Cabinet
Submissions, House Notes, etc.
4. Provincial and federal counterparts to coordinate branch activities and build support for program initiatives.
5. Municipal and First Nations emergency management coordinators during emergency response and to coordinate and/or advocate from branch
positions / provide information and updates.
6. Representatives from the private and not-for-profit sectors across the province or in other jurisdictions to determine needs, coordinate activities
and/or provide information.
7. The public and the media to respond to questions related to emergency management.
8. Participates on committees and working groups to provide information or input.

Guidance / Supervision :

1. This position works under the general direction of the Director, Emergency Management, and within the provisions of various legislation, regulations
and policies.
2. The position leads and/or participates on project committees, study groups and task forces addressing issues related to emergency readiness policy,
procedures and programs, reports on progress/outcomes and recommendations. This includes providing emergency response guidance to ministry
staff, managers and possibly senior management (i.e., ADM-level) and the provision of advice and assistance to communities and other ministries.
3. The position may provide guidance or supervision to other staff to plan meetings/workshops/conferences, to assign tasks on behalf of the Director,
during training (directing participants) or during emergencies.

Demands / Pressures :

N/A

Work Demands :

1. Frequently deals with unexpected work demands, changes to deadlines and conflicting work demands (e.g., emergency responses, issues
management and requests for information) on short notice with tight time pressures.
2. The position may require working extended and irregular hours and/or shifts with minimal or no notice, particularly during emergencies and exercises.
3. The position serves on-call in shifts.
4. The position is required to travel (sometimes on short notice due to emergency situations and coverage), mainly within Ontario, but also within North
America.
5. The position may be required to wear a uniform and/or wear personal protective equipment (e.g., safety boots, gloves, mask, ear protection, helmet,
etc.).

Mental / Sensory :

1. Frequent requirement to read and concentrate intently to conduct research and analysis; to draft policies, procedures, regulations, and emergency
management/response plans; and when reviewing complex documents and leading working groups.
2. Frequent requirement to observe and give instruction, such as when leading training, an exercise or during an emergency.
3. Frequent periods of uninterrupted reading to read/review legislation, draft plans, research material and other program-related documents.
4. Requirement to operate in emergency situations, including in the field. Such situations require multi-tasking ability, ability to manage stress and
project a calming influence.
5. May required to stay overnight in non-hotel setting (e.g., cot/sleeping bag) in remote locations and may be provided 'meals ready to eat' when no
restaurant accommodation is possible.

Conditions / Environment :

1. Work is performed in a variety of settings, including a typical office environment (e.g., program development), a classroom setting (e.g., training), an
Emergency Operations Centre or Command Post (e.g., emergency coordination) and in the outdoors or remote locations (e.g., to an emergency scene,
such as a bridge failure, to provide support services or to a remote airport to provide surge staffing support).