Job Specification
Position Title:
Communication Initiative Coordinator
Job Code:
5A005 - Communications05
Purpose :
- To provide strategic communications planning and coordinate the development of a range of communications publications and outreach materials for the program.
- To conduct public outreach, coordinate stakeholder training and events to support program goals and objectives.
Key Responsibilities :
1. Communications Management
- Identifies and analyses the ministry's communications requirements related to ministry policies, programs, legislation and services.
- Anticipates and identifies emerging issues and trends with potential implications for the ministry and the program by conducting environmental scan related to public information needs/attitudes and utilizes issues management strategies such as monitoring media and stakeholder coverage of issues pertaining to policy and program initiatives.
- Conducts research and environmental scans of literature, studies, papers, etc for relevance and interest to issues related to branch programs.
- Provides expertise and support by coordinating a variety of surveys (e.g. customer service satisfaction) public education/outreach campaigns and stakeholder training events; identifies gaps on existing publications, media and outreach; determines stakeholder training needs, implements assessment methods techniques, develops and analyses survey results to identify and determine stakeholder and public reaction to key messages and implementation of program objectives.
2. Coordination of Publications and Outreach Materials
- Coordinates the development of publications and outreach materials specific to program requirements and ensures that materials are aligned for style, publication requirements and standards.
- Coordinates all phases of material production for fee-for-service suppliers including, designs, writing, copy editing, proofreading, typesetting, layout, camera ready, printing and delivery; consults with web-maters and other experts to ensure detailed schedules are followed and that quality control of design, print and audio-visual is maintained.
- Writes, edits and proofreads a variety of materials such as fact sheets and information summaries to describe program mandates; provides technical advice and creative input into client services project planning, identifying production needs and visually effective means of communicating messages.
- Coordinates and organizes public speaking engagements with stakeholders and media events, prepares briefing materials, presentations, speeches and correspondence, participates in meeting with clients, interest and stakeholder groups on a wide range of program and general support of enforcement issues.
3. Internal and External Liaison
- Maintains regular contact with creative service suppliers and French Language Office to ensure that program and French Language translation requirements are met.
- Liaises with management and stakeholders to identify and monitor policy/business issues, analyze potential impacts of policy and program developments, anticipate and brief ministry officials on emerging issues, participate in the development of proactive actions or issue resolution strategies.
- Maintains contact with other enforcement programs, federal department of justice and other agencies to keep apprised of public education/communication issues/needs and their possible adaptation for our program purposes.
Knowledge / Skill :
Knowledge of and skills in:
- Political/government decision-making process and protocols; policy development/approvals process; legislative rules, procedures and processes; ministry policies, programs, and priorities, and relevant ministry legislation /regulations.
- Research and analytical techniques, to identify and review issues within the context of the political environment and the government's policy direction and priorities, and to evaluate the relevance of information prepared by ministry staff.
- Media and public relations within a government context to analyze and assess public opinion, media perceptions and stakeholder positions on ministry issues, to develop and recommend strategic responses.
- Ministry stakeholder/client groups, to understand diverse viewpoints of such stakeholders, and to prepare relevant briefing materials in advance or Minister/Deputy Minister meetings with such stakeholders.
- Oral and written communications to provide advice/guidance to senior ministry and political staff, respond to inquiries for information, lead/coordinate meetings, make presentations and provide advice/guidance in issues briefing sessions, and prepare/edit a broad range of briefing materials.
- Project management skills to plan and implement communications strategies (e.g. logistics, evaluation, etc.)
- Use of computer technology to maintain/access information databases, develop information, and distribute information in a networking environment.
Interpersonal / Influencing Skill :
- Interpersonal and consulting skills are required in planning and coordinating material production and publishing with creative service suppliers, fee-for-service writers, and production firms.
- Negotiation skills are required to discuss schedules and timelines for completion of materials by suppliers and writers.
- Interpersonal skills are required to provide advice to clients regarding communications product development to effectively promote program goals and objectives.
Analyzing / Problem Solving Skill :
Analytical and Problem Solving Skills to:
- Research, investigate and assess relevance of information, and identify key issues to be addressed.
- Analyze responses completed by program areas (frequently technical) and to simplify, condense re-word and edit into plain language for the Minister's Office.
- Identify stakeholder training needs and implement training assessment methods techniques and surveys
- Assess whether requests have been adequately addressed.
Decision Making / Responsibility :
Responsible for:
- Developing and coordinating of communications publications, products and services to support and promote the branch's programs.
- Planning and implementing public outreach and stakeholder training programs and events.
- Internal Communications planning to deal with emerging issues and gaps in program publications, media and other materials.
- Ensuring the implementation of announcements and managing all logistics for media events.
- Decisions are guided by: the framework of established government/ministry policies, relevant legislation, protocols and deadlines related to briefing materials content, format and timing. The position has latitude in developing production of program publications and other materials independently. Poor judgement in providing advice to senior management could impact on the program's credibility with the public and internal and external stakeholders.
Contacts / Stakeholder :
- Contact with senior management to recommend communications materials direction and strategy, provide advice on emerging issues and research.
- Contact with Branch specialists to discuss and coordinate communications plans, and provide advice and input on media release and briefing materials.
- Contact with external stakeholders and public interest groups to discuss program requirements and conduct public outreach and stakeholder training.
Guidance / Supervision :
- Provides technical leadership to creative service suppliers, fee-for-service writers, and production firms.
Demands / Pressures :
Work Demands :
- Frequent requirement to balance many competing priorities at different stages of completion. Works to tight deadlines.
Mental / Sensory :
- Concentration is required when doing research to assess relevance of information and to identify key issues to be addressed when preparing materials.
- Listening skills is required when exchanging and discussing ideas/information on the preparation of appropriate responses with senior management.
Conditions / Environment :
- Work is performed in a typical office environment.