Job Specification

Purpose :

To plan, direct, manage and evaluate all business operational support services, including strategic and operational planning, financial management, controllership, human resource management, communications, information technology, business continuity, contingency planning and general administration services.

To participate in the development and implementation of 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 operational ministry activities and information by overseeing/managing administration operations in the areas of human resources, communications, financial planning/control, purchasing/procurement, accounts payable, reception and mail services, facilities and assets management, accommodation planning/management, office technology and contract management.
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/branch 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 the planning and financial management 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.
7. Provides strategic planning for the integration of corporate initiatives into IT operational 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.
8. Develops and/or co-ordinates with the Communications Services Branch, the development and delivery of appropriate and timely communications initiatives. 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 regarding division business planning and operational issues.
9. Leads business continuity planning and participates on divisional/local emergency management action groups.

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 business and results based 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 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.

Emerging trends in information technology and the use and capabilities of information technology, to direct the strategic planning, direction and implementation of information technology.

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.

Program Responsibility :

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

Analytical Thinking :

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

Identifies, determines and evaluates the need for improvements to critical support structures including but not limited to IT, administrative, operational and related policies, protocols, standards and procedures.

Analyzes, evaluates and reports on performance related information and makes recommendations addressing potential and current problems for senior executive decisions.

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 the Executive Committee, 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.

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

Applies ministry and OPS standards, policies and accepted business improvement procedures and practices while exercising independent action in the management of diverse managerial and leadership roles.

Interpersonal/Communication :

Consults with senior management and provides advice to resolve sensitive and complex issues, respond to corporate inquiries, participate in the planning and development of strategies, or review matters that may have program impacts on other regions or the division/ ministry or those issues that may affect client service delivery.

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.

Connects 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.

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 Deputy Minister's and Minister's Office.

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 :

Requires concentrated effort to anticipate and assess management needs and developing innovative solutions which adhere to government and ministry/agency priorities, industry standards and practices.

Working Conditions :

Work is performed in a typical office environment.