Job Specification

Purpose of Position :

To ensure the security and transportation of senior government officials, such as the Lieutenant Governor, Premier, Cabinet Ministers, Parliamentary Assistants, Deputy Ministers and visiting dignitaries, cabinet documents, red-tag documents, mail and other items in safe, confidential and timely manner and to undertake duties as special assistant or other supporting roles. To provide security to the vehicle, and more importantly, to protect the safety of the client en route and at locations where volatile and unpredictable security threats may arise.

Duties / Responsibilities :

1) Ensures client safety and security at all times, and specifically in potentially high-risk situations or areas, by planning effective and efficient routes, drop points and departure locations, alternatives and contingencies; employing defensive driving skills and judgement; practicing danger detection, recognition and avoidance skills; reacting quickly and calmly to changing or emergency situations; and responding to medical emergencies en route.

2) Transports and assists senior government officials and visiting dignitaries by providing confidential and personal assistance using judgement, tact, political acuity and discretion; assisting with luggage and parcels.

3) Pre-plans, coordinates and organizes trips and client itineraries, including interacting effectively and maintaining communication with clients' Special/Executive Assistants regarding scheduling and issues management, monitoring weather and road conditions in order to plan efficient routes, utilizing GPS navigational devices.

4) Couriers confidential/highly sensitive cabinet documents, red-tag documents, mail, packages and other items ensuring the security and confidentiality of the documents at all times and delivering them to the appropriate recipient.

5) Maintains electronic and paper records of activities, such as chauffeur requisitions, vehicle logs, and fleet card purchases.

6) In the absence of Garage Supervisor, coordinating transportation services, such as chauffeur services, vehicle rentals, courier services, and pre-trip inspections, for senior government officials by liaising with clients to identify their transportation needs and scheduling chauffeurs/garage attendants to meet these needs.

7) Working irregular hours often away from headquarters, staying overnight on occasion, maintaining contact with clients' Special/Executive Assistants while coordinating the clients' transportation needs and schedule for the day(s) away from home base.

8) Ensuring the safe operation and maintenance of Ministry fleet and client vehicles by performing preventative maintenance inspections and repairs, pre-trip inspections (i.e. check fluid levels, tire pressures, operation of brakes, lights and other accessories; cleaning/polishing vehicles inside and outside); and assisting motor vehicle mechanics.

9) Wearing uniform as required by the ministry.

Staffing and Licencing :

Valid Ontario Class G or F Driver's License. Incumbents in these positions must pass all applicable OPS security checks. First aid and cardio-pulmonary resuscitation techniques.

Knowledge :

Position requires knowledge of accepted security procedures and practices in order to ensure the safety, security and confidentiality of clients and confidential government documents en route. Knowledge of internal administrative and scheduling processes related to the delivery of services in order to work closely with clients' assistants to maintain schedule and itinerary while travelling as well as determine availability and type of vehicles to meet clients' needs.

Knowledge of government office and facility locations, road network and route selection for Toronto and other locations across Ontario, using electronic and paper maps, directories, guides and GPS navigational devices to meet clients' transportation needs. Knowledge of accommodations facilities around the province in order to propose and secure appropriate lodgings en route when required. Position requires up-to-date first aid and cardio-pulmonary resuscitation techniques in case of medical emergencies en route. Knowledge of applicable traffic laws in order to transport clients and documents safely.

Position requires computer skills to: input data into spreadsheets and databases; word processing and electronic mail to prepare correspondence and communicate with staff and clients; knowledge of Internet and electronic maps, and roadway and weather information systems e.g., Roadway Weather Information System (RWIS) to retrieve roadway and weather information to determine road conditions or advise clients.

Position requires knowledge of communication equipment, including cellular phone, multiplex phones, intercom, voice and electronic mail, Black Berry and/or other GPS navigational devices in order to maintain contact with the home base and client offices.

Position requires knowledge in record keeping in order to track usage and maintenance of vehicles. Routine preventative maintenance requirements and techniques, including basic automotive technology and vehicle maintenance/repair equipment to maintain vehicles in safe operating condition. Safe work practices when working around rotating engine parts, moving vehicles, elevated vehicles, confined spaces, solvents and cleaners.

Skills :

Position requires superior communication skills in order to make clear and efficient pick-up and delivery arrangements with clients and their staff. Position requires strong interpersonal skills, including confidentiality, judgement, public relations, discretion, courtesy, tact, diplomacy and political acuity in discussing/delivering services to clients and Cabinet Office courier service provider. Communication and interpersonal skills are also required to regularly interact with a variety of contacts including politicians, employees, the general public and dignitaries when responding to potentially sensitive/volatile situations (i.e. press interest in client, irate demonstrators). Position requires punctuality, attention to detail and portraying a professional appearance at all times while chauffeuring and assisting clients.

Ability to solve practical problems and react quickly and calmly to changing or emergency circumstances. Position requires analytical and problem solving skills in order to: select and/or adjust routes depending on security concerns, traffic and weather conditions, estimate arrival/departure times, give and receive directions in order to locate client locations, perform repairs en route (i.e. flat tire, fluid) or acquire vehicle repairs from external sources to avoid delays and maintain clients' schedules and determine safe operating condition of the vehicle. When backfilling Garage Supervisor, requires ability to match client requests to available resources, considering client preferences for vehicles or staff, staff shift times, vehicle requirements, overtime rotation and time available and collective agreement requirements.

Position requires physical skill and ability to safely escort clients and sensitive documents to and from the vehicle, parking areas, drop points and departure locations and within/between various building premises.

Position requires ability to read and understand specific vehicle operating manual to operate every device in the car to ensure proper operation and maintenance. Ability to read and understand roadmaps (electronic and paper), GPS navigation devices, road condition and weather condition data in order to plan effective routes, estimate departure and arrival times and determine changes en route.

Freedom of Action :

Job requires work to be performed in accordance with established procedures and instructions while dealing with high-level government officials and confidential documents. Independently, or in consultation with co-workers or Garage Supervisor, selects routes, accommodates clients' specific requests and assesses vehicle condition. Job requires referring situations not covered by defined procedures to supervisor, e.g. conflicting priorities, hazardous driving conditions, changes en route while in transit, passenger complaints, accidents. Work is reviewed through monitoring and review of logs for timely completion of trips and delivery of material, as well as client feedback to measure satisfaction.

Judgement is required in decision making situations which affect the safety of individuals and necessitate an immediacy of action.

Errors in assessing security needs and maintaining security procedures could result in danger to senior government officials and disclosure of high-level, confidential documents. Failure to use courtesy, tact and political acuity in dealing with senior officials could have adverse effects on Garage operations and lead to poor client service.