Job Specification

Purpose of Position :

To research, develop, write, edit and coordinate communications products for assigned projects for various ministry policy/business initiatives, consistent with ministry/branch communications goals/objectives and specific client communications plans, strategies and target audiences. Prepare materials for news conferences, media and other special events in support of ministry initiatives and activities. In addition, to plan, develop and implement communications strategies, media and public relations and to coordinate the development of programs, communication and promotional material designed to support the ministry's core business goals and priorities.

Duties / Responsibilities :

Working within the Communications Services Branch and reporting to the Manager, Corporate and Editorial Services, the position:


1. Writes wide range of communications products such as speeches for the Minister or designates, statements to the Legislature, news releases, backgrounders, questions and answers, event notes, publications, pamphlets and feature articles, ensuring plain language, accuracy, timelines, consistent editorial standards of style, grammar and audience suitability and that products are aligned with operational and communication strategies. Reviews and edits written materials, including fact sheets, Ministers messages, articles and reports to ensure that material is clear, accurate and communicates key messages.


2.Assists the development, coordination and implementation of event plans to support corporate objectives. Works with ministry and political staff to coordinate event plans and media relations strategies and to develop communications activities designed to raise awareness and understanding of ministry programs, policies and initiatives with the public, media and stakeholders. Leads ministry teams to coordinate execution and ensure effectiveness of these announcements. Liaises with other ministries and external partners to manage communications activities for joint initiatives.


3. Consults with clients on communications requirements related to various ministry/government policy/program/budget initiatives by advising on methods of communications and types of information appropriate to specific groups or media; assessing public environment and likely reactions to proposed initiatives, identifying target audiences and stakeholder groups and analyzing their communications needs.


4. Develops short and long-term communications plans and strategies for clients by assessing communication requirements to support policy and program initiatives, proposing media strategies, identifying opportunities for cost effective communication, planning and preparing terms of reference for projects and establishing schedules and recommending operating budgets.


5. Develops broad-based understanding of the ministry's issues and monitors public and media attitudes to provide strategic advice on likely reactions to various policy initiatives or program changes. Anticipates contentious issues and proposes responses for the Minister, Deputy Minister and other ministry designates on a variety of issues receiving media coverage and stakeholder or public attention.


6. Liaises directly with Cabinet Office, Ministers Office and senior ministry staff to provide advice, seek direction, clarify requirements and exchange information.


7. Undertakes research and data collection for writing assignments by identifying the extent and nature of information required and likely sources, interviewing technical and program experts, gathering information from external sources such as journals, media clippings, reports and the Internet, verifying authenticity and accuracy of information with appropriate staff.


8. Provides coordination of and direction to staff and suppliers providing communications material/services as part of implementing communication plans and strategies, ensuring effective development and timely delivery of communication products and activities.


9. Provides back-up to the Manager in assigning and approving communications products as required.


10. The incumbent shall, while in the workplace, conduct themselves in compliance with the Occupational Health and Safety Act and Regulations, and any workplace policies, procedures or practices as directed by their immediate supervisor, report any hazards of which they are aware to their immediate supervisor, report all work related injuries and illnesses to their immediate supervisor.

Knowledge :

- Excellent knowledge of communications theory and techniques, communications planning methods and practices to develop and execute effective communications strategies to support core business goals and priorities; to coordinate a range of communications products; to provide advice to senior executives and program staff on communication issues; and to assist in the clarification of communications objectives.


- Knowledge of research techniques, writing styles and techniques, media relations and public relations within the government context to research and write a range of communications materials, such as speeches for the Minister, news releases, backgrounders, feature articles, to ensure public understanding of ministry programs and policies and to deal with media and politically sensitive issues.


- Knowledge of journalism, media techniques and practices to assist the planning of well-designed, planned and executed media events; provide appropriate materials including media advisories, media relations plans; identify appropriate media to be targeted for an event and coordinate media preparation in planned events.


- Thorough knowledge of ministry's strategic directions, programs, services, objectives, issues, policies, business requirements, organization and operation to link and align ministry/government priorities to prepare a variety of written materials. Knowledge of corporate messages and priorities and of ministry and central approval communication processes to ensure communications plans and products meet client needs and process requirements.


- Knowledge of client program objectives and business requirements, services, organization, operations, reporting and accountability requirements, regulatory affairs and business plans and Freedom of Information and Protection of Privacy Act to assist clients in identifying communications objectives, develop strategies to promote new initiatives, identify appropriate communications methods, coordinate communications design and implementation, and assess the implications of new policy and program initiatives.


- Political acuity to develop communications vehicles and approaches that meet the standards, policies and expectations of the client, the ministry and Cabinet Office.


- Requires knowledge of government policy development and political decision making processes and protocols to ensure timely integration of strategic communications support.


- Knowledge of issues management theory, techniques and practice to provide communications advice regarding contentious issues support and to produce materials which encourage support and understanding of the ministry's position on issues, events and activities.


- Job requires project management and leadership experience to effectively plan, organize, execute, monitor and evaluate communications projects, lead staff and participate in ministry and cross ministry projects and committees. - Knowledge of personal computers and related software packages (e.g. Windows, Word, PowerPoint, Outlook) to prepare speeches, news releases, communications plans, reports and other documents, as well as to research information on the Internet, intranet and other data bases.


- Occupational Health & Safety Act and applicable workplace regulations to maintain a safe workplace

Skills :

- Superior writing and editing skills to write a variety of materials describing ministry programs, services and new initiatives to ensure public understanding of ministry programs and policies; to translate technical and/or specialized material and terminology into plain language for public dissemination while maintaining accuracy; to edit copy for style, language usage, flow, logical presentation of information.


- Requires analyzing issues and advising how strategic communications approaches should be aligned with complex policy/program decisions, analyzing cross-ministry implications and recommending actions. Requires resolving contentious or politically sensitive issues by researching issues or amending communications strategies and making recommendations to senior management and political staff.


- Job requires research and analyzing issues to prepare communications materials (e.g. Ministers speeches, news releases, feature articles) by identifying/determining the extent and nature of information required and likely sources, interviewing technical and program experts, gathering information from external sources (e.g. books, journals, media clippings, reports, Internet). Job requires verifying the authenticity and accuracy of information.


- Oral communication skills to discuss client program objectives, new initiatives, and communication requirements, and explain recommended communication, media relations and public information strategies. Political acumen, diplomacy, consultative and interpersonal skills to interact effectively with the Minister, Ministers staff and ministry staff at all levels and to coordinate communications activities with other ministries and liaise with Cabinet Office staff.


- Planning, coordination and project management skills to deliver a number of concurrent projects, establishing objectives in consultation with the client, senior management and political staff; determining and conforming to project schedules often within inflexible deadlines; executing all aspects of event planning; preparing or assigning preparation of materials; coordinating editing/review/approval of draft materials among program, senior management, other ministries and central agencies.


- Interpersonal skills to clarify client communication objectives, and design/develop communication materials and products that meet client requirements of promoting services or initiatives, developing support to changes to policies and program guidelines or ministry mandate, explaining the nature and intent of program and policy changes and producing issues management materials which encourage support and understanding of the ministrys position on issues, events and activities.


- Persuasive negotiating skills to stimulate interest and consolidate communications approaches among all parties; interpersonal skills to clarify requirements and objectives of senior management and Cabinet Office Communications, and explain and promote design concepts and communication approaches with both clients and external services or suppliers; written and oral language skills and interpersonal skills to explain standards, describe project parameters, agree to timeframes and deadlines and other related administrative arrangements, and resolve problems when working with external suppliers; interpersonal skills, vendor management and customer service skills, tact, diplomacy, assertiveness and negotiation skills to arrange for services, coordinate arrangements, and solve problems.

Freedom of Action :

- Job requires working under the general direction of the Manager, Corporate and Editorial Services, with latitude for making independent decisions and exercising judgement to meet varying situations. Job has access to the Director on a consultative basis and exercises judgement within the broad framework of the ministrys strategic direction, policies and programs.


- Working in accordance with ministry/government policies, guidelines and directives related to communication planning, media relations and contentious issues management within recognized communication practices and standards.


- Making decisions by determining and recommending short and long term communication plans and strategies to clients and senior ministry management; determining schedules and priorities for communications projects; recommending need for and nature of issues management required; determining appropriate method, tone and approach to communications activities; determining writing style, tone and approach suitable to client requirements and audiences. Work is reviewed through the effectiveness of speeches, news releases, communications plans and other materials, and for quality of advice and recommendations given to the Ministers Office and senior managers and assessed for adherence to the ministry's and the government's communication standards, protocols and objectives.


- Job requires providing timely and sound strategic advice on communications matters and products, including planning, researching, developing and implementing communications strategies to support the governments and ministry's strategic goals. Requires providing expertise and guidance to other ministry communications specialists and to external writers to ensure consistency with approved strategies and key messages and in writing and editing news releases, qs and as for the media, articles, Minister's speeches and contributing to the planning and executing events.


- Requires referring to Manager or Director situations outside of policy or ministry/government strategic directions and politically sensitive matters.