Job Specification

Purpose of Position :

To provide strategic leadership and expertise in the development and implementation of the ministry and its agencies strategic accommodation plan and ensuring it is in alignment with the Ministry of Infrastructure accommodation policy and directives.
To provide strategic leadership and accountability in the delivery of a full range of facilities accommodation management services including space and lease management, accommodation management and planning including design, alteration, relocation, renovation and project management services.

Duties / Responsibilities :

1. Manages, plans and coordinates the provision of a full range of strategic facilities accommodation management services to meet the needs of the ministry and its clients. Ensures the accommodation strategy and programs delivered adhere to Ministry of Infrastructure realty directive, reflects the government and ministry priorities, industry standards and practices and complies with relevant legislation, ministry strategic accommodation plans, and corporate policies and guidelines. Works closely with Infrastructure Ontario and program area senior management to ensure the linkage between Facilities Management Services, the ministry's strategic accommodation plan and client program areas. Member of the ministry's Senior Management Emergency Ministry Action Group (MAG) and leads and manages all ministry facility related emergencies.
2. Plans, develops and implements the ministry's strategic accommodation and space management plan, including the ministry's security and greening strategy requirements.

3. Provides technical expertise, advice and consultation to clients in planning, coordinating and implementing of facilities accommodation projects, providing interpretation and application of government policies related to facilities and accommodation management. Provides consulting and project management services and support to program areas in analyzing space requirements, identifying efficient use of space, relating needs to entitlements.
Develops and recommends policies and procedures related to facilities / accommodations taking into consideration government, ministry and ministry program needs both current and forecasted, organizational structure and overall economy and effectiveness of operation.
4. Maintains a effective, collaborative working relationship with corporate service providers including Infrastructure Ontario, CBRE and other ministry facility colleagues to facilitate cooperative approaches and ensure the resolution of issues and concerns regarding service delivery. Negotiates with program management, facilities administrators and Infrastructure Ontario to establish priorities regarding leases, construction and renovation projects.
Provides technical expertise and advice on large scale accommodation projects, coordinates the production of drawings for client approval, ensures project plans and schedules are maintained, invoicing and accruals tracked and reported, resolves and escalates problems to the client's satisfaction.
5. Works closely with the Strategic Lead, Security Services and Emergency Management in the development and implementation of security policies and procedures and advising clients on security measures for new office locations and office renovations. Provides training and technical advice to facilities, agencies and client staff on best practices and the most current directives relating to facilities / accommodation management and issues related to safety and security components of facilities management. Member of the Ministry's Emergency Management Action Group, leading /
providing support to the ministry during emergencies.
6. Contributes as a member of the Branch management team to planning, performance management and issues management. Supports the branch's business goals and objectives by promoting horizontal coordination with other units within the branch to improve client service, eliminate duplication and allow for better sharing of information and best practices. Initiates, develops and implements internal business processes which result in optimum service to clients, and leverage appropriate technology to streamline record keeping and reporting.
7. Participates in Branch and Division Committees. Provides expertise and strategic advice to the Director and Assistant Deputy Minister on issues related to strategic accommodation planning and services, recommending solutions to real and potential problems and exploring opportunities for new initiatives. Represents the unit at internal and external meetings and ensures that the unit is well positioned to be successful and receive support, cooperation and recognition.
8. Manages and directs the staff of the Facilities Management Services Unit, including responsibility for the Unit's financial and human resources, budget accountability, recruitment, learning and development, determining performance standards, conducting performance reviews, coaching and mentoring, and employee relations matters including discipline. Supports and promotes a productive teamwork environment which fosters a culture of
excellence and where the organization's values in such areas as risk taking, creativity, customer service excellence, diversity and inclusion and healthy workplace are visible.

Knowledge :

Work requires: an extensive knowledge of the Ministry of Finance, Corporate and Quality Service Division, its vision, business goals and objectives; sound knowledge of private and public sector facility management principles, standards and policies; relevant building codes, standards and legislation to ensure facilities projects comply to defined requirements; of current and emerging trends to ensure innovative strategic planning of service; and programs; knowledge of corporate OPS directions, strategies and initiatives to effectively represent the Ministry of Finance and the Government of Ontario. Work also requires advanced knowledge of and experience in facilities management, principles, practices and tools in a complex, multistakeholder environment; knowledge of financial planning and analysis to manage large operating and project budget; knowledge of and experience with technology-based record keeping. Strong project management skills to oversee all phases of large-scale concurrent process. Strong organizational, planning analytical, conceptual and problem solving skills to resolve issues related to facility project management. Demonstrated relationship management and teamwork skills. Excellent written and oral communications, negotiation abilities, and capacity for explaining complex and specialized concepts to OPS senior management. Ability to work under pressure and meet tight deadlines

Judgement :

Work is performed under the general direction of the Director Business Services Branch and within the broad framework of the government?s legislative, fiscal and facilities management legislation, directives and guidelines. A high level of judgment and initiative is required in providing a full range of facilities management services and programs to meet the needs of the ministry, taking into consideration ministry program needs both current and forecasted, organizational structure and overall economy and effectiveness of operations. Judgment is exercised and maintain awareness of the government/ministry's direction and the impact it may have on facilities/accommodation and in providing expertise and advise senior management of the ministry on how best to react to change. Judgment is exercised in developing strategies, plans and deliverable to meet the ministry?s business goals. Positions exercise's a high level of judgment in resolving problems efficiently and effectively. Judgment and discretion are also requires when dealing with sensitive and confidential information.

Accountability - Programs :

The position is accountable for the provision of a full range of facilities management services and programs including office design, space and lease management and a complete range of alteration, relocation, renovation and office services to meet the needs of clients within the ministry and its agencies as well as providing expertise and strategic advice to the Director and Assistant Deputy Minister on issues related to strategic facilities planning and accommodation management services recommending solutions to real and potential program and exploring opportunities for new initiatives.

Accountability – Personnel :

Directly responsible for the supervision of up to 13 professional support staff

Accountability - Finance and Materials :

Position has responsibility for the unit's operating budget as well as any project budgets assigned for specific facilities projects.

Accountability - Impact of Errors :

The inability of the incumbent to accurately determine and cost facility requirements for the program delivery will result in failures of the ministry to meet the business objectives, result in additional financial cost and embarrassment to the Ministry. Poor planning and management could result in exceptionally large costs; jeopardize service delivery, and failure to achieve business goals. Failure to identify conflict and barriers, management issues and develop appropriate business responses would result in lost opportunities, strained relationships and loss of credibility.

Contact - Internal :

Regular and frequent contact with the senior management of the Ministry of Finance, other OPS ministries and central agencies, Infrastructure Ontario and CBRE to inform and seek advice on the facilities/accommodation management. Frequent contacts with peers, counterparts and stakeholders in other ministries and central agencies to resolve problems and provide information.

Contact - External :

Contact with senior level facilities management in other jurisdictions (other provinces, federal government), private sector facilities, management consultants to negotiate contracts, carry out research, resolve related issues and provide advice and interpretation of the ministry
legislations and policy.