Job Specification

Purpose of Position :

To plan, write, edit and co-ordinate the production and dissemination of OHRC communications content for publication through print and digital means and through public events.
To support the development and maintenance of the content for the OHRC website, contacts, databases and print publications, including inventory analysis and control.

Duties / Responsibilities :

Duties/Responsibilities

The job requires:
1. Planning and co-ordinating the publication of print and digital communication materials, including: participating in the development of communication strategies to promote awareness of OHRC materials; devising and recommending options relating to the content of print and digital communication materials (e.g. identifying and analyzing design and production needs); preparing, reviewing and editing print and digital communication documents in a manner compliant with the Accessibility for Ontarians with Disabilities Act and French Language Services Act; co-ordinating and publishing print and digital documents prepared by individual Branches; developing quality control mechanisms to ensure that posted information is of optimum quality; and evaluating the effectiveness of all print and digital communications in the context of the Commission's communication objectives.

2. Identifying new or changing communication requirements (e.g. reviewing and implementing accessibility protocols for persons with disabilities; analysing and reporting on internet and print material usage and needs relating to changing demands). Liaising with IT Services, ISP or contract personnel on technical issues related to web site enhancements, maintenance, hosting, design modifications or access issues, etc., and participating in developing measures for site user testing. Responding to e-mails regarding content, and forwarding other e-mails to appropriate staff for direct response. Responding to and analyzing feedback or other usage data, and producing regular and ad hoc reports for management.

3. Planning and co-ordinating the publication and distribution of print and digital newsletters, by devising and recommending options relating newsletter content; identifying communication requirements and recommending updates to newsletter layout; researching, writing and editing materials for newsletters; co-ordinating translation; managing the contact database, maintaining electronic subscriber lists, and ensuring accurate collection of data and timely distribution of newsletters; and evaluating the effectiveness of newsletters in the context of the Commission's communication objectives.

4. Planning and co-ordinating the distribution of OHRC publications, by identifying distribution requirements; recommending resources and options for delivery; devising, recommending and implementing most efficient and effective distribution plans for published material; and ensuring compliance with OPS directives and guidelines relating to distribution of public documents through Publications Ontario. Maintaining contact databases and electronic mailing lists, and managing inventory databases to ensure accurate distribution of publications. Evaluating and reporting on the effectiveness of the distribution in the context of the Commission's communication objectives.

5. Performing a variety of communications-related duties, such as: writing and editing services certain internal/external publications (e.g. newsletter, pamphlets), ensuring the use of plain language and reflecting an appropriate tone/style; researching external service agencies to identify and recommend potential suppliers (including printing, editorial graphic design, photography, graphic displays etc) and assisting in preparing terms of reference and specifications for tender and supplier requisitions; providing liaison services between the OHRC and creative agencies/suppliers, ensuring that the quality of finished products complies with legislation/contract/agreements; and resolving production and scheduling problems to ensure on time delivery. Supporting public education activities through planning, co-ordinating or delivering presentations to individuals and community organisation. Representing the Commission in a variety of functions (e.g. at public events such as workshops, providing high-level information to callers); planning and distributing media releases. Preparing and circulating the Commission's daily press clippings.

6. Performing assigned related duties, such as:
Providing back-up, vacation and other operational cover for other members of the Section, including speech writing and media relations. Providing approved general information to the general public, OHRC partner organizations, media outlets and others. Supporting the work of the Issues Management Committee through note taking, preparation and dissemination of reports and other assigned activities. Participating in Section meetings (e.g. to assess and recommend improvements to systems and procedures).

Management has the right to assign other duties.

Knowledge :

Job requires knowledge of:
• OPS communication methods and techniques and practices, including visual identity programs communication methods and techniques and practices, including visual identity programs, roles of Communications Branch and Publications Ontario, and administrative procedures (such as procurement for issuing RFPs), to plan, update and co-ordinate the publication of OHRC print and digital communications.
• Accepted writing and editing techniques, standards and practices to write copy for OHRC publications (e.g. newsletters, pamphlets), organize text, select writing styles, edit copy, and recommend the use of more suitable terminology.
• Common office software (e.g. MS Office, interne, e-mail, ftp), HTML, Java, javascript, Web page design, Web design tools (e.g. Front Page, Dream Weaver), and the use of online communication technology, to prepare documents and co-ordinate the dissemination of information efficiently and effectively.
• Production process/techniques to identify and make recommendations regarding production requirements (e.g. type setting, printing, desktop publishing), develop specifications for tenders, and co-ordinate service delivery by suppliers to ensure on-time delivery.
• OHRC programs, services and overall communications objectives, to evaluate and make recommendations regarding the web site.

Skills :

Job requires:
• Proficiency with available PC-based/networked software (see Knowledge Section) and related hardware, in order to: access and provide information; schedule and co-ordinate publishing logistics; maintain common databases/repositories; access, write, edit, produce and e-file a variety of materials.
• Initiative and planning, scheduling, organization and coordination skills to plan and implement production/creative services and resolve problems to meet strict quality standards and deadlines.
• Detail orientation and analytical and problem solving skills to ensure accuracy and compliance in communications process and content.
• Oral and written communication skills to write/edit a variety of communications materials describing OHRC programs, services, new initiatives, achievements etc. in plain language; edit copy for style, language usage, flow and logical presentation; co-ordinate and communicate production/publication needs; discuss communication objectives; provide recommendations and explanations; and instruct external service providers.
• Creativity to develop appealing, audience-appropriate materials.
• Relationship management skills to: co-ordinate and work in a team environment; and manage service providers and suppliers to ensure timely and quality delivery and resolve issues.

Freedom of Action :

Job requires:
• Identifying, assessing, deciding on and/or recommending best plans and content for a variety of OHRC communications based on given communications objectives and standards.
• Writing and editing content for materials to ultimate release by the OHRC, Publications Ontario, other ministries and OPS corporate communications (e.g. bulletins, newsletters), and used by OHRC executives (e.g. speaking notes).
• Ensuring the accuracy and quality of communications content before placing it into production/release.
• Instructing external suppliers; co-ordinating and guiding external and internal counterparts (e.g. working groups, committee members); and providing process/quality information and recommendations a contributor to and advisor on communication plans and strategies.
• Scheduling, prioritising, and initiating action to co-ordinate, expedite and meet strict deadlines with quality outputs.

Works under general supervision of the Manager. Ongoing work is reviewed upon completion by Manager for and is periodically reviewed by the Manager during cyclical performance reviews. Job has access to clear guidelines, standards, procedures and precedents for guidance.