Job Specification

Purpose of Position :

To provide timely and effective planning and management of information and knowledge/electronic service delivery to support the Office of the Worker Advisor's (OWA) operational and strategic business goals and needs. To act as the primary liaison and coordinator between the OWA, Ministry, information technology cluster and partners in the support and coordination of all OWA, ministry and corporate IT initiatives and strategies.

Duties / Responsibilities :

To ensure the effective management, mobilization and security of OWA information and knowledge
- Develops, and leads the OWA's information and knowledge management strategy, to maximize the accessibility of information, mobilization of
knowledge and minimize duplication of effort in services to the OWA's clients and partners
- Develops operational plans for information and knowledge, based on OWA's strategic and business plans, detailing implementation and processes,
including guidelines and protocols regarding information and security, that support the OWA's business and individual needs
- Conducts literature reviews of occupational health, workplace insurance and related medical and scientific subjects, searching related electronic
databases and other sources
- Coordinates the identification, gathering and mobilization of key knowledge and information in support of workplace insurance and health and safety advocacy by OWA staff and external worker representatives and partners, including consultation regarding priorities
- Prepares and maintains guides, instructions and training for OWA staff in accessing in-house resources and on-line commercial databases such as
Workplace Safety and Insurance Appeal Tribunal (WSIAT) and Medline; recommends, develops, communicates and maintains related policies and
procedures.
- Leads the OWA's initiatives to ensure the security and confidentiality of client and OWA information.
- Prepares briefing notes and background materials, including recommendations to OWA management and Ministry officials regarding information
security and information and knowledge management.
- Serves as OWA lead and key Ministry liaison for Freedom of Information and Protection of Privacy policy and implementation issues.
To plan and coordinate internal and external OWA communications
- Carries out internal and external scans to identify communications needs and priorities
- Develops and updates the OWA strategic and annual communication plans
- Coordinates the business and operational components of the OWA website in accordance with Cluster/OPS standards
- Develops and implements plans that ensure accessibility, accuracy and availability of information on the web site in consultation with the OWA's
management, staff, community partners, system partners and other stakeholders.
- Coordinates the production, distribution and storage of OWA internal educational and information publications.
- Develops annual publication plans and proposed budgets for approval by Manager and Director by identifying information users and their needs.
- Coordinates production and prepares the final formatting of the OWA's annual report, based on information and data provided by the responsible staff
- Evaluates communications initiatives and develops related recommendations to OWA management
To lead the development, enhancement and maintenance of the OWA's electronic case management system
- Conducts scans, consults with OWA management and staff and reviews relevant initiatives by similar organizations, to identify opportunities to
develop or enhance electronic service delivery to OWA clients and partners
- Develops proposals and plans for electronic service delivery (ESD) initiatives for OWA's clients and partners.
- Leads OWA's implementation of new or upgraded versions of Electronic case management system.
- Makes recommendations to Director and Managers for enhancements and changes, and coordinates and follows up on issues/matters and key
activities.
- Develops system measurement targets for service delivery and maintenance of OWA electronic records and case management system.
- Ensures that system performance and usage is monitored for integrity and functional efficiency and effectiveness for users.
- Prepares and communicates with OWA users about the current systems and those in development
- Coordinates and/or prepares training material, scheduling and ensuring that training is user-appropriate, timely and complete.
- Provides guidance to OWA management and Service Coordinators in resolving problems with ESD systems and processes
- Resolves complex ESD problems which cannot be handled by Service Coordinators
- Reviews ESD at the OWA on a regular basis and recommends short and long term improvements
- Prepares progress reports to management on status and issues
To plan and manage of OWA information technology and systems to support the OWA's operational and strategic business goals and needs.
- Conducts environmental scans, determining operational needs and issues, and identifies potential opportunities for information technology solutions.
- Ensures that OWA current/future needs are assessed, and options researched, in consultation with the government's information technology cluster
(e.g.: information type, sources, links, timeframes, quality assurance and security needs).
- Coordinates the planning, development, budget and acquisition of technology and information resources for the OWA
- Coordinates with Service Coordinators on the maintenance of the OWA's information technology inventory
- Prepares business cases for new/enhanced hardware, software, databases and services.
- Serves as business lead and OWA project manager for IT development and implementation projects, identifying and coordinating OWA business
activities relating to IT, participating and assisting in the development of project/budget plans, in conjunction with the information technology cluster, the Director and the Manager, OWA Administration, in major IT development and implementation projects within OWA; monitoring activities/work schedules to ensure project is within budget parameters and on schedule.
- Coordinates threat/risk assessments on information systems, recommend mitigation strategies and coordinate related OWA initiatives, in cooperation with Ministry and Cluster staff.
- Provides group leadership to OWA Service Coordinators around information and knowledge management, the case management system, information
technology and communications
- Provides technical leadership and guidance to the Service Coordinators around resolving issues with the with the OWA case management system
and information technology
- Resolves complex problems with the case management system and information technology when the Service Coordinators cannot do so.
- Coordinates the work of the Service Coordinators around information and knowledge management, and communications including website updates
and regional/local developments requiring communications
- Participates in Service Coordinator meetings and project teams in areas of responsibility
to act as the primary liaison and coordinator between the OWA, Ministry, information technology cluster and partners in the support and coordination of all OWA, ministry and corporate IT initiatives and strategies.
- Ensures effective operational and strategic liaison and collaboration with the Ministry, Cluster and partners, in all areas of responsibility
- As Business Lead for the OWA, participates in information and knowledge management,

Staffing and Licencing :

N/A

Knowledge :

- Knowledge of OWA business information needs and decision making structures to lead and co-ordinate information systems planning, implementation and maintenance of core systems for the OWA, ensuring their integrity.
- Knowledge of specialized medical and research terminology and information sources to research, analyze, synthesize and produce OWA informational and educational resources and publications.
- Knowledge of government and ministry policies and procedures around information management, I&IT, privacy, freedom of information, and accessibility to develop proposals and plans for electronic service delivery initiatives and serve as the OWA lead for Freedom of Information of Information and Protection of Privacy policy and implementation issues.
- Knowledge of theories, trends, and best practices concerning information and knowledge management, internet and website management and electronic service delivery to identify opportunities to develop or enhance electronic service delivery to clients and partners by conducting scans,
consulting OWA management and staff , and reviewing relevant initiatives by similar organizations.
- Understanding of communications trends and best practices to develop communications plans involving Internet, website, and social media.
- Knowledge of OWA stakeholders', partners', and clients' communications needs to develop and update the OWA strategic and annual communication plans by ensuring accessibility, accuracy and availability of information on the web site.
- Understanding of document publication processes, editing and production processes and standards to edit and distribute instruction and training guides on in-house resources and on-line commercial data bases by utilizing PC-based/networked software (e.g.: word-processing, email, internet,
graphics, and desktop publishing software).
- Knowledge of OWA business practices, polices, and procedures to coordinate development and maintain the OWA's case management system.
- Knowledge of customer service standards and principles to respond to ESD issues on a timely basis.

Skills :

- Demonstrated expertise in ESD initiatives and issues (including information technology and software systems) and familiarity with current e-commerce to develop proposals and plans for ESD initiatives and to assess OWA's current and future ESD needs.
- Skill in developing, implementing and maintaining knowledge management frameworks and processes to coordinate the development, budget and acquisition of technology and information resources for OWA.
- Skill in research, identification, analysis, and synthesis of specialized medical, legal, and workplace health and safety and occupational health and safety information to remain current in trends ensuring OWA's current/future needs are assessed.
- Organizational skills to manage a high volume of work, meet deadlines, and coordinate a number of concurrent knowledge management,
communications, and IT projects.
- Interpersonal and customer service skills to provide leadership to OWA staff and maintain relationships and partnerships with a wide variety of representatives from the Ministry, IT cluster, partner organizations and OWA stakeholders.
- Written and oral communications skills to lead OWA communications, to prepare publications and materials for internal and external audiences, and to represent the OWA to partners and stakeholders.
- Skill in planning, analysis, and financial management processes to prepare business cases, costing, recommending best options, and preparing area related budgets and business plans.
- Leadership and relationship management skills to provide coordination and direction to OWA Service Coordinators and other OWA staff in areas related to the position.

Freedom of Action :

Job requires working in accordance with ministry, government and IT policies, guidelines, directives and protocols. Work is performed using independent judgement, initiative and discretion, with access to Manage and Director for decision-making and guidance on overall goals and strategic planning, unusual and/or corporate matters. Job requires determining approach to planning, coordinating and implementing core I&IT projects for the OWA, in consultation with partners, clients, and IT cluster representatives. Job requires the planning and coordinating of the production and distribution of OWA information and educational materials; selecting and providing direction to assigned staff and external contractors. Job requires assessing I&IT problems and recommending solutions which may have considerable financial and/or service delivery impacts (e.g.: re data sources for case management database).