Job Specification

Position Title:
Emergency Response Coordinator
Job Code:
5A008 - ProgPlanEval05
Job ID:

Purpose :

- To coordinate the development, implementation, activation and operation of the Emergency Management Program (EMP), business continuity, emergency response and security plans for the remote northern transportation program, including supporting staff and manager awareness by providing research and operational support, advice and training.
- To ensure that the organization is prepared for an emergency caused by the forces of nature, an accident or an intentional act by assisting in preparatory, mitigation and response activities and coordination during an emergency and/or potential emergency to ensure continued delivery of key government services to the public residing in remote northern communities of Ontario in the event of an emergency.

Key Responsibilities :

1. Coordinates the organization's emergency management program, including supporting the following main components of the emergency management program:
- Prevention ? working with colleagues to take the necessary action to prevent avoidable emergencies from happening;
- Mitigation ? working with colleagues to promote education and awareness activities to reduce or prevent the impact of emergencies;
- Preparedness - developing emergency response plans, conducting training and exercises and educating managers, staff and stakeholders;
- Response ? working with colleagues to manage emergency situations and providing timely, relevant and accurate emergency information to managers, staff and stakeholders;
- Recovery ? working with colleagues to develop and implement processes that expedite a return to normal operational activities and the recovery of losses including preparation of after action reports, analysis, assessment and evaluation.

2. Program and Policy Development
- Participates in the development of the organizations' emergency management, emergency response, security and contingency planning procedures by establishing emergency response protocols, directives and evacuation plans related to protests, office occupations and/or disturbances, threats to air transportation, external labour unrest and extreme weather.
- Researches, develops and implements emergency management program, employees workplace security and safety program requirements including staff security checks, facility/building access, mobility issues, protection of sensitive assets and systems security controls to evaluate preparedness, prevention, mitigation, response and recovery policies and analysis.
- Participates in the evaluation and review of the Emergency Management Program, develops and maintains Building Physical Security Plans by conducting Physical Security Threat Assessments to ensure compliance with the OPS Physical Security Operating Policy by developing recovery plans to ensure the return to service of critical functions; Designs and maintains incident management and reporting protocols; Participates in program evaluations.

3. Program Management
- Coordinates Emergency Management Program activities including identifying and monitoring issues with emergency management potential, anticipating emerging policy issues, initiating research to determine issues and taking/recommending appropriate action.
- Designs, develops and conducts emergency management exercises in compliance with legislative and procedural requirements; develops Ministry operating procedures, notification arrangements, drills and training manuals.
- Reviews emergency/security and ministries Business Continuity Plans to provide technical support in the development of publications and/or awareness education and provides recommendations for improvement and or compliance with applicable legislation.

4. Advice and Consultation
- Provides advice and assistance to ministry staff, management and committees to facilitate the creation of plans, provide advice and recommend response actions and plan development.
- Develops partnerships with emergency management staff in the ministry, other ministries, agencies, governments and industry to share information, provide advice and discuss/coordinate emergency management program issues, planning and response requirements. Represents the ministry position on emergency management, providing input into strategic directions and advice to staff related to emergency management program delivery.
- Researches and prepares reports, briefing and presentation materials to communicate contentious emergency issues/requirements; updates and maintains a list of managers responsible for acting as emergency manager building leads and backups.
- Prepares and delivers emergency management training and education programs to staff and stakeholders and assists in the development of training opportunities and materials.

5. Emergency Operations Centre Administration
- Supports the emergency manager/incident commander by preparing and operating an Emergency Operations Centre for the organization (i.e., a centralized command and control facility for the purposes of emergency/disaster management) as required to ensure the continuity of airport operations;
- Trains staff regarding their EOC roles; Alerts staff and managers to respond to their EOC positions as required for drills and incidents;
- Gathers, collects and analyses data to support decisions that protect ministry assets, lives and stakeholder interests;
- Liaises with the manager, heads, Airport Zone Supervisors, airport and other ministry staff to collect and disseminate information on behalf of the emergency manager/incident commander.

Knowledge / Skill :

Knowledge of and/or skills in:
- Principles, policies, practices and protocols related to emergency management prevention, mitigation, preparedness, response and recovery to
participate in the development of the emergency management program.
- Interpretation and application of related federal and provincial legislation/programs (e.g., Emergency Management and Civil Project Act) to assist in the delivery of the ministry emergency management program and provide legislative advice and interpretation.
- Project management and coordination methods to support emergency management program development projects, prioritize/coordinate activities, develop strategies and operational plans and conduct or ensure the timely review of plans.
- Risk identification and assessment techniques to identify and recommend areas to focus on for the development of plans, conduct risk assessments and respond to emergencies.
- Communication and writing techniques to work with internal and external partners and stakeholders, deliver training, prepare reports, plans, briefing materials and education exercises and develop linkages with clients/partners.
- Computer operation and software applications to prepare technical reports and briefing materials and search, retrieve and manage emergency management program data and information.

Interpersonal / Influencing Skill :

- Consultation skills to lead consultations with clients, partners and stakeholders, who may have opposing views on emergency plans, defend recommendations and provide advice on emergency management and response issues.
- Interpersonal and persuasion skills to work with and convince clients, partners and stakeholders to accept alternate strategies to deliver prevention, preparedness, response and recovery actions.
- Presentation skills to provide training, explain the ministry's role in emergency management and response, present explanations on complex risk and prevention activities.
- Advisory and facilitation skills to work with program areas, other ministries, governments and industry to develop, implement and maintain the organization's emergency management program.

Analyzing / Problem Solving Skill :

Analyzing and problem solving skills to:
- Identify, research and prioritize issues; determine those that are contentious and recommend action to senior staff/management; manage a number of issues concurrently and solving issues among stakeholders and clients.
- Interpret and apply recognized methods, policies and procedures to meet financial/regulatory requirements; assess operational and administrative needs, monitor performance; deal appropriately with issues and program areas.
- Evaluate trends, standards, policies and protocols using multiple sources of information to identify requirements, develop options and make recommendations.

Decision Making / Responsibility :

Responsible for:
- Coordinating the organization's emergency management program.
- Designing, coordinating and/or delivering emergency management exercises, training materials and procedures.
- Evaluating emergency management/response plans and making recommendations for emergency management and business continuity planning.
- Recommending operational and policy changes that impact the direction and delivery of the remote northern transportation program, emergency management program and influence related legislation.
- Making recommendations on appropriate mitigation, response and recovery actions to program areas in relation to a variety of critical incidents.

Has latitude to determine program area and stakeholder involvement during specific response and recovery activities to support delivery of the organization's emergency management program.

Decisions are guided by: Relevant legislation and regulations, guidelines for provincial emergency management programs, ministry policies, procedures and business services and Ontario's emergency management framework and plans.

Contacts / Stakeholder :

- Regular contact with colleagues in a geographically decentralized field organization to coordinate activities, complete projects, provide training, share technical advice, develop recommendations, assess organizational performance, identify and mitigate risks, etc.
- Regular contact with other ministry staff as well as staff from other ministries and government agencies to gather and disseminate information, conduct joint exercises, resolve shared operational challenges, exchange technical advice, identify and mitigate risks, etc.
- Regular contact with federal regulatory agencies, other airport authorities, First Nations governments, air carriers and other stakeholders to promote compliance, share information, resolve operational issues, participate in joint exercises and training opportunities.
- Occasional contact with politicians, political staff and the public to assist in resolving issues, enhancing public awareness of the organization, educating travelers and promoting the organization.

Guidance / Supervision :

- Provides technical support and advice to colleagues, managers and committees as a subject matter expert.
- Provides guidance and support to field staff to explain directions, provide training, support implementation of new tools and processes, ensure timelines are met, correct documentation errors, etc.

Demands / Pressures :

Work Demands :

- Frequently deals with unexpected work demands, changes to deadlines and conflicting work demands (e.g., changes in directions, briefing requests).
- Occasional requirement to work beyond or outside normal work hours with disruption to personal life when travelling to remote airports, providing training, attending meetings, facilitating stakeholder consultation sessions, etc.

Mental / Sensory :

- Frequent requirement to read and concentrate intently when reviewing complex reports, policies, legislation and regulations, emergency management and business continuity plans, analyzing complex issues, developing training materials and attending meetings with ministry staff and stakeholders.
- Frequent requirement to observe and give instruction when providing direction and training to staff and providing assistance to various colleagues and working groups.
- Incumbent may also be dispatched to the site of an emergency to provide subject matter expertise, support rapid decision making and to act as a communications link to managers and/or senior executives.

Conditions / Environment :

- Work is generally performed in a typical office environment.
- Incumbent occasionally is required to travel to remote airports via small aircraft to conduct field visits, assess operational issues, run exercises, train colleagues and meet with stakeholders.

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