JOB DESCRIPTION I. JOB IDENTIFICATION II. POSITION SUMMARY III. ORGANIZATIONAL STRUCTURE IV. PRINCIPAL RESPONSIBILITIES

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1 JOB DESCRIPTION I. JOB IDENTIFICATION Position Title: Communications Advisor Job Code: 2146 Position Number: Various Linguistic Profile: CBC Group and Level: ADG-D Supervisor Title: Senior Communications Advisor Directorate: Corporate Communications Service Area: Office of the Clerk Effective Date: October 23, 2017 II. POSITION SUMMARY The Communications Advisor is responsible for developing and providing communications strategies, services, products, tools and advice to clients throughout the House of Commons. III. ORGANIZATIONAL STRUCTURE The Communications Advisor reports to a Senior Communications Advisor. The Communications Advisor does not have supervisory responsibilities; however, the incumbent is called upon to provide guidance and advice to junior team members. IV. PRINCIPAL RESPONSIBILITIES 1. Supports the Head and the Senior Communications Advisor in the achievement of a service line s business objectives by providing high-quality recommendations, 2. Manages, develops and implements communications strategies, plans and tools using new and traditional media to promote and support effective communications within the House Administration and on behalf of the House of Commons for an assigned portfolio(s)/project(s). Provides House of Commons management and employees with key communications advice and guidance, including guidance on the interpretation and application of relevant House of Commons policies, procedures and practices, to ensure consistent application for all communications documents. 3. Develops and oversees production of a vast range of high-quality communications products in a variety of formats (speaking notes, briefing material, newsletters, corporate communiqués, Web sites, reports, brochures, news releases, media lines, questions and answers, backgrounders, tweets, Instagram content, etc.) for both internal and external audiences; works closely with the Senior Editor/Project Officer to ensure quality control for communications material. 4. Conducts research and analyses of information collected from various internal and external sources (e.g. other government departments, reports, parliamentary publications) in order to write and edit background notes and other briefing material, questions and answers, and speaking notes used by the 1

2 Speaker of the House of Commons, members of the Board of Internal Economy, the Clerk and the Clerk s Management Group. Provides appropriate options and recommendations to the Senior Communications Advisor and to managers and employees within the assigned portfolio/project to resolve any issues. 5. Plans, leads and manages projects in collaboration with other service areas of the House Administration and Corporate Communications team members. Project teams may also involve consultants. 6. Provides House Administration managers and staff with strategic and operational advice and recommendations on the best communications approaches and tools to help them effectively manage critical issues and deal with the impacts of their program and policy initiatives. 7. Provides advice and editorial assistance to the Senior Editor/Project Officer and the Communications Coordinator for the production of the in-house newsletter; provides communications support to the Head, Corporate Communications in the area of crisis communications. 8. Participates in various House committees and working groups to remain informed of all major current and planned House activities, programs and issues, and to provide communications advice and guidance; develops and maintains collaborative and collegial working relations with key groups across the House Administration. V. KNOWLEDGE, SKILLS AND EXPERIENCE Education University degree in communications or journalism, or an acceptable combination of education, training and experience related to the work of the position. Knowledge Sound knowledge of communications theories, principles, practices and leadingedge methodologies to develop and implement communications strategies, tools, products and services; to advise and guide clients, project teams, managers and staff involved in communications initiatives, special projects and events; and to play a role in building and reinforcing the internal communications structure. Good knowledge and understanding of the culture and traditions of the House of Commons and House Administration and of the pressures they face, of organizational structures and of client business lines, issues and priorities in order to provide effective communications products, services and advice. Experience A minimum of 3 5 years experience as part of a communications team. Skills Strong analytical skills to assess and assimilate a good deal of information dealing with a variety of issues and subjects, as well as organizational skills to meet deadlines. Advanced writing skills to develop high-quality executive briefing notes and other communications documents. Verbal communications and presentation skills to raise and discuss complex issues with clarity. Leadership skills to manage teams and coach staff and colleagues in enhancing communications skills. Strong interpersonal skills to develop and maintain collaborative working relations and partnerships with managers and staff at all levels at the House. An aptitude for technology. 2

3 VI. WORKING RELATIONSHIPS Contact Managers at all levels, their staff and colleagues throughout the House Senior Communications Advisor, project team members and the Head, Corporate Communications External communications specialists (contractors) Public and private sector organizations Purpose / Result of Contact To exchange information regarding their communications requirements. To provide expertise and advice that will assist them in developing communications strategies and products. To clarify and/or discuss specific issues in order to write comprehensive documents such as briefing notes and questions and answers. To maintain information networks which are important for developing communications products and delivering services that meet current client requirements. To provide options, recommendations, direction, advice and guidance in the development and delivery of communications strategies, To manage their work and provide them with feedback. To share information on best practices in the field of communications. VII. PROBLEM SOLVING Challenge/Situation and Response 1. Challenge/Situation: Provide expertise and advice to clients and project teams. Develop strategies and write documents based on knowledge of communications policies, procedures, guidelines and best practices as well as knowledge and understanding of business lines and organizational structures to ensure reliable and current information often under tight time constraints. Assistance/Reference/Support Senior Communications Advisor and the Head, Corporate Communications. 3

4 Challenge/Situation and Response Assistance/Reference/Support Develop strategies and write documents based on knowledge of communications policies, procedures, guidelines and best practices as well as knowledge and understanding of business lines and organizational structures to ensure reliable and current information often under tight time constraints. Introduce and promote to the House of Commons Administration, communications concepts and processes in new areas where there are minimal precedents on which to draw. 2. Challenge/Situation: Write documents dealing with sensitive issues. Head, Corporate Communications and Senior Communications Advisor. Provide pertinent information without divulging sensitive information or generating uncertainty among target audiences. 3. Challenge/Situation Lead project teams. Head, Corporate Communications and Senior Communications Advisor. Deal with diverging views and positions, and propose solutions to overcome differences in order to develop effective and cohesive communications strategies and plans. VIII. ACCOUNTABILITY Decisions Develop and deliver communications strategies, Provide expertise and advice to clients regarding communications products, services, strategies, approaches, policies and guidelines. Lead and manage project teams that include internal and external members involved in the development and delivery of communications Impact Communications strategies, products and services that meet the information needs of clients and the objectives of the House Administration. The provision of advice and expertise to clients to meet their communications needs. The support of administrative initiatives and events, such as communications workshops and in planning and reporting activities. 4

5 Recommendations Conduct background research to write briefing notes, background notes, questions and answers, media lines and speaking notes that meet established standards and guidelines, fulfill client information requirements and meet required deadlines. Monitor private and public sector communications best practices and methodologies and make recommendations for workshops and/or the adaptation of latest practices and methodologies. Clients. To Whom Head, Corporate Communications. IX. WORKING CONDITIONS A Physical Effort The incumbent is required to remain seated for extended periods of time each day to research information, review documents, use a keyboard, focus on a computer screen, prepare documents and attend meetings. There are occasional requirements to walk to other buildings within the Parliamentary Precinct or satellite buildings. B Physical Environment The work is normally performed in a closed office environment, with daily exposure to glare from computers during long periods of keyboarding, extensive reading and working on projects/reports for up to five hours at a time. C Sensory Attention Visual attention is required for sustained periods on a daily basis when reading, producing and analyzing a variety of documents. There is little tolerance for errors. Auditory attention is also required for sustained periods on a regular basis to take notes and record decisions at meetings and capture the content of what is being said. D Mental Stress Stress results from having to deal with multiple demands, changing priorities and immutable deadlines, along with the pressure to deliver products and services of the highest quality despite severe time constraints. X. ADDITIONAL CONTEXT N/A XI. AUTHORIZATION Name of Supervisor Signature of Supervisor Date 5