Ottawa Police Service Job Description

Ottawa Police Service Job Description

I. Job Information:

Title:Program Manager / Affiliation:Civilian
Directorate:Executive Services / Section: Office of the Deputy
Position #:TBD / Job Code:TBD
Pay Group:Eleven (11) / Salary: Civilian Pay Schedule
Effective Date:April 10, 2018 / Shift: Monday – Friday Days
Work Location:TBD
Supervisor’s Title:Deputy Chief Operations

II. Overall Purpose:

The overall purpose highlights the major elements in the job and provides the reader an overview, explaining the purpose, tasks, and responsibilities inherent in the job and the placement of the job within the organizational hierarchy.

• Reporting to the Deputy Chief, the Program Manager is responsible for managing multiple, related projects/business cases and navigating complex activities that span across the Ottawa Police Services to align with organizational goals and vision.

Develop and establish an integrated strategic program framework that will build organizational capacity, systematically transform and evolve service delivery practices, and align with the corporate strategic vision, and business plan objectives of continuous improvement, effective and efficient operations.

Ensure vision and strategies are transformed into action by coordinating and providing oversight on the development and execution of program and project objectives and deliverables.

Oversee progress and risks and provide expert advice to facilitate executive decision-making.

Establish and maintain strong and effective stakeholder relationships at all levels of the organization.

Manage the human and financial resources to build capacity and ensure effectiveness and efficiency.

III. Major Responsibilities:

This is an expansion of the overall purpose. Make statements clear and concise so that they would be meaningful to a person not directly familiar with the work. Each sentence should begin with an active verb reflecting what, how, why, and the frequency of what is done. Consider the objectives of the job and the variety of work performed over the course of an entire year, and list the major responsibilities in order of importance.

• Develop and establish an integrated strategic program framework that will build organizational capacity, systematically transform and evolve service delivery practices, and align with the corporate strategic vision, and business plan objectives of continuous improvement, effective and efficient operations:

Oversee the development of the Program Governance, Roles and Responsibilities, and Terms of Reference for the various committees and working groups.

Provide leadership, strategic advice and oversight for the program design activities.

Design, develop, and lead outsourcing strategies that leverage external partners’ business infrastructure and specialized professional capabilities to build needed capacity within OPS.

Engage Labour Relations and Legal Services to identify risks and mitigation strategies for service delivery strategies (i.e. outsourcing, in sourcing and civilization).

Oversee procurement strategies, process and methodology and ensure compliance with City of Ottawa bylaws.

Provide strategic direction and management oversight related to the Change Management, Training Plan, Communications Plan/Consultation Plan and Stakeholder Engagement Plan.

Oversee the designof Lean business process reengineering sessions and program reviews.

• Ensure vision and strategies are transformed into action by coordinating and providing oversight on the development and execution of program and project objectives and deliverables:

Provide structured processes and expert resource support to major strategic and change initiatives.

Plan and manage concurrent highly complex projects consisting of a number of deliverables, integrated schedule, complex dependencies and significant resource requirements in a highly political and unionized environment.

Manage external Senior Project Managers and assigned staff to ensure that projects are delivered on time, on budget and to a measure of quality ensuring Program objectives are met and delivered to expectation.

Provide strategic guidance in the development of project parameters such as the participation of internal participants and / or stakeholders, scope, terms of reference, key issues, key milestones, and initial project structure.

Provide oversight in the development of project charters, business cases, integrated project plans, and project schedules to ensure alignment to Program and organizational goals and objectives.

Review and ensure alignment on all program deliverables, assesses impact, risk, constraints and dependencies.

Manage the integration of major projects and associated working teams and ensure alignment to other major transformational programs.

Manage business case development of major program initiatives that may lead to Alternative Service Delivery.

Develop and maintain Program integrated project plans, schedules and risk registries.

Ensure that all recommendations are in compliance with legislation, adequacy standards, service standards and SOP’s.

III. Major Responsibilities (cont’d):

Identify areas that require new or changes to existing policies, procedures and processes; initiate the policy review and amendment process.

• Oversee progress and risks and provide expert advice to facilitate executive decision-making:

Report on program status, identify the impact and risks, dependencies of Program integration with other major OPS initiatives, and make recommendations for transformation activities that align with program objectives.

Prepares and deliver Business Transformation (BT) related status reporting and support to sponsorship levels including Senior Management Committee and Executive Committee.

Implement practices and procedures to identify and address Program issues and risk management.

Manage project risk to ensure identification, escalation and resolution of issues across multiple delivery groups and / or projects.

Establish professional networks and keeps abreast of industry trends to ensure awareness of changes that may affect the direction of the projects and policies.

• Establish and maintain strong and effective stakeholder relationships at all levels of the organization:

Liaise with Executive Management and Senior Management Committees, management and operational staff to ensure the effective and efficient program delivery; represent Program on a number of committees as required.

Build and maintain effective business relationships and facilitate dialogue with OPS senior management/executive management and all internal client groups.

Design and implement program communications with a strong focus on business transformation and organizational change management.

Communicate with clients and other stakeholders to gain support for the program and to solicit contributions.

Establish working relationships with individuals at other Police Services and comparable organizations to identify best practices, current and evolving trends and industry standards.

Prepare Ottawa Police Service Board quarterly reports and financial updates as required.

Partner with the OPS Project Management Office (PMO) to deliver in accordance with PMO Program framework of established project / program management methods, best practice and standards.

• Manage the human and financial resources to build capacity and ensure effectiveness and efficiency:

Provide program management support / direction to assigned staff and working group members.

Develop a strategic resource plan to support Program management and deliverables.

Assess, identify and secure the required internal resources and external professional services required to execute the delivery of the program.

Recruit and manage Consultants and other staff as required.

Manage all program and project funds in accordance to established financial policies and procedures.

Manage the overall benefits realization, identify and report on financial and intangible benefits of project achievements and outcomes.

In consultation with the Deputy, develop an annual budget and operating plan to support the program and manage the Program / Project Budget as approved.

IV. Statement of Required Qualifications:

Required qualifications are considered the essential minimum qualifications to carry out the duties and responsibilities of a position.

I.Education and Experience

Level of minimum academic or other formal training required which provides the basis for development of the skills and knowledge needed in the position. Level of minimum experience required for the position, including the number of relevant years of experience.

• Four (4) year University Degree in relevant field (Management, Project Management, Business or Public Administration, Social Sciences, etc.).
• Experience and formal training combined may substitute for stipulated education requirements.
• Minimum five (5) years in progressively senior functions directly managing complex projects and integrated program management, and working with Senior and Executive Management including:

Program Management experience in business transformation / organizational change management in a highly political and unionized environment.

Experience in a Project Executive advisory role, planning, establishing, modernizing or transforming large scale projects.

Experience in managing project teams in a matrix organization.

Developing communication for all levels of an organization using a wide variety of media and approaches.

II.Language

Degree of skill needed, i.e. oral fluency, reading and writing ability in one or more languages.

• English – fluency in oral, reading, and writing.

III.Certification/Licenses

Specify only certification / licenses that is mandated / required, and which provides the basis for development of the skills and knowledge needed in the position.

• Project Management Professional (PMP) designation from the Project Management Institute (PMI) or equivalent professionally recognized designation or in advanced process of completing same.

V. Job Knowledge

Information concerning facts, theories, systems, practices, regulations and other subject matter relevant to the performance of the duties and responsibilities of the position.

• Working knowledge of:

The Organization’s Mission, Vision and Values, three (3) year Business Plan, organizational structure, and functions.

Superior writing skills, report development and presentation skills(at working and senior levels).

LEAN & Change Management Principles

Government Procurement Practices

Program Evaluation

Project Management Body of Knowledge (PMBOK).

Project Management Institute (PMI) best practices, professional standards, and industry focuses of discussion.

• Advanced knowledge/use of MS Office – Outlook, Word, Excel, PowerPoint, Visio and MS Project.
• Advanced knowledge/use of CA Clarity

VI. OPS Competencies

This section draws directly from the new OPS competency matrix. Select the appropriate competencies and level associated with the position. These competencies will form a central part of the new Performance Management Process.

Competency / Level / Competency / Level
Communication / 3 / Leadership / 1
Teamwork / 2 / Planning & Organizing / 2
Adaptability / 2 / Organizational & Environmental Awareness / 2
Service Orientation / 2 / Org. & Environmental Awareness / 1
Networking and Relationship Building / 3 / Strategic Thinking / 1
Problem Solving / 3

VII. In-Service Training

Specify only training that is mandated / required to perform the position duties. Do not include training that is not essential.

• The following mandatory training and education is provided to all civilian Managers of the OPS:

Supervisor Health & Safety

Respectful Workplace

Violence in the Workplace.

Accessibility for Ontarians with Disabilities Act (AODA).

Road to Mental Health Readiness (R2MR).

VIII. Effort and Working Conditions

Specify the physical & mental effort and working conditions under which job duties are performed, including nature, frequency, and duration.

Work is performed in standard office environment with minimal adverse working conditions.

Occasional requirement for travel between OPS locations.

IX. Desired Qualifications

Desired qualifications are considered a “plus”.

Oral, reading, and writing fluency in French or other languages.

Five (5) years experience with OPS / City of Ottawa or other similar organization with a sound knowledge of the OPS Business Plan and strategic direction of the organization.

The systems and / or process currently used by the organization in developing and maintaining its Budget, Work Force Management, Compliment Allocation and Performance Management.

Experience preparing professional reports for presentation to Senior Management / Board or Directors or an overseeing civilian body.

X. Approvals

All job descriptions require the approval of the Supervisor / Manager and Human Resources. The Supervisor / Manager are responsible for obtaining Human Resources approval (via email) prior to using any job description as the official document of record.