Corporate Communications Specialist

Job Information

Overall Purpose

Reporting to the Manager Corporate Communications, the Corporate Communications Specialist is responsible for: 

• Developing both short-term and long-term communications frameworks for internal, external and digital audiences.
• Contributing to corporate communications planning and organizational response to planned and unplanned events.
   

Major Responsibilities

Responsible for developing both short-term and long-term communications frameworks for internal, external and digital audiences.

• Ensure accurate, timely, relevant, consistent, quality and alignment of messaging in all communications by reviewing, editing and acting as a level of quality assurance dependent upon targeted objectives.
• Meets with clients (internal and external) to discuss objectives and requirements of corporate communications requests.
• Responsible for the evaluation of communications initiatives; measures and analyzes the effectiveness of communication messages and initiatives and prepares summary reports as necessary to ensure that gaps are understood and addressed. 

Develops and creates communications deliverables, for municipal, provincial and national audiences, including:

• Short-term and long-term communications strategies, social media campaigns and analysis, speeches, website content, board reports, briefing notes for senior and executive members, graphics, posters, project support, and media releases from executive.

Monitors search engine traffic to enhance user experience and promote digital content.

• Leverages web-analytic tools to track and report on website traffic, including unique visitors, bounce rates, access points.
• Monitors, supports, and advises sections and individuals participating in social media.

Oversees the functionality and features of the website (e.g. social media feeds, news subscription feeds, media application, surveys, etc.).

• Ensures all content is available in both English and French and is AODA compliant as legislated under the Ontarians with Disabilities Act (ODA, 2001).

Major Responsibilities (continued)

• Researches, designs, develops and uploads new web content including editorial content, photos, graphics, video scripts, embedding videos, and promotional links to related content.
• Provides graphic design services and creates a visual representation of ideas and messages for publication; both internal and external communications for web and print. 
• Photographs events and produces imagery to establish the visual identity for the OPS for online publication, internal and external documents.
• Shoots and edits video of events and produces content for internal and external dissemination.
• Responds to public queries through social media and the info@ottawapolice.ca account.
• Acts as a primary point of contact with the public; maintains a direct link between the community and the OPS by providing an opportunity to promote dialogue and engagement.
• Participates in the development and delivery of police service events and information sessions.
• Supports community engagement initiatives through social media, the OPS website, surveys, or by leveraging other communications tools.
• Supervises and coordinates the work of students, and vendors (designers, translators, contractors, printers, and suppliers), community members and partners to develop specialized and custom communications.
• Interprets quotations and contracts with financial awareness to ensure compliance with OPS budgets based on industry pricing, City of Ottawa standing offer list and Purchasing By-Law.
• Acts as content manager for the Corporate Communications section of the Intranet, OPS Wiki, the OPS website, and any external social media content.
• Researches, develops and coordinates training, as well as produces custom training manuals and presentations for sections and individuals on the corporate use of social media.
   

Major Responsibilities (continued)

Contribute to corporate communications planning and organizational response to planned and unplanned events.

• Develops communications strategies, initiatives, and tactics for sections within the organization and the organization as a whole; provides communications expertise and support on all aspects of corporate communications.
• Develops common language for long-range planning documents.
• Develops and maintains standardized forms for internal and external use with alignment to organizational communication strategy and messaging.
• Gathers and evaluates information from various sources, both within and outside of the OPS, conducting communication analysis and prepares summary reports and briefings.
• Generates and monitors social media statistics for analysis in support of strategic corporate communications planning and corporate knowledge.
• Conducts research, interviews, monitors industry trends and best practices on the use of social media as a communication medium relating to emerging issues, and provides analysis and recommendations to establish strategy for reaching targeted stakeholder audiences and establish branding.
• Contributes to the development of policies, services, guidelines, and standards to serve internal and external clients.

Maintains knowledge and situational awareness of:

• Policy and projects in order to effectively meet a wide range of communications demands.
• Freedom of Information legislation and internal policies relating to the distribution or sharing of information.
• Ongoing public issues and events relating to the OPS and its function.

Provides guidance and support for crisis communications response, including developing executive response, monitoring social media and news reports, and providing a snapshot overview to executive in order to continually assess emerging events:

• Evaluates open-source information to assess community concerns and update executive.
• Supports the OPS during crisis as well as planned or unplanned major events, including at the Service Command Centre or the National Capital Region Command Centre as required.
• Interact with families of victims of personal tragedy to assist the family in developing a public statement they would like the OPS to issue on their behalf and provide insight into what they may expect in the days and weeks following the tragedy in terms of public and media interest.
• Responds in a timely manner to all emerging issues.

Issues official responses on social media relating to emerging news, criminal case files, and missing persons.

Research and obtain information to be used in the preparation of media releases, press conferences, speaking notes, and social media files. 

Liaise and consult with sections and community groups to develop, prepare and deliver content about policing / community events, safety and crime prevention initiatives for dissemination to the media, website and social media. 

Support, encourage and maintain an open, efficient, effective and professional relationship between police/media, police / community partners and Media Relations/other sections of the police service. 

Developing timely, relevant and effective communications and media strategies to keep the public accurately informed about crime occurrences and newsworthy policing events and activities to promote crime prevention and community policing initiatives of the Service. 

Respond to inquiries from the media, members of the Ottawa Police Service, other agencies and the general public regarding Ottawa Police Service incidents and events. 
 

Statement of Required Qualifications

Education 

• Minimum three (3) year College diploma / University degree Communication, English, Journalism, Public Administration, Graphic Design, Business, or related discipline.
• Experience and formal training combined may substitute for stipulated education requirements.

Experience
Minimum three (3) years experience in the field of public relations, communications and / or marketing including:

• Conducting, preparing and presenting research and analysis to a variety of audiences. 
• Developing communication messaging and content from multiple sources (e.g. research, interviews, external content, comparison analysis, policies and legislative changes).
• Preparing communication deliverables, in all mediums, for senior management and mass distribution; including the use of social media tools.
• Creating communication strategies in partnership with a variety of corporate clients and business lines.
• Experience with various types of office software products such as Microsoft Word, Excel, PowerPoint, Adobe Creative Suite software and Outlook, content management software and other relevant or comparable programs.

Minimum six (6) months experience in the field of media relations.

Language

• English – superior fluency in oral, reading, and writing.
• French – oral fluency; candidates may be required to provide a certificate of achievement at their own expense from the current OPS approved testing facility for:
• Advanced Level 2 proficiency in French - oral expression
   

Certifications and Licences

• N / A

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety.
• Respectful Workplace. 
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity & Inclusion (EDI).
• Active Bystander Law Enforcement (ABLE).
  Training of Graphic Design software and concepts will be provided if required.

All employees of the OPS are expected to complete all additional and new mandatory training as prescribed by the Office of the Chief.

Training of Graphic Design software and concepts will be provided if required.
 

Job Knowledge

Strong knowledge of the Organization’s Mission, Vision and Values, including external emerging and ongoing public issues.

Advanced knowledge of:

• Digital and traditional communications and trends.
• Specialized computer software, content management systems, applications and social media programs for creating and monitoring web communications.
• The relationship and differences in the roles of Media Relations & Corporate Communications in a Public Sector Corporation.

Working knowledge of: 

• Knowledge of policing issues and trends.
• Knowledge of corporate identity and copyright issues.
• Knowledge of project and time management best practices.
• Effective listening techniques.

Understands the rationale behind OPS policies, procedures, and structure and how they impact on the day-to-day work or delivery of services.
 

OPS Competencies

Hours of Work

Effort and Working Conditions

• Work is performed in a standard office environment with minimal adverse working conditions.
• The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.
• Some requirement for travel between OPS locations.
• Must be willing to report to the Ottawa Police Command Centre and the Service Command Centre or the National Capital Region Command Centre as required.
   

Desired Qualifications

• Oral, reading, and writing fluency in or other languages.
• Experience producing and edit videos.
• Graphic, web design, and webmaster experience.
• Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) – Municipal Administration Program.