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HOUSE OF COMMONS JOB DESCRIPTION

Revised: July 16, 2007

____________________________________________________________________________

 

1.         JOB IDENTIFICATION

 

POSITION TITLE:                                       SUPERVISOR TITLE:

Senior Policy and Project Officer                      Manager, Policy Services for Members

 

 

POSITION NUMBER:                                 DIRECTORATE:

Policy and Financial Planning

 

DIVISION:                                                    BRANCH:

Policy Services for Members                           

 

EFFECTIVE DATE:                          SECTOR:
May 22, 2007                                                  Finance Services

 

____________________________________________________________________________

 

II.        POSITION SUMMARY

 

The Senior Policy and Project Officer is responsible for reviewing, analyzing and developing assigned policies related to the allowances, entitlements and services provided to Members of the House of Commons, House Officers and their employees.  The incumbent will draft briefing notes for the Board of Internal Economy (BOIE). The incumbent will provide advice on policy interpretation to clients and service providers across the organization on a broad range of policy issues including Members’ salary and benefits, telecommunications, budgets and finances, travel, terms and conditions of employment of Members’ and House Officers’ employees, service contracts, impacts of an election and the dissolution of Parliament as well as the resignation or death of a Member. The incumbent will draft and implement the BOIE’s decisions in the Members’ Allowances and Services manual and ensure that the content of this manual reflects the BOIE’s direction.  The incumbent will also develop and use a broad range of communication strategies with clients and service partners to ensure accurate and consistent policy interpretation and application related to the Members’ Allowances and Services manual.

 

III.       ORGANIZATIONAL STRUCTURE

 

The Senior Policy and Project Officer is one of five positions reporting to the Manager, Policy Services for Members. The other four positions are: two Senior Policy and Project Officers; one Business Application Officer; and one Administrative Assistant.


IV.       PRINCIPAL RESPONSIBILITIES

 

1.      Researches and analyses assigned policy and service improvement issues relating to the allowances, entitlements and services for Members of the House of Commons, House Officers and their employees.  Develops recommendations and drafts policy submissions and briefing notes related to Members’ entitlements, allowances and services.

 

2.      Leads policy development project teams, or participate on other teams, as assigned relating to the allowances, entitlements and services for Members of the House of Commons, House Officers and their employees.  Develops recommendations and drafts policy submissions and briefing notes while managing the consultations with these stakeholders and ensuring that their business and operational issues are accounted for in the recommendations and implementation plans.

 

3.      Provides advice and direction to clients and stakeholders across the organization to ensure accurate interpretation of policies; identifies potential and existing policy issues for improvement where policy application or understanding is not as intended by senior management or the BOIE; and recommends policy issues for review.

 

4.      Develops partnerships with directors, managers and operational staff across the whole organization to understand their operational issues as they relate to service delivery to Members and BOIE policy decisions.

 

5.      Draft new policy or modify existing policies based on the BOIE’s broad decisions; seek approval and implement the changes in the Members’ Allowances and Services manual (MAS); Ensures the accuracy of policy content and the visual appearance (i.e. layout, font, spacing, style) of the manual in printed and web formats in accordance with established protocols using a customized software application.

 

6.      Drafts correspondence on behalf of the Speaker, the Clerk, the BOIE and the Chief Financial Officer to questions from Members, House Officers, their employees, other governmental organizations, the media or the public.

 

7.      Assesses business requirements for the development of new customized business-related software applications; in conjunction with Business Application Officer tests application and provides functional feedback.  

 

8.      Develops and implements a multi-faceted communication strategy to ensure the accurate and consistent policy interpretation and application related to BOIE policies documented in the MAS.  This involves the development and delivery of workshops, tools kits, and reference material and information sessions.

 

9.      Participates in the development and implementation of the Election Readiness and Members’ Orientation Programs.

 

V.        KNOWLEDGE, SKILLS AND EXPERIENCE

 

The House of Commons presents a unique work environment, which is not bound by typical government legislation, but is highly impacted by the political environment, legislative independence of the House of Commons, and the unique parliamentary privileges of its Members. Furthermore, the scope of policy responsibilities for this division includes financial, administrative, human resources, contracting, travel and variety of unique entitlements. Examples of policy areas include: terms and conditions of employment for Members’ employees, Members’ salary and benefits, travel allowances, financial budgeting for the office operation of Members and House Officers, professional services contracting, etc.

 

As a result, the work of this position requires the knowledge of the theory and principles of policy development, including policy research, analysis and evaluation methodologies in order to develop, recommend and draft briefing notes, communicate, advise on, monitor and support the application and integration of BOIE policies relating to Members’ allowances, entitlements and services.  Furthermore, the work also requires excellent financial analysis skills and an understanding of the theories and principles in the fields of human resources, corporate or administration to develop policy.  In order to communicate these policy decisions effectively across the organization, a level of practical experience is required to understand the issues of service providers in various disciplines in the organization.

 

The work requires a sound knowledge of business analysis, communications concepts and techniques as well as technology and web applications. Combining these skills and knowledge allows the incumbent to develop draft effective policy documents; to develop and recommend policy communications strategies and processes in print and on line formats; to develop and provide advice on the implementation of guidelines and the best formats for the presentation of policy related materials.

 

Also required is knowledge of the business and political environment of the House of Commons and an understanding of the impact of the work of the Policy Services for Members Division has on the House of Commons financial, resource planning and risk management functions. Application of this knowledge is guided by the policy development and policy analysis methodologies established by the Manager but the variety of policy areas requires that the work be based on the sound professional judgement of the incumbent.

 

The work requires experience in policy research and analysis and operational experience in at least one of the operational fields, finance, administration, human resource management, in order to understand and analyze the impacts of a policy change on current entitlements and allocations and to lead or participate on policy review/development project teams. 

 

The work of the position requires the incumbent to have strong and effective research, analytical and problem solving skills; excellent project management skills; highly developed writing skills to draft briefing notes, submissions and MAS amendments, to write policy proposals; excellent on-line and Microsoft Office skills, and good facilitation skills and consultation skills.

 

The work requires a thorough knowledge of the various Acts and Regulations applicable to financial, human resources and administrative management in the Public Service of Canada and the policies and procedures of the Treasury Board of Canada and the Public Service Commission to properly place the development and review of the allowances, entitlements and services applicable to Members of the House of Commons, House Officers and their employees within the context in which they must operate.

 

 

VI.       WORKING RELATIONS

 

The incumbent of the position is required, on a daily basis, to provide policy interpretation and advice to executives, managers and service providers across the organization and to discuss management issues to determine if policy issues are at play requiring either the development of new policy or the review and amendment of existing policy. The incumbent is also required to identify with managers and service providers any cross-policy conflicts and to discuss solutions for their integration.

 

The incumbent consults with policy officers, clients, service partners on a daily basis, to clarify information, to discuss alternatives, to consider financial implications, to gain buy-in to proposals, to provide advice and guidance on policy documentation structure, format and web implications and to develop consensus when differing views are present.

 

The incumbent consults the Manager, Policy Services for Members and with colleagues in the Policy and Financial Planning Directorate on a daily basis to report on policy development issues, to solicit feedback, to influence policy directions and to identify problem issues and recommend solutions including consultation with the Business Application Officer to ensure an integrated approach between policy writing and web site capabilities, flexibility and technical requirements.

 

The incumbent consults with legal counsels on a regular basis to ensure that policy proposals are in accordance with the By-laws of the BOIE and to coordinate the maintenance thereof.

 

The incumbent establishes and consults with, on a regular basis, a network of contacts in other Canadian legislative organizations and in the private sector to explore specific policy issues, to discuss approaches taken to policy development and implementation, and to identify best practices.

 

The incumbent, regularly, has direct contact with Members, House Officers and their employees to provide information or interpretation on the policies relating to Members’ allowances, entitlements and services and their employees’ terms and conditions of employment.

VII.     PROBLEM SOLVING

 

The Senior Policy and Project Officer is responsible to assess current practice, to research suitable alternatives, to provide financial analysis, to recommend options and the best course of action, to develop and write appropriate policies, to coordinate and assist in the implementation of approved policies, and to prepare suitable documentation, including briefing notes and submissions to the BOIE. Direction is available from the Manager, Policy Services for Members on the specific objectives for the assigned issue. Due to the range of policy issues, finance, human resources management or administration, and the changing priorities of the clients and the BOIE, the Senior Policy and Project Officer is required to balance overlapping demands and exercise sound judgement in responding to such shifting of focus and priorities without disrupting the work. Also due to the range of the policy areas, the incumbent must identify and evaluate potential cross policy conflicts, assess risk impacts and develop options for ensuring the integrity of the BOIE’s decisions. Incumbent must have a solid understanding of the service providers business issues for each option recommend ensuring it can be implemented effectively and efficiently.

 

The Senior Policy and Project Officer is expected to analyse the variety and complexities of the wide range of policy issues and the varying user needs relating to the development and maintenance of the MAS, to recommend, implement and manage a content management framework both on line and in print ensuring error free documentation, clear, unambiguous writing and high user satisfaction. Solutions are based on the knowledge of policy theories and practices and the analysis and integration of information management best practices. The incumbent works in partnership with the Business Application Officer to ensure content and format consistency of the MAS in hardcopy and on-line.

 

 

VIII.    CHALLENGES

 

One of the greatest challenges faced in the position is the environment within which the work must be accomplished. In addition to the conceptual challenges of policy formulation, the Senior Policy and Project Officer must have an understanding and appreciation of the culture, tradition and past practices of the House of Commons, its position as a separate employer, the political dynamics, the specific concerns of each political party, the independence and special concerns as Members of the House of Commons, the close scrutiny of the media and be able to function effectively in a unique operating environment characterized by a work flow tied to the parliamentary cycle.

 

A major challenge for this position is to develop electronic formats which are both user friendly and yet are sufficiently flexible to encompass the diversity of policy issues dealt with. This is state-of-the art technology in government and requires sound judgement and an ability to develop new, innovative approaches which have not been undertaken at the House before.

 

Another challenge is the very reactive work environment where a day of planned activities will be regularly pushed aside to deal with new urgent requests from senior management for the BOIE or the Clerk’s Management Group. This is especially challenging for this position since the reactive policy work must be balanced against the proactive communication work with clients, stakeholder and service partners.

 

The work has high visibility with senior management and the BOIE requiring fast turnaround on requests for analysis, options and recommendations. The analysis must be thorough and accurate. There is no tolerance for error. The fast changes in technology require openness and flexibility to change. Consequently, the mental stress level is very high.

 

Within this environment, it is challenging to foster and maintain consensus and acceptance on policy positions when so many different points of view must be considered, where cross-policy objectives are often different and when conflict may approach hostility.

 

IX.       ACCOUNTABILITY

 

The Senior Policy and Project Officer is accountable to research, analyze, develop, write, communicate, document, support the implementation of and to monitor the effectiveness of new or revised policies relating to the allowances, entitlements and services applicable to Members of the House of Commons, House Officers and their employees. The Senior Policy and Project Officer provides advice and guidance on policy interpretation in own area of responsibility and ensure general application within the context of the House of Commons Administration. The Senior Policy and Project Officer drafts briefing notes on policy issues in own area of responsibility requested by senior management or the BOIE and drafts correspondence for Members of the House of Commons, House Officers or their employees. The Senior Policy and Project Officer leads policy development teams as required and as assigned by the Manager and at times participates as a member of major policy project teams led by a Senior Policy Officer.

 

The Senior Policy and Project Officer is accountable to make recommendations and decisions which have a direct impact on the information structure and framework of the MAS. The incumbent is expected to provide advice and guidance on the Board policies to all stakeholders and users, to exercise quality control on both content and format and to mange a framework to ensure the accuracy, reliability and integrity MAS both on line and in print. The incumbent is responsible for ensuring the visual appearance (i.e. layout, font, spacing, style) of the MAS in printed and web formats in accordance with established protocols using a customized software application. 

 

The MAS is widely used within the House of Commons and is a basic tool for ensuring consistency of policy interpretation and application. The incumbent works within the plans and objectives established by the Manager, Policy Services for Members but, due to the specialized nature of manual development, has significant freedom to define and implement systems and procedures.

 

 

X.        WORKING CONDITIONS

 

A.        Physical Effort 

 

The incumbent spends most of the time sitting at a workstation. There are also requirements to: stand for periods up to two hours when making presentations, and to frequently walk for short periods to meetings in buildings.

 

B.         Physical Environment   

 

The work is mainly performed in a closed office environment and meeting rooms where there is exposure to: prolonged periods of glare from a computer monitor; and ongoing noise from office equipment, traffic, conversations and telephones.

 

C.        Sensory Attention        

 

There is a requirement for periods of prolonged concentration when using a personal computer, reviewing policy proposals and other documents and conducting research and analysis where attention to details is paramount. The incumbent must pay close and constant visual attention when proofreading documents.  The Manager must maintain focused aural and visual attention when leading or participating in committees and meetings and be aware of the changing stimuli such as reactions, inaccuracies in the transmission and understanding of information among all parties, vested interest of some participants that are counter to achieving consensus, etc., in order to identify and successfully deal with these factors.

 

D.        Mental Stress              

 

Stress is constant and results from: responding to tight deadlines for requests from senior committees and working groups, senior management, clients and other stakeholders/partners; providing advice and taking action on complex requests on a wide variety of issues in short time frames; balancing multiple or conflicting demands, and negotiating time frames and deliverables, high quality of written work in both official languages with zero tolerance of errors. Mental stress is also experienced when attending meetings held under strained circumstances when there is the need to achieve agreement in the face of considerable resistance. The need for the highest quality of service delivery also adds to the mental stress.

 

 

 

 

______________________                                  ____________________             _______

Signature of Incumbent                                       Signature of Supervisor                           Date