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Job Title:  Officer, Operating Policy

Location: 

Ottawa, ON, CA

Other Location(s):  N/A
Employment Type:  Full-Time
Language Requirements:  English Essential
Job ID:  17359
Employment Type:  Full-Time
Job Details: 

Job Requisition Id: 17359 
Business Function: Engineering 
Primary City: Ottawa 
Other Location(s):N/A 
Province: Ontario 
Employment Type: Full-Time 
Employment Status: Term  ( 1 year)
Language Requirement: English Essential 
Employee Class and Level: CPMGA01 
Number of Vacancies 1 
Job Closing Date (dd/mm/yyyy): 19/07/2019

Job Description

The position is accountable for providing the Operations Community a comprehensive and authoritative source of operational information in both official languages, under the general direction of the Manager of Forms and Operating Polices; administering documents and communication for new programs and new or revised services; assisting the Manager in the development of action plans and providing a focus for the resolution of any labour union consultations related to these policies and procedures; facilitating inter-functional communication to maximise involvement and results; developing and maintaining documentation related to policies and procedures for new and existing services and processes; reviewing and controlling proposed changes to CMS operating procedures; performing translation and revising of all CMS procedures and bulletins; and performing other related duties.

Job Responsibilities

 

1)Provide the Operations Community a comprehensive and authoritative source of operational information in both official languages.

a) Determine the core team for functional impact.

b) Identify need for new procedure to prevent duplication.

c) Review the approved service specification and flow diagram to ensure gate criteria is met, prior to induction to Forms and Operating Polices group.

d) Initiate, organise and conduct meetings and brainstorming sessions with all levels of officials at Head Office and in the Field to obtain their views and recommendations on, or contributing to the development of improvements to operations procedures, services and processes; to determine operational requirements; and to resolve contentious aspects of proposed procedural improvements.

e) Formulate operating policies in conjunction with impacted functions.

f) Create a draft using the product specification and process flow (or sequence of events), follow the procedure writing guidelines and CMS procedure checklist.

g) Submit approved policies and procedures to the Change Control Board as an Item of Advice for configuration control of documents.

h) Liaise with Implementation Management and Engineering Support to launch implementation of new or changed services\processes.         

i) Supervise the desktop publishing process and submit the official document to administration for printing and distribution to the field.

 

 

2) Administer documentation and communication for new programs and new or revised services.      

a) Prepare information items for publication in the CMS bulletin.

b) Generate communications to Field Operations on all aspects of Operations for all levels of Management.

c) Provide advice, clarification and interpretation of National Mail Operations policies and procedures.

 

 

3) Assist the Manager in the development of action plans and provide a focus for the resolution of any labour union consultations related to these policies and procedures.         

a) Plan, schedule, control and evaluate activities associated with operational processes.

b) Provide information for the development of action plans to implement policiesand procedures.

c) Negotiate with LR and Functional sponsors over impact on unionised labour.

d) Research and analyse information of developing new/modified policies, identify possible positive/negative impacts. 

 

 

4) Facilitate inter-functional communication to maximise involvement and results.

a) Lead brainstorming sessions focused on the process design; identify problems and mediate to resolve contentious issues.

b) Train functional writers to develop procedures following established corporate guidelines.

c) Conduct further meetings as required, to resolve new and outstanding issues.

d) Determine escalation required to resolve exceptional issues.

Job Responsibilities (continued)

5) Develops and maintain documentation related to policies and procedures for new and existing services and processes.

a) Develop and communicate new policies for implementation, changes to national operating policies and oversee the writing of operating policies for publication in the manuals, directives, booklets, etc.

b) Maintain all documentation, lists and indexes related to corporate operating procedures and policies.

c) Identify documentation needing revision and prioritise based on impact and pre-set schedules.

 

 

6) Review and control proposed changes to CMS operating policies and procedures received for Head Office and the field.        

a) Identify and recommend priorities and time frames to be assigned for proposed changes to keep abreast of development in CPC services.

b) Assess feasibility, timeliness, effectiveness of proposals and recommend the need for involvement by other groups.

c) Review operational impact of change proposals and advance viable alternatives when necessary; review for consistency and duplication.

d) Consult and reach agreement with all levels of management in the field and at Head Office on the scope, implementation and timing.

e) Develop objectives and plans for the review of change proposals and design the review and reporting format.

 

 

7) Perform other duties.

a) Specific objective for functional improvement (eg: reduce the CMS by 15% using the new procedure mapping process; electronic document dissemination for Head Office and Regions and re-design the procedure development process.)

b) On occasion acts for the Manager, Forms and Operating Policies.

c) Prepare and give presentations to all levels of management as required.

d) Respond to employee suggestions received from the EIP program.

e) Participates in procedural compliance audits in field facilities.

 

 

8) Perform translation and revision of all CMS procedures and bulletins.

 

Qualifications

Education

  • Completed post-secondary, preferably in a related field OR a combination of equivalent professional experience and training

 

Experience

  • 1 to 3 years of relevant functional experience
  • 1-3 years' experience with document impact assessment analysis.
  • 1-3 years' experience writing technical documentation.
  • 1-3 years' experience with stakeholder consultation among a variety of different functional groups.
  • 1-3 year's experience working in a team setting.
  • One or more years of experience in a unionized environment an asset

Other Candidate Requirements

  • Proficient computer skills and competent with Microsoft Office programs
  • Enrollment in specific designation and or certifications programs may be required for certain positions (e.g. Finance & Engineering).
  • Strong communication, analytical, and customer service skills

Other Information

 

Safety Sensitive Positions
This position may be considered a Safety Sensitive position.


Employment Equity
Canada Post is committed to employment equity and encourages applications from women, Aboriginal people, persons with disabilities and visible minorities.

 

Conflict of Interest
The Conflict of Interest Policy prohibits employees from hiring, supervising or reporting to, directly or indirectly via the reporting hierarchy, their immediate family or close personal relations. Should you feel that you may be in an actual or potential Conflict of Interest in regard to this job opportunity, you must communicate with the designated Human Resources representative.

 

Accommodation
If you are contacted by Canada Post regarding a job opportunity or testing, please advise if you require accommodation.

 

Important Message
Your application must clearly demonstrate how you meet the requirements as Canada Post cannot make assumptions about your education and experience. We thank all those who apply. Only those selected for further consideration will be contacted.

 

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Accountability – An individual who strives for performance excellence and who holds him/herself and direct reports accountable for decisions and actions and for learning from mistakes when intended results are not achieved.
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Execution – A focused and self-motivated individual who acts with a sense of urgency and delivers on time and within budget, by dealing effectively with challenges and ambiguous situations.
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