Manager - Public Relations

 JOB PURPOSE (Reason for Existence)

Reporting to the Director, Communication and Public Relations, and working closely with other key persons in the Division, the incumbent is responsible for the Public Relations, Special Projects and Community Outreach programmes;  assisting the  Director, Communications and Public Relations in the planning and management of the public relations functions of the Ministry of Industry, Investment and Commerce (MIIC); ensuring maximum positive  publicity for the Minister and other personnel and activities of the MIIC; developing and implementing a Public Relations  Plan,  strategies and activities with a focus on cultivating positive acceptance of, and support for, the policies and programmes of the MIIC by the public and various sectors and stakeholder individuals and groups; developing and maintaining an efficient  system to coordinate the receipt  of requests for messages, photographs and other public relations materials  from the Minister and ensuring the timely, accurate and appropriate responses to such requests;  establishing a continuous liaison with various sectors, persons and organizations to ensure the timely and appropriate engagement of the Minister, and senior officials of the MIIC with such sectors, individuals and organizations; developing and maintaining relations between the MIIC and the wider society; fostering involvement and inclusiveness in order to achieve the goals of the MIIC; providing advice to internal and external stakeholders; and advancing the interests, reputation and image of the MIIC by effectively representing its policies, programmes, services and activities to the general public and specific groups of internal and external stakeholders.

KEY OUTPUTS (Results, Deliverables)

• Professional advice, strategic direction, support & assistance provided to the Director, Communication and Public Relations;
• Work Plans and Performance Appraisal Evaluations completed;
• Competent and motivated staff in the Unit;
• Input to Strategic/Corporate and Operational Plans and Budgets for the Unit and Division;

Progress Reports/Status Reports on the performance of the Unit prepared by due dates and submitted;

• Standards, guidelines and templates for public relations, sector liaison and stakeholder relations and other relevant operating documents prepared and submitted;
• Appropriate policies, procedures, systems and operating guidelines established, documented and implemented to support the achievement of the MIIC’s Public Relations objectives;
• Effective promotion of MIIC’s image consistent with its strategic objectives;
• High quality public representation of the MIIC and the Director of Communication and Public Relations;
• Public Relations/Education Plans, strategies programmes developed and implemented;
• Other effective communication strategies developed and implemented including to ensure the continuous public engagement of the Minister and the MIIC with various sectors, stakeholders and at the community level;
• Meetings held with individuals, sectors, and stakeholder groups to develop and advance positive and useful engagement with the MIIC, the Minister, other Ministers and senior officials of the MIIC;
• Results of and recommendations arising from information sharing and handling of complaints;
• System developed and maintained for the receipt and tracking of, and timely responses to, requests for messages, photographs and other public relations materials from the Minister;
• Messages from the Minister written, assigned to be written, edited and submitted for dispatch;
• News releases, speeches, briefs and other documents prepared;
• Media coverage, Press briefing, receptions and other special events arranged;
• Information disseminated;
• Newspaper articles, features stories prepared and published;

 KEY RESPONSIBILITIES (Activities, Tasks)

  Management/Administrative 

• Participates in developing and monitoring the implementation of the Division’s and Unit’s Strategic and Operational Plans and Budgets;
• Makes input to the development of the Unit’s Operational Risk Register (to include mechanisms for the monitoring of risks and mitigation strategies);
• Reviews and implements operational systems and procedures to guide the activities of the Unit/Division;
• Develops and implements a succession planning programme, in collaboration with Human Resources Management and Development Division, to ensure continuity of skills and competencies in the division and personal development and career advancement of employees;
• Establishes and maintains systems/programmes to foster a culture of “service and team work” within the division;
• Prepares and submits activity/performance and other reports as requested;
• Provides public relations and communication/advice to the Director, Communication and Public Relations, and the Permanent Secretary on matters relating to portfolio responsibility;
• Provides timely information to the Director for decision-making;
• Identifies gaps in programmes and recommends changes to the Director of Communication and Public Relations.

SUPERVISORY RESPONSIBILITIES

• Manages the welfare and development of staff, through the preparation of performance appraisals and recommendation of required training and development programmes;
• Ensures that training, and other needs of employees are adequately identified and addressed;
• Provides leadership to staff, through effective objective setting, delegation, and communication;
• Provides guidance to staff, through coaching, mentoring and training, providing assistance and support as needed;
• Ensures that staff is aware of, and adhere to the policies, procedures and regulations which affect the Division;
• Participates in the recruitment of staff for the Division;
• Approves vacation leave for staff in the Unit in keeping with established human resource policies;
• Recommends/administers disciplinary actions in keeping with established human resource policies.

  Technical/Professional 

• Designs and manages the strategic Public Relations Plan for the MIIC;
• Monitors on a daily basis, the diary of the Minister and the permanent Secretary to plan and implement appropriate public relations support;
• Liaises with the Protocol Division of the Ministry of Foreign Affairs and Foreign Trade to ensure that prior appropriate courtesies are in place for visitors as required;
• Formulates and implements public relations programmes utilising all media platforms to promote the MIIC's image it’s roles and objectives;
• Formulates and implements public education programmes utilising the mass media, social media and public forums to foster greater understanding and public awareness of the MIIC’s objectives and policies;
• Monitors public perception of the MIIC’s programme and policies and provides feedback to the Director/Permanent Secretary;
• Provides internal and external feedback on the impact of MIIC’s policies and programmes;
• Prepares and disseminates information to the media, public and private organizations and the general public;
• Develops, implements and monitors an efficient system for the receipt and tracking of, and timely responses to, requests for messages, photographs and other public relations materials from the Minister;
• Writes, assigns to be written, edits and submits for dispatch, messages from the Minister to various individuals and groups;
• Assists in organising press briefings, receptions, conferences and other special events on behalf of the MIIC;
• Assists in the preparation of speeches for the Honourable Minister, Permanent Secretary, and other senior members of staff;

• Assists in ensuring appropriate media coverage for MIIC functions;
• Liaises with Public Relations/Information  Officers within the Agencies/Departments for which MIIC has oversight,  to co-ordinate and implement public relations , community out-reach and education programmes;
• Assists in the placement of advertisements;
• Attends meetings and prepares reports;
• Represents the Director of Communication and Public Relations, MIIC in meetings;
• Collaborates with the HM's support staff, JIS, Cabinet Office and the senior leadership of the MIIC, to develop public relations strategies that will broaden programmatic reach and deepen the impact of the Government;
• Develops and implements policies and strategies to promote the MIIC’s visibility in local, national, and international markets and project a positive image to both external and internal constituents using mass media and other channels of communication;
• Develops and implements a framework to guide the construct of the core component of messages to facilitate consistency across MIIC output; Oversees the preparation of overviews on the MIIC, briefing papers, Press Releases, talking points, responses to Parliamentary Questions, annual reports, and any other related major documents;  
• Participates in the development of internal publications such as newsletters, brochures, email announcements, planned publications, on-line, intranet, video, special projects and assignments;
• Acts as a trusted advisor and lead public relations partner for the MIIC provides counsel to Minister, and Senior Executives on public relations  strategies or issues;
• Participates in organising Briefings, Press Conferences, seminars and consultations in collaboration with key stakeholders;
• Provides inputs for the updating of the MIIC’s website;
• Acts as a spokesperson when appropriate or participates in identifying the most appropriate spokespersons to address issues that may arise and guides the preparation of responses to media requests, as may be required;
• Leads and coordinates special investigations and research into urgent matters of high priority that require the attention of the Prime Minister, Ministers, Cabinet Secretary or Permanent Secretary or supported by senior staff from the Division;
• Develops strategies, systems and procedures and standards to manage complaints received from external customers thereby ensuring resolution of problems;
• Analyses trends which relate to communication with customers and which  will necessitate the need for the development of new programmes to address issues;
• Provides mechanisms for collaboration, consultation and information sharing among ministries, departments and agencies related to effectively serving the people of Jamaica;
• Collaborates with experts in the Public Relations and Communication  Sector, members of the private sector, and other resource persons to analyse and review specific initiatives and advise the Director, and  Permanent  Secretary of possible implications, views and reactions;
• Facilitates the exchange of good public relations practices within the 

• Agencies/Departments for which the MIIC has oversight;

   

• Leads the development of mechanisms for monitoring MIIC customer feedback and measuring customer satisfaction with the quality of programmatic and information services provided by the MIIC;
• Manages an appropriate programme for development of brochures, pamphlets and documents containing important information for dissemination to customers;
• Represents the Director, Communication and Public Relations at meetings, seminars, and special committees as directed;
• Develops, leads and maintains crisis communication and public affairs strategies and plans; in the event of a high-concern situation, coordinates all components.

Other Responsibilities           

• Performs other related duties assigned from time to time by the Director of Communication and Public Relations.

PERFORMANCE STANDARDS (How Success Will Be Measured)

• Operational and Unit Plans are developed and implemented within established guidelines and timeframes;
• Policies and procedures of the division are documented, current, and support the achievement of the MIICs’ mission, goals and objectives;
• Briefs are well researched and coordinated;
• Sound and timely advice is provided;
• Monitoring mechanisms are effective;
• Development and welfare of employees in the Division are adequately addressed;
• Succession planning programme is developed and efficiently managed providing/ensuring consistency in supply of skills and competencies to effectively manage the work of the Unit and providing meaningful employee development and empowerment;
• Established deadlines and targets are consistently met;
• Information relevant to staff in the division is communicated in a timely and effective manner;
• Operates in a fair and impartial manner, sets high standards and establishes clear and focus direction for subordinates;
• Good coordination and effective working relations exist with other Divisions/Units, MDA's, and other and external associates;
• Customers dissatisfaction reduced and is at acceptable level;
• Mechanisms in place to quality assure messages, publications etc
• Activities of the Unit are managed within established budget with minimum instances of cost overrun and achieving improvement in value for money management;
• Reports/correspondence/information provided are accurate and presented within agreed/established timeframe and quality standard;
• Effective, coordinated Public Relations plan and strategies;
• Confidentiality, integrity and professionalism are displayed in the execution of duties and personal conduct;
• Performance against planned targets is monitored and appropriate action taken where necessary;
• Required status Reports on the Unit’s performance is prepared by due dates and dispatched/submitted;
• Effective leadership and management  demonstrated;
• Excellent communication and interpersonal skills;
• Excellent planning and organizing skills;
• Effective and timely advice and assistance/support is provided to Ministers, Permanent Secretary, Directors and Managers;
• Ability to exercise sound judgement; 
• Effective engagement of MIIC with various sectors and groups and at the community level;
• Quality customer service is provided in accordance with the Citizens Charter and other generally acceptable customer service standards.

•  REQUIRED COMPETENCIES (Identified knowledge, skills, attributes and mindsets necessary for effective job performance)

   

• Ability to design programmes, write and effectively communicate with the print and electronic media as well as the public;
• Working knowledge of programme development, management techniques, performance management and measurement; media and cultural peculiarities;
• Ability to facilitate or lead meetings, teams, or work groups;
• Ability to write and persuasively present well prepared papers;
• Good leadership and teambuilding skills;
• Excellent planning, organizing, analytical, and presentation skills;
• Excellent judgment, decision making, and problem solving skills;
• Well developed human resource management skills;
• Knowledge of Government policies and procedures;
• Ability to communicate effectively with all types of customers, listen attentively, explain complex issues and give decisions on judgments clearly, concisely and promptly;
• Goal-driven and results-oriented individual with a strong commitment to the public interest;
• Well-organized, a self-starter, flexible, creative, able to work under pressure, and be able to work quickly and cooperatively on several efforts at one time;
• Excellent presentation, writing and verbal skills;
• A strong track record of positioning an organization to achieve tangible outcomes in a competitive communication environment;
• Excellent strategic thinking, planning, judgment and decision-making skills;
• Ability to operate as a spokesperson for the Ministry;
• Excellent prioritization, customer service skills, negotiating/influencing skills, with the ability to operate effectively at varying levels of the public;
• Good knowledge of global influences and trends in the communications domain;
• Ability to build, and use formal and informal networks to achieve results;
• Excellent prioritization, customer service skills, negotiating/influencing skills, with the ability to operate effectively at varying levels of the public.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

•  Master’s degree in Mass Communications or Public Relations or Journalism or any other related field from a recognized institution.
• Three to five (3-5) years’ experience at a senior level in the field of professional communications. 
• Three (3) years’ experience as a journalist including experience as a News Reporter, Producer, Editor, Manager and or Opinion Writer
• Experience in developing quality comprehensive Communication Plans and Strategies.
• Specialized training in Customer Service techniques

• Training in State Protocol would be an asset.

    OR

• Bachelor ’s degree in Mass Communications or Public Relations or Journalism or any other related field from a recognized institution.

• Five to seven (5-7) years’ experience at a senior level in the field of professional communications. 
• Five (5) years’ experience as a journalist including experience as a News Reporter, Producer, Editor, Manager and or Opinion Writer
• Experience in developing quality comprehensive Communication Plans and Strategies.
• Specialized training in Customer Service techniques

• Training in State Protocol would be an asset.

SPECIAL CONDITIONS ASSOCIATED WITH JOB

• Possession of a reliable motor vehicle;
• Willingness to travel island-wide and overseas;
• Willingness to work extra hours, on week-ends and public holidays as is necessary;
• Willingness to work under pressure and with minimum supervision.

AUTHORITY TO:

• Speak with the media and other stakeholder groups; and represent the MIIC at meetings in consultation with the Director of Communications and Public Affairs;
• Approve lay-out of educational publications for the MIIC;
• Certifies Travel Vouchers;
• Sign off invoices from media houses and other organizations in relation to public relations activities as agreed with Director of Communications and Public Affairs;
• Make recommendation regarding accumulation of leave and payment in lieu of vacation leave;
• Guide and direct staff supervised;
• Direct the implementation of organizational policies;
• Make decisions on the day to day operations of the Unit;
• Recommend leave for direct report(s);
• Recommend disciplinary actions for staff;
• Recommend changes in strategies that will improve operations in the unit.