Ministry of Finance Role Profile. Private Secretary to the Lieutenant Governor and Executive Director Government House

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1 The oversees the constitutional, ceremonial, diplomatic, protocol, hospitality, and social duties of the Office of Lieutenant Governor and Government House. This is a multi-faceted role that supports the Lieutenant Governor in all aspects of their duties, and oversees the operation of Government House as the Lieutenant Governor s official office and centre of hospitality. For more information about Government House and the Lieutenant Governor, please visit this website. The ideal candidate should possess considerable experience in a senior management role; have experience developing effective working relationships and providing counsel to senior officials and public representatives; have knowledge of the constitutional duties and limitations of the Lieutenant Governor's position, ceremonial protocol, events management, and protocol principals, practices and requirements; and experience planning, developing and implementing strategic and operational policy and procedures. This role requires an individual who commands respect, trust and confidence; possesses exemplary judgement, absolute tact, integrity and diplomacy; and has an appreciation for the traditions and practices of the office. A detailed role description and complete listing of qualifications is below. To express your interest in this opportunity, please submit your cover letter and resume to Executive.Recruitment@gov.bc.ca by October 30 th, The appointee will be required to consent to a criminal record check. Thank you to all who express interest. Page 1 of 7

2 Program The Lieutenant Governor is the representative of Her Majesty The Queen of Canada in the Province of British Columbia. The Lieutenant Governor personifies the Crown, which is both the apex and the unifying link in the constitutional and political structure of the province executive, legislative and judicial. All legislation must receive Royal Assent from the Lieutenant Governor to become law. All Orders-in-Council and proclamations are signed by the Lieutenant Governor to take effect in law. The Lieutenant Governor upholds our constitutional framework; celebrates, inspires and connects British Columbians; and promotes and profiles the history, culture and achievements of British Columbians. Government House is the Ceremonial Home of all British Columbians and acts as the official residence and the provincial government's centre of hospitality. Accommodation is afforded to visitors that can include members of the Royal Family, international royalty, ambassadors, members of the judiciary and other honoured guests of British Columbia. The House and its 36 acre National Historic Site also contains the Office of the Lieutenant Governor and offices of the administrative staff who support the duties and activities associated with the appointment. The Private Secretary supports the Lieutenant Governor and supervises all aspects of the Office of the Lieutenant Governor and Government House. Purpose of Position The, Director of Government House and Executive Director of the Government House Foundation supports the Lieutenant Governor in all aspects of their duties. As, ensures that appropriate executive support is provided to the Lieutenant Governor to carry out the roles of the office in an effective and expeditious manner. As Executive Director, Government House, the position must ensure the provision of human and financial resources and required administrative support for the discharge of the Lieutenant Governor's responsibilities. The position oversees the operation of Government House as the Lieutenant Governor s official office and centre of hospitality. The position also oversees all ceremonial, protocol, diplomatic, hospitality and other activities related to the House. As Executive Secretary to the Government House Foundation the position provides the required administrative support and is responsible for its financial operations, including the preparation of financial statements. The position maintains all records and official documents related to the Foundation, co-ordinates the receiving, appraisal, storage, inventory and display of gifts, and co-ordinates evaluation of gifts in kind. The position oversees all projects of the Foundation. Page 2 of 7

3 Nature of Work As, the position reports the Lieutenant Governor and must ensure that he or she is fully conversant with all responsibilities under the relevant constitutional legislation and documents. The position is a close confidant, advisor and consultant to the Lieutenant Governor on official and private matters that may have an inter-relationship with official duties. The position handles official correspondence and ensures that proper administrative, logistical and other arrangements are made for all engagements that the Lieutenant Governor decides to undertake and issues the appropriate orders to staff in connection with such engagements. The position also provides advice to the Lieutenant Governor as to what expenditures are appropriate and in keeping with government policy and guidelines. The Private Secretary is responsible for approving travel and in-capital expenses and ensures all such transactions are documented and preserved in accordance with accepted accounting practices and government policies. As Executive Director, Government House, the position reports to the Deputy Minister of Finance, and must ensure that the operations of Government House meet with the requirements of the Financial Administration Act, the policies and procedures of the financial, administrative and personnel policies and procedures of the Government of British Columbia. The position must ensure the Lieutenant Governor is free of all political influence and assists the Lieutenant Governor in addressing issues presented in a non-partisan and neutral position. The position assists the Lieutenant Governor to reinforce constitutional stability in a quiet, behind-the-scenes manner. The management of this high profile office and the Government House facility requires the utmost discretion, tact and judgement to ensure the highest standards are met. Accountabilities Establishes procedures with Executive Council for confidential Orders-in-Council to be signed by the Lieutenant Governor to enact new laws. Monitors legislative sessions to assist in determining when the Lieutenant Governor may be required to deliver the Speech from the Throne or provide Royal Assent. Page 3 of 7

4 Ensures that the Administrator is readily available or a temporary Administrator is appointed by the federal government to carry out duties in the absence or inability of the Lieutenant Governor to function. Organizes appointment and swearing-in ceremonies at Government House when new Ministers enter or change portfolios in the provincial Cabinet. Advises and makes recommendations to the Lieutenant Governor on the suitability of individuals recommended to be Honorary Aides de Camp and assign Aides de Camp to official functions. Briefs the Lieutenant Governor on significant aspects of written itineraries and follows up with organizers on any adjustments to suit protocol or personal preferences. Supplies background material or relevant information and provide advice to the Lieutenant Governor to prepare messages, remarks and speeches. Manages all official correspondence directed to the Lieutenant Governor and responds in writing to invitation regrets. Ensures that proper administrative, logistical and all other arrangements are made for all engagements undertaken. Arranges for reference material or constitutional advice from the Privy Council Office to be available when the Lieutenant Governor is exercising Vice-Regal powers on delicate or significant issues. Conducts or arranges for research on constitutional authority, historical precedents and other issues. Assists the Lieutenant Governor with hosting visiting dignitaries to the province or at special social functions in Government House. Ensures all diplomatic, protocol, ceremonial, hospitality, administrative and operational issues are managed effectively. Oversees all arrangements, including invitations, interviews and media relations. Oversees the development and approves all public and press release statements, and deals directly with all levels of local, national and international media. Responsible for all aspects of budgetary and financial planning and accountability for federal and provincial budget allocations to Government House and manages a Trust Account as well as the accounts and investments of the Government House Foundation. Prepares an annual budget forecast and reports to ensure appropriate administrative support to the Lieutenant Governor and adequate resources for the operation of Government House. Ensures financial, human and physical resources are in place to efficiently and effectively operate Government House as the official residence and office of the Lieutenant Governor of British Columbia, as a centre of official hospitality for the Province of British Columbia, as a historical structure, and as a continuing symbol of British Columbia's allegiance to the Crown. Develops policies and procedures to ensure all services are consistently managed and equitably provided to guests and visitors. Page 4 of 7

5 Manages all Government House Foundation operations and administration. Oversees the administration and operations of Government House as a National Historic Site. Exercises spending authority for the Government House Foundation Account, and Government House Accounts. Qualifications University degree or an equivalent combination of education, training and experience. Experience: Considerable experience in a management capacity, including some experience in a leadership, executive role Experience working with and providing advice and counsel to senior managers or highprofile public representatives Experience planning, developing, evaluating and implementing strategic and operational policy and procedures Experience developing and managing budgets Delivering shared private public programs Experience developing effective working relationships and partnerships with executive and senior management Experience supervising and providing direction to managers, staff, contractors, and project teams Knowledge of: Constitutional duties and limitations of the Lieutenant Governor's position, including the Canadian Constitution Act and the BC Constitution Act International, national and provincial ceremonial protocol and events management Diplomatic and protocol principals, practices, requirements and procedures Generally accepted accounting principles (GAAP) and budgetary planning and financial management processes Human resources policies and best practices Page 5 of 7

6 Business ethics and business management standards, policies, methodologies, procedures, processes, and concepts BC Government mandates, goals and objectives Project management tools, techniques, processes and methodologies Ability to: Work and communicate effectively and cooperatively with a wide variety of VIP's, senior elected officials, foreign dignitaries, ambassadors, Government executives, and other stakeholders (e.g. MP's, MLA's, and Mayors) Act as the primary communications representative for Government House (i.e. primary media contact) Identify issues, formulate solutions and make decisions Ensure dignity and proper traditions of Government House and the Office of the Lieutenant Governor are upheld Demonstrate discretion, good judgement, and risk management when working on highprofile issues Manage high profile events and ceremonies Plan, develop, implement and manage annual strategic and business plans Develop and manage budgets and other financial plans and initiatives Provide confidential and strategic advice to senior level government representatives Provide management direction and leadership to managers, staff, volunteers and project teams Skills: Exemplary strategic, program and financial planning skills Written communications skills including developing and producing a wide variety of operational and financial summaries and reports, executive reports and briefings, project plans, and other official submissions Time and workload management skills and achieving results within acceptable timeframes taking into consideration changing priorities, deadlines, and high volume demands Project management and leadership skills required to organize large-scale events and projects Page 6 of 7

7 Demonstrated skill and competency in communicating with senior government and private sector officials and representatives Demonstrated skill in leadership, coaching, team-building and mentoring Persuasion and influence with third parties, domestic governments, foreign officials, elected officials and the general public to ensure cordial and diplomatic relations are maintained. The appointee will be required to consent to a criminal record check. Competencies: Vision and goal setting involves knowledge and skills in establishing official and operative goals for the organizational units, to establish a system of measuring effectiveness of goal attainment by developing a vision for the unit and translating this vision into goals and the goals into action. Solving problems creatively involves knowledge and skills in fostering creative problem solving in the organization through critical reflection, problem analysis, risk assessment and rewarding innovation. Building Strategic Alliances involves knowledge and skills to engage in internal and external stakeholder analysis and to negotiate agreements and alliances based on a full understanding of power and politics. Executive Presence involves knowledge and skills in influencing others and having an observable impact at the executive level, through personal credibility, leadership, confidence, and an understanding of other people s perspectives and interests. Integrity and Authenticity involves building a culture of trust, integrity, risk taking and creative thinking in the organization through demonstrating personal integrity, using feedback to selfimprove, following through on commitments and acting consistently with the espoused values and culture of the organization. The professional values of the BC Public Service Courage, Teamwork, Curiosity, Service, Passion, Accountability Always with integrity Page 7 of 7