Training & Education Production Assistant (Temporary - 1-Year)   File Reference Number: TR-050

Through its services and products, CCOHS advances health and safety in Canadian workplaces, and the physical and mental wellbeing of Canadians.

The Training and Education Service Unit provides a high quality and dependable service to fulfill the health and safety related training and education needs of Canadian workplace participants through:

Employees may from time-to-time also become members of Project Teams. Project Teams focus resources on the development and deployment of specific initiatives, which may be product, service or project-oriented. These teams have approved plans, goals and timelines. Teams may consist of employees from different units or may be multi-disciplinary, depending on requirements. Project teams are intended to have a defined time-line and are not intended to encompass ongoing activities or duties, which should reside in Service Unit Plans.

The Training & Education Assistant contributes to the work of the Service Unit by:

The Training & Education Assistant participates in project teams as assigned.

Duties

  1. Contacts current and potential e-learning clients by phone and e-mail. Contacts expiring clients to encourage renewals. Contacts potential clients to discuss their health & safety needs, and tell them about products and services that may meet their needs. Promotes CCOHS products and services at conferences. Provides e-learning client support. Processes orders, adds and changes facilitators, generates passwords, adds seats to client accounts. (35%)

  2. Builds new e-courses using web-based e-course building software. Lays out pages to incorporate text and images. Edits existing e-courses to incorporate content updates and course enhancements. Builds and maintains e-course exams. Records voiceover for e-courses. Performs quality assurance activities at various stages of course development to ensure that the e-course meets CCOHS' standards, e.g. audio, links to Legislation in e-courses, etc. (30%)

  3. Tags XML documents and proofreads documents prepared by other staff against originals to ensure the content is error free and ready for final quality assurance. (10%)

  4. Administers registration for classroom courses, prepares course materials, generates course completion certificates. (5%)

  5. Provides backup for e-course external review administration. Selects appropriate external reviewers for e-courses. Forwards external review comments to e-course author or Senior Technical Specialist. Notifies reviewers when reviewed e-courses become available. (5%)

  6. Performs administrative functions for Service Unit – assists with promotional mailings, correspondence, thank you letters & certificates for reviewers, runs reports, uploads documents, makes travel arrangements and delivers mail. (5%)

  7. The incumbent participates in Project Team activities as assigned. (5%)

  8. Other duties as assigned. (5%)

Nature and Scope of Position

The position reports to the Manager, Training and Education Service Unit. The incumbent works closely with members of the Training & Education Services and General Health & Safety Service Units and Project Teams, as assigned. The incumbent is expected to participate in the planning of the Service Unit or Team activities, to ensure that s/he plays an active part in achieving the goals without causing work overload or imposing conflicting demands, including deadlines. S/he must adjust to frequently changing priorities and deadlines, and notify their Service Unit Manager and team lead(s) should time constraints or other challenges arise that require resolution.

The incumbent is accountable for completing work agreed to and assigned in monthly plans and annual business plans.

Know-How

The position requires good knowledge of web, word processing and other software programs used in the creation, editing and quality assurance of e-courses, such as Microsoft Word and Excel and WinZip. A good knowledge of Clientele CRM software is also required. A good understanding of CCOHS’ enviroOSH Legislation Service and links to legislation is important.

The incumbent must maintain a good knowledge of the content, schedule and policies associated with CCOHS’ classroom courses.

The position requires good verbal and written communication skills.

The incumbent is one of several staff members processing content for e-courses. The incumbent follows procedures and standards to create e-courses and is expected to quality assure content to ensure accuracy.

Problem-Solving

When building e-courses, the incumbent must work around the limitations of the e-course authoring software, and/or make judgment calls when there is too much information for a page. This often involves changing the layout of the text and graphics on a page, or splitting material logically over two pages, which the incumbent usually does without consulting others. The incumbent is expected to notice typos, inconsistencies and awkward wording. S/he is expected to correct typos. S/he consults with the Bilingual E-learning Editor or e-course author before changing inconsistent content or awkward wording.

The incumbent is responsible for providing information about CCOHS’ classroom courses to potential participants, determining which course is the most appropriate for them, registering them, and ensuring that they pay the appropriate registration fee.

The incumbent monitors levels of registration for the classroom courses. If the number of registrants is very low or very high, s/he consults with the Service Unit Manager to confirm whether a course should be cancelled or registration closed.

When communicating with potentially expiring e-learning clients, the incumbent encourages the purchase of additional e-course seats and recommends other e-courses and/or alternate CCOHS products and services in order to retain the clients.

When proofreading legislation and standards documents, the incumbent is expected to correct typos and inappropriate tagging. If s/he encounters more complex problems, s/he will consult with the Coordinator, Information Projects for a solution.

Accountability

The incumbent is expected to participate in the planning of the Training & Education Service Unit and assigned Project Team activities, to ensure that s/he plays an active part in achieving the Service Unit’s and Project Team’s goals without causing work overload or imposing conflicting demands, including deadlines. S/he must adjust to frequently changing priorities and deadlines, and notify the affected Service Unit Manager and Project Team leader should time constraints or other challenges arise that require resolution.

The Training & Education Assistant is responsible for building, editing and quality assuring assigned CCOHS e-learning programs. S/he is also responsible for administering registration and certificates for classroom course participants.

The Training & Education Assistant contacts clients and potential clients as assigned for outreach purposes. These may be expiring e-learning clients, e-learning clients in the middle of their usage period, past classroom course participants or potential clients.

The incumbent is responsible for responding to incoming phone calls and e-mails related to e-learning. There are well defined practices and procedures in place that the incumbent follows.

S/he is responsible for tagging and proofreading documents for inclusion in the Legislation/Standards/National Labour Operations services. Proofreading work of text processed by others is required and the incumbent must ensure data is accurate to maintain the quality and reliability of the Legislation product.

Working Conditions

Physical Effort: S/he is responsible for tagging and proofreading documents for inclusion in the Legislation/Standards/National Labour Operations services. Proofreading work of text processed by others is required and the incumbent must ensure data is accurate to maintain the quality and reliability of the Legislation product.

Physical Environment: A high volume of work and precision is required. There is a potential for RMI due to the demand of processing content using a mouse, unless safe work procedures outlined are followed.

Sensory Attention: High concentration is required to develop, edit and quality assure e-courses and the various components that make up the e-course. Requires a great attention to detail.

Mental Stress: There are multiple production schedules to be met. Priorities and deadlines change frequently. When contacting expiring clients, the incumbent may have to deal with rude or unpleasant people on the phone or through e-mail. There is the potential for occurring, conflicting demands including deadlines, unless the Service Unit and Project Team planning process is followed.

Specifications

Secondary school diploma and at least two years experience text processing, or an equivalent combination of education and experience.

Experience and good knowledge of e-course development software, audio editing software, as well as word processing, spreadsheet and client management software (e.g. Word, Excel and Clientele).

Excellent accuracy and attention to detail.

Ability to work in a team atmosphere.

Ability to communicate in both official languages is desirable.


Salary

Within the range of

$49,517 to $61,897 (CCOHS-06) per annum.

Application Deadline

Friday, December 28, 2018

Quote File Reference Number:
TR-050


Applying

Please send cover letter and resume to jobs@ccohs.ca.

Attach resume as an MS Word or PDF document.

No phone calls or agencies please.

 

Note: All resumes are maintained confidential and are kept on file for a period of six months.

We thank all candidates for their interest; however, only those under consideration will be contacted.