Scheduling Coordinator, Staffing Office

Position: Scheduling Coordinator, Staffing Office (10502)
Overview
The Schedule Coordinator will work under the direction of the Staffing Office Supervisor and in collaboration with the other Schedule Coordinators, managers, shift managers and Clinical Leaders to ensure safe staffing levels within departments. The Schedule Coordinator is accountable for demonstrating competent scheduling and timekeeping skills, and is responsible for all scheduling and timekeeping duties within their assigned portfolio.

Who you are
You encompass Oak Valley Health’s core values and live the words of Respect, Trust, Commitment, Compassion and Courage. You are a patient and/or client centered individual who performs at an exemplary standard. You are a team player with excellent communication, critical thinking and prioritization skills.

Schedule
Staffing Office is open  Monday to Friday and has coverage on weekends and holidays from 0600 to 1800. Shifts will be days and evenings. These hours are subject to change based on needs of the department.

Compensation
BAND R: $- $ per hour Annually - $60, - $71

Responsibilities
Arrange
To prepare and distribute unit specific staffing schedules, post vacation planners and fill sick calls while adhering to the specific collective agreement language. To create, develop, and maintain master rotations, as required. Support the Self Scheduling process. To preserve copies of original posted schedules. Maintain staffing schedules on a daily basis for accuracy, ensuring unit specific staffing quotas are complete.

Support
Collaborating with other team members to complete all staffing, scheduling and timekeeping duties. To work together with staff, and managers to resolve any issues related to staffing or timekeeping errors or omissions. Completing project work and policy work as required. Participating on committees as required. Promotes and supports MSH strategic and operational objectives.

Strategy
To prioritize redeployment of staff between departments when required. To review daily staffing levels in relation to unit activity level on units, low unit census or surge. And prioritize redeployment of staff to support acuity and fiscal responsibility.

To apply critical thinking to strategize the most efficient use of staffing resources. Applying knowledge of fiscal responsibility. Rotation through scheduling portfolios and days, evenings and/or weekends as required.

Quality assurance
To schedule replacement staff according to established collective agreements language and processes. Replace vacant shifts from sick or absent calls and other such as workload increases, or unfilled positions. To monitor and reconcile timecards in Softworks system (sick, vacation, leaves of absences, overtime, etc.) in an accurate and timely manner in time for manager approval.

Performance
Work independently to plan and create special schedules (prime time summer and holiday schedules). Documentation of all changes at time of occurrence in the electronic scheduling system. To initiate investigations into odd punches in Softworks (example double or missed punches).

Requirements
Education & experience
Post-Secondary Diploma in Administration, Business, Finance, Human Resources (or equivalent experience in scheduling and staffing ideally). Recent experience with an electronic scheduling program. Recent experience in Staffing/Scheduling. Previous Experience in a Hospital Setting. Recent timekeeping experience. Previous experience working with collective agreements, preferably CUPE, ONA and OPSEU.

Initiative
Demonstrated good attendance and performance records with the ability to maintain these same standards. Demonstrates a commitment to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital-related policies, health and safety legislation and best practices and completing relevant mandatory education as required.

Proficiency
Understanding of Collective Agreements and scheduling rules in a hospital environment preferred. Proficiency with Microsoft Office (Word and Excel). Proven organizational and problem-solving skills. Committed to continuous education and learning. Crucial conversation or conflict resolution training an asset.

Assessment
Ability to work with limited supervision. Excellent customer service skills, telephone etiquette, and display of core values. Strong interpersonal and communication skills. Ability to work independently and as a team member. Proven ability to prioritize duties and meet goals. Proven ability to manage multiple demands and stressful situations.

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