Scheduling Coordinator, Staffing Office

Position: Scheduling Coordinator, Staffing Office (10537)

Overview

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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.  Created with Sketch.

Schedule

The successful candidate will be available to work days and evenings in 4, 8 or 12 hour shifts. These may include potential weekend shifts as needed.

Please note schedules may change due to operational needs.  Created with Sketch.

Compensation

Band: R$ - $ per hour

Responsibilities

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Staffing

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 skill and is responsible for all scheduling and timekeeping duties within their assigned portfolio.  Created with Sketch.

Administration

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.  Assurance Created with Sketch.

Quality assurance

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 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 prioritize redeployment of staff between departments when required.  Created with Sketch.

Analysis

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.

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.  Created with Sketch.

Teamwork

To initiate investigations into odd punches in Softworks (example double or missed punches.)To work together with staff, and managers to resolve any issues related to staffing or timekeeping errors or omissions. Collaborating with other team members to complete all staffing, scheduling and timekeeping duties. Participating on committees as required.  Created with Sketch.

Compliance

Completing project work and policy work as required. Rotation through scheduling portfolios and days, evenings and/or weekends as required.

Requirements

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Education

Post-Secondary Diploma in Administration, Business, Finance, Human equivalent experience in scheduling and staffing ideally.) Committed to continuous education and learning.  Created with Sketch.

Experience

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. Understanding of Collective Agreements and scheduling rules in a hospital environment preferred.

Proficiency with Microsoft Office (Word and Excel).  Created with Sketch.

Skills

Excellent customer service skills, telephone etiquette, and display of core values. Proven organizational and problem-solving skills. Strong interpersonal and communication skills. Ability to work with limited supervision. 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. Crucial conversation or conflict resolution training an asset.  

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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