Scheduling Coordinator Coordonnateur​/coordonnatrice des horaires

Position Overview:

The Scheduling Coordinator is primarily responsible for coordinating effective schedules for Residence staff and volunteers for multiple locations. As Hospice Care Ottawa requires locations to have 24 hour, 7 days a week coverage with no unattended time the incumbent will also oversee the after hours scheduling clerks to ensure scheduling requirements are consistently met daily and after hours. The Scheduling Coordinator is required to ensure that all scheduling challenges are met, including holidays, sick days and overtime requirements.

The Schedule Coordinator demonstrates effective attention to detail and a high degree of accuracy at all times, with strong communication, conflict management and resolution skills.

This posting is to cover a temporary vacancy.

This position is eligible for group benefits and paid personal/sick leave.

1. Responsible for all aspects of Residence Staff and Volunteer scheduling by:

• Working collaboratively with the Residence Team Leaders and Volunteer Services Coordinator to plan for and meet scheduling needs for Residence and Reception coverage
• Scheduling multiple staff and volunteer Residence and Reception shifts daily
• Ensuring staff and volunteer schedules are accurate and quotas are met
• Preparing and distributing staff and volunteer schedules & vacation plans, while adhering to the specific collective agreement language and deadlines
• Managing all vacant shifts due to employee and volunteer absences, including unplanned absences, vacation requests, leave of absence requests and termination according to the collective agreement and HCO policies
• Completing tracking of requests and responses for all vacation, absences (excused and unexcused)
• Participating in Team Lead/Scheduling touch points weekly and others as requested to ensure the quality care for residents and their families
• Maintaining a database of staff which specifies their level of training, location of training and required health and safety training

2. Oversees the work of after hours scheduling clerks by:

• Supervising scheduling clerk’s workload and performance
• Mentoring and coaching scheduling clerk’s with communication and conflict management skills
• Covering scheduling clerk’s workload when they are on leave with occasional weekend/evening/night phone coverage.

3. Support overall operations of Hospice Care Ottawa by:

• Participating in initiatives to support and improve hospice care within the organization, such as health and safety, risk management, evaluation and quality assurance
• Working collaboratively with unionized staff, management and volunteers in support of a team-based culture
• Identifying and implementing process improvements
• Participating in orientation and ongoing education
• Complying with all Hospice Care Ottawa Policies and Procedures, Infection Control Protocols and Occupational Health & Safety polices
• Participating on committees as required
• Participating in Hospice activities (e.g. Hike for Hospice, Volunteer Appreciation)
• Accepting other duties, as required
• Completing annual performance agreement review (PAR)

• Accountability
• Communication
• Critical Thinking
• Decision Making
• Organizational and Environmental Awareness
• Planning and Organizing
• Problem Solving
• Results Orientation

• Post-secondary diploma or degree in a related field
• Bilingualism required (French / English)
• Minimum 2 years' of planning and scheduling experience
• Experience scheduling within the limitations of a collective agreement an asset
• Knowledge of legislative training requirements an asset
• Ability to multitask and prioritize work demands
• Willingness to work a flexible schedule
• Advanced proficiency with scheduling software such as Agendrix, SLING, HUMI or similar
• Effective attention to detail and a high degree of accuracy
• High level of integrity, and accountability
• Strong work ethic and positive team attitude
• Sound planning, prioritization, and execution skills
• Ability to respond appropriately in pressure situations with a calm and steady demeanour
• A well-defined sense of diplomacy and people management skills
• Able to effectively communicate both verbally and in writing
• Strong problem identification…