Scheduling Coordinator

7 days ago

Mississauga, Ontario, Canada Partners Community Health Full time

Partners Community Health (PCH) is a new not-for-profit organization, focused on bringing healthcare services together around the needs of people living in Mississauga and West Toronto.

PCH currently operates Camilla Care, a 236-bed long-term care (LTC) home and will soon be operating two new state-of-the-art LTC homes in West Mississauga.

To be completed in 2023, the new homes will have a combined 632-beds and be part of PCH's larger strategy that will introduce innovative and inclusive programs and services and new models of care delivery.

PCH is committed to building partnerships and connections that put people first, as well as a learning and leading healthcare community that provides best in class service across the aging continuum.


JOB SUMMARY:


As a valued member of the team, the Scheduling Coordinator demonstrates a commitment to the quality of resident care by providing services in accordance with the organization's vision, mission and values.

The Scheduling Coordinator's primary responsibility is to ensure that the respective Departments always has sufficient qualified staffing to meet the needs of the Care Community's residents.

They are responsible for the accuracy and efficiency of scheduling administration, call-in processes, and for completing the required documentation to enable schedule coverage for Departments.

They assist with resolving and responding to policy and collective agreement questions. They coordinate approvals with and between the Department managers and the Team Members for time, PTOs and payroll.

They review and complete time edits for all Team Members in the Care Community and coordinate the processing of all non-management new hires, profile changes / updates, and terminations for the Care Community.


RESPONSIBILITIES:

  • Responsible for leading and coordinating all components of scheduling employees and administering time and attendance within each Department.
  • Ensures that team member schedules are completed by facilitating the availability process, creating master schedules and processing 6week edits.
  • Collaborates with Department Managers on processing time off requests and scheduling team members returning from LOAs
  • Prints and posts the approved schedules for each cycle by the deadline.
  • Notifies their respective manager of any staffing scheduling issues and/or notifying Executive Director/Administrator for approval for overtime shifts.
  • Facilitates maintenance and adjustments to staffing charts as well as annual changes/maintenance of master schedule as directed.
  • Takes the lead role in coordinating any schedule information exchange with Nursing Clerk (if applicable), the Office Manager or other Team members / Team leaders where and as required.
  • Responsible for managing the daily and weekly scheduling adjustments and exceptions with Nursing Department employees and managers to maintain staffing levels.
  • Collaborates with the Department managers on the callin process to find replacements for sick/emergency callins etc., in accordance with the prescribed process.
  • Fields employee calls for lateness and absences and responds to employees' questions about policy and collective agreements.
  • Verifies schedules and assign shifts on a daily basis.
  • Liaises with Department management team on issues and areas of concern.
  • In conjunction with the Department managers maintains seniority callin lists and utilizes them for calling in employees to cover shifts as per collective agreements.
  • Assists and supports the Director of Care (DoC) and Managers in resolving employee concerns and issues.
  • Notifies their respective manager of staffing scheduling issues and/or notifies Executive Director/ Administrator for approval for overtime shifts.
  • May be assigned accountability for Dayforce timeclock maintenance with responsibility for new employee timeclock enrollment.
  • Reviews employee timesheets daily and processes any time edits / adjustments as required to ensure that accurate, approved employee timesheets are submitted on a biweekly basis for payroll processing.
  • Ensures that all PTO requests submitted by employees from the respective Departments are validated, appropriately updated on the schedule, approved by the respective manager and are submitted to Payroll on a biweekly basis for processing.
  • Supports the Department managers by responding to Team Member questions related to Time and Attendance and Payroll.
  • Process updates to all nonmanagement Team member employee profiles (newhire, terminations, changes, etc.) within Dayforce Ceridian HRIS.
  • Where and as assigned by their respective manager, s/he may assist with recruiting and with new employee onboarding.
  • Performing other duties as assigned.

QUALIFICATIONS:

  • Postsecondary diploma in Business Administration, Accounting or equivalent.
  • Proven experience understanding collective agreements & scheduling in a unionized environment.
  • Experience administering time and atten

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