Scheduling Coordinator, Staffing Office

Land acknowledgement:

Oak Valley Health honours the traditional territory of the closest Indigenous communities, the Chippewas (chi-puh-waas) of Georgina Island and the Mississaugas of Scugog Island. The Haudenosaunee (Ho-de-no-shau-nee) and Anishinaabe (Ah-nish-in-ah-beh) have lived, worked and existed on this land from time immemorial. This land is covered by Treaty 13 signed with the Mississaugas of the Credit, and the Williams Treaty signed with many Mississauga and Chippewa bands.

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

What we are looking for:

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.

SPECIFIC ACCOUNTABILITIES

• The Schedule Coordinator will be responsible to work collaboratively with the other Schedule Coordinators, Shift Manager, Managers and Clinical Leaders to support and create appropriate schedules for all units/departments, master rotations and self scheduling, that are within HR policies and Collective agreement language as appropriate.
• 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.
• 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.
• To review daily staffing levels in relation to unit activity level on units ( i.e. 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.
• 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.
• Completing project work and policy work as required.
• Participating on committees as required.
• Promotes and supports MSH strategic and operational objectives.
• Applying knowledge of fiscal responsibility.
• Rotation through scheduling portfolios and days, evenings and/or weekends as required.
• Collaborating with other team members to complete all staffing, scheduling and timekeeping duties.
• Other duties as assigned

What you bring to the role:

• 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
• Ability to work with limited supervision
• Excellent customer service skills, telephone etiquette, and display of core values
• 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
• 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
• Committed to continuous education and learning
• Crucial conversation or conflict resolution training an asset
• 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

Work 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.

Compensation:

Band: R

$ $36.83 per hour

Who we are:

Oak Valley Health is one of Ontario's leading community healthcare organizations. Across our two sites (Markham and Uxbridge) and Reactivation Care Centre (RCC), we provide high quality, patient-centred care to more than 468,000 patients each year. We offer diagnostic and emergency services and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children's services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).

Our 542 physicians, 35 midwives, over 3,000 staff and 1,000 volunteers serve patients and families with an honoured to care mindset and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost. Are you ready to join us?

COVID Statement

As a result of the COVID-19 pandemic and the need to strengthen and promote health protection to patients, staff and members of the public attending in the hospital, prior to the first day of employment with the Hospital, all successful candidates are required to provide proof of COVID-19 vaccination (full vaccination is required). In order to provide you with fair & equitable accommodation, you must submit supporting medical exemption documentation or an affidavit detailing why your religion prohibits you from receiving the COVID-19 vaccine.

Oak Valley Health diversity statement

Oak Valley Health takes pride in serving some of Canada's most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration and we encourage applications from Indigenous peoples, members of sexual minority groups, members of racialized groups, persons with disabilities, and all others who may contribute to the further diversification of Oak Valley Health. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.

We are honoured to be recognized as one of Forbes Canada's Best Employers for Diversity 2023. We ranked within the top 150 organizations across the country. Learn more about our commitment to EDI.