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Manager, Workforce Management Office

4 months ago

Mississauga, Canada Trillium Health Partners Full time

**Job Description**:
**NOTE: THIS OPPORTUNITY IS OPEN TO **INTERNAL APPLICANTS ONLY** WHO ARE CURRENT TRILLIUM HEALTH PARTNERS STAFF.**:
**Position**:Manager, Workforce Management Office (WMO)

**Department**:Patient Care Services, Access & Flow

**Role Level**:MG13

**Status**:Permanent Full Time

**Site**:Hybrid, primarily on-site at 2085 Hurontario St.; travel across THP’s three main sites may be required.

**Hours of Work / Shifts**:Monday - Friday; must be available for on-call if escalations required on weekends / after hours

***IMPORTANT INFORMATION**:

- ** Week of April 1, 2024**:Round 1 interviews begin
- Applicants selected for an interview will be contacted through their THP

The WMO is a new department within THP that will be established between Spring 2024 and Fall 2024 (the Project Phase) in a phased approach. During this period, the Manager will have dual reporting accountability to the Interim Director Process and System Integration and Workforce Management Office (WMO) and the Project Director, Workforce Management, One THP - One People Experience. The Manager will also be accountable for setting up the WMO during the Project Phase, including all recruitment, training and management of the Team Leaders,

Scheduling Clerks and other resources required for the WMO. Upon go-live with the new scheduling and shift management system (UKG Dimensions and AndGo Systems) in Fall 2024, the Manager will transition to a single reporting structure to the Interim Director Process and System Integration and Workforce Management Office (WMO).

teams. In addition, the Manager will maintain relationships with the Clinical Resource Team and external partners and clinical staff, as required, who provide staffing relief for THP. The Manager will ensure that they remain current with Collective Bargaining Agreement (CBA) changes, policies and procedures as well as non-union agreements while providing mentorship to the WMO team. The Manager will ensure that they, along with all staff, are up to date with any ongoing upgrades to UKG Dimensions and AndGo Systems.

**Leadership Responsibilities - Project Phase (April to October 2024)**:

- Under the guidance of the Project Director, Workforce Management, OneTHP - One People Experience, lead the set-up of the WMO including: recruitment, phased starts, training, troubleshooting, physical space and equipment
- Develop key WMO documentation, including but not limited to policies and procedures, contact lists / call sheets, team schedule(s) / coverage, and downtime procedures
- Work in partnership with Patient Care Managers, clinical leaders and unit resources to develop appropriate transition plans for moving scheduling from their area into the WMO, including resources, if applicable
- Engage with Patient Care Managers, clinical leaders and executives, as well as with councils and committees, on plans, progress, feedback and status reporting
- Engage with the project’s implementation partner, Deloitte, and the project team to ensure alignment
- Work with the WMO team to understand issues and concerns, addressing them to create a positive and productive work environment
- Identify, track, and mitigate where appropriate, issues that require resolution both during the Project Phase and post-go live
- Implement all schedules in a standard Excel format and work in collaboration with PCM’s, ensure all schedules have been converted to the necessary format and baseline staffing compliments have been verified
- Ensure readiness of the WMO prior to go-live
- Support and advocate change management

**Leadership Responsibilities (Operational & as the WMO is staffed up)**:

- Plan, coordinate and effectively manage resources (e.g. financial, human, physical space, equipment and materials) in alignment with the Hospital’s strategic plan
- Manage all aspects of employee relations including human resource planning; recruitment, performance management; coaching/mentoring and professional development
- Engage in conflict resolution in regards to situations that may arise due to inequality in staffing resources across units
- Actively support the development of the WMO team through participation in work internal and external to THP
- Support staff engagement and workforce resource planning, including retention and recruitment strategies to ensure stable workforce within the WMO
- In collaboration with patient care managers attend/lead staffing calls to ensure that all clinical areas at THP have adequate staffing support, to decrease overall risk related to patient safety
- In collaboration with the director, design and implement initiatives that support and align with the strategic plan for the organization
- Work with peer leaders in other areas of THP where there is centralized scheduling (e.g. MDRD, pharmacy CRT) to identify opportunities for future optimization, and if appropriate, support transition of scheduling and resources into the WMO
- Advocate for and lead opportunitie