Manager, Scheduling Services

4 months ago

Midhurst, Canada County of Simcoe Full time

Requisition Title- Manager, Scheduling Services- Close Date- 11 September 2024- Contract Type- Permanent - Full Time- Location- Midhurst, ON L9X 1N6 CA (Primary)
- Job Description***:
The Manager, Scheduling Services is responsible for both strategic and transactional oversight of Centralized Scheduling Services, and will be supported by and report to the Director, Health System Planning & Integration. Responsible to lead and manage staff and operational centralized scheduling services performance based on key performance indicators. Integral to the manager role, ensure operational department engagement in development, education and implementation of standardized business processes. As a valued member of the Health and Emergency Services (HES) Division, the Manager, Scheduling Services demonstrates a commitment to team development, building effective and collaborative relationships with key stakeholders, including operations, corporate support departments, and frontline staff.

**DUTIES AND RESPONSIBILITIES (not listed in order of priority)**:

- Performance-driven quality centralized scheduling services to meet operational, financial, and staff needs.
- Responsible for the development, updating, and reporting of regular reports, and analytics.
- Responsible to provide regular reporting, and presentations of scheduling services key performance indicators.
- Provide strong leadership to customers in the development and implementation of scheduling standards and policies.
- Support continuous improvement of scheduling practices and processes, make recommendations to enhance operational efficiency, reduce staff overtime, and support program delivery.
- Track and report department costs as they relate to time and material allocation.
- Implement and oversee scheduling processes, ensuring they align with best practices and organizational goals.
- Demonstrate a strong understanding of SAP and Workforce scheduling tools, leveraging these systems to optimize scheduling operations.
- Utilize modern scheduling software to automate and streamline scheduling tasks, ensuring efficient allocation of resources and minimizing scheduling conflicts.
- Implement predictive analytics to forecast staffing needs and adjust schedules proactively to meet demand.

Team Leadership
- Provide leadership and supervision to the Scheduling Services staff in a manner that inspires, guides, supports, and directs employees to fulfill department goals and objectives.
- Foster a positive work environment focusing on customer service.
- Complete performance evaluations and provide ongoing performance management of the scheduling team.
- Continuously improve individual planning and scheduling skills and contribute to the improvement of project/scheduling processes.
- Lead and coordinate all components of scheduling, call-outs, maintaining daily adjustments, completing master schedules, and support the HES Division services to ensure proper staffing levels are maintained.
- Ensure that Scheduling Services team hours of work and processes optimize scheduling best practices, ensure effective shift-to-shift communication, and provide maximum scheduling services support.
- Liaise with operational department managers in the development and provision of required operational and statistical reports.

Program Administration & Continuous Improvement
- Maintain a positive work environment that promotes effective open communication, staff engagement, teamwork, and positive labour relations.
- Ensures all policy, process, Standard Operating Procedures (SOP), training and reference documentation associated with Scheduling Service is up-to-date and complied with across the service.
- Collaborate with Managers/Supervisors to ensure the scheduling system is up to date with the current schedules, and update schedules when there are changes to staff compliment.
- Support HES management team to meet their own budget targets by identifying scheduling variances that may result in additional expenses.
- Provide leadership in managing staff inquiries / queries related to scheduling or payroll.
- Review all complaints, concerns, and issues received and develop plan(s) to resolve as appropriate.
- Maintain operational sustainability through the development of contingency plans and practices to maintain the delivery of scheduling services through various disruptions of service or personnel.
- Comply with provincial and County occupational health and safety legislation, Employment Standards Act, Collective agreements, Regulations, policies and procedures.
- Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.

**LEADERSHIP COMPETENCIES**:
Has knowledge of and demonstrated ability in our leadership competencies:

- Acts with the Customer in Mind
- Makes Sound Decisions
- Ensures Accountability
- Continuously Seeks to Improve Work Processes
- Plans and Directs Work

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