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Specialist

5 months ago

Barrie, Canada Royal Victoria Regional Health Centre Full time

**Job Description**:
The **Scheduling Specialist** reports to the Manager of the Centralized Workforce Scheduling and is responsible for proactively developing and maintaining employee schedules while ensuring the scheduling system is current, accurate, and in alignment with relevant policies and applicable Collective Agreements.

Works in a deadline-driven environment allocating and scheduling staff in an electronic scheduling system in accordance with the unit operational requirements, policies and procedures, and collective agreements. This position receives a large volume of communication daily which requires prompt follow-up.

The Scheduling Specialist is accountable for demonstrating experienced scheduling skills including, but not limited to: completing schedule adjustments, maintenance of routine schedules, creating and maintaining master rotations, and posting prime time and regular schedules as per the rotational planner in the current scheduling software. Review and analyze schedules and work with appropriate leaders to proactively identify mitigating strategies to ensure safe staffing levels are maintained.

Identify and address with leader mismatches with the master schedule and collaboratively work together to rectify them. Ensuring compliance with scheduling processes and timelines and proactive filling of shifts.

**RESPONSIBILITIES**:
Routine Scheduling
- Responsible for preparing and maintaining employee schedules and profiles under the direction of the leader
- Lead for posting schedules in the scheduling system following the rotational planner and shifts are awarded fairly and equitably using an electronic scheduling system, in alignment with collective agreements or RVH policy and procedures
- Responsible for setting up employee profiles, actioning time off with replacement found in the system, updating schedule per Occ Health direction, removing/adding employees to their mastered lines, updating Online Shift Selection with accurate needs, and awarding/declining employees based on eligibility
- Responsible for ensuring the electronic scheduling system is updated following leader direction and/or downstream
- Continuously work to maintain accurate staffing levels according to the defined baseline by running pools, assigning shifts based on availability, and texting out remaining needs.

Customer Service and Communication
- Identifies scheduling violations and works with HR and/or leaders to rectify and provides solutions to prevent future similar incidences
- Works closely with HR to rectify any scheduling-related issues and communicates outcomes to leader and/or employee
- Provides ongoing assessments of staffing levels to ensure baseline is maintained
- Builds and maintains a strong relationship with employees and leaders including acting as a single point of contact for scheduling needs/questions
- Collaboratively work with leaders in the annual vacation planning process

Master Schedules and Prime Time
- Co-lead the creation of master schedules and annual vacation planning processes to ensure baselines are achieved within budget
- Accurately plot Master Schedules and ensure the collective agreement and/or RVH policies and procedure language is maintained
- Ensure all scheduling rules are adhered to (i.e., the time between shifts, ddnn, equal distribution of days and nights, ensuring employee commitment is achieved)
- Follow hospital policy/collective agreement when analyzing and entering prime-time schedules
- Works with leaders to ensure their staffing baselines are met and all rules are adhered to (see above)

Union Interpretation
- Understand union language as it relates to scheduling (i.e., the time between shifts, ddnn, equal distribution of days and nights, ensuring employee commitment is achieved, proper offering of shifts, and corresponding timing)

**QUALIFICATIONS**:
**Education**:

- College diploma in Business, Human Resources or Health Administration, required

**Experience**:

- 1-3 years experience working in a scheduling and timekeeping environment and knowledge of relevant processes and technology (i.e., Kronos, ESP, Dimensions).
- Previous experience within a support service environment with an understanding of Collective Agreements and scheduling rules, in a hospital environment preferred.
- Working knowledge of Quality Improvement methodologies or LEAN principles.

Competencies:

- Excellent interpersonal and customer service skills.
- Ability to engage customers in a timely and sensitive manner, align and deliver outcomes within established timeframes
- Experience facilitating sessions with staff and leadership teams
- Understand and implement Human Resource and Payroll policies essential
- Demonstrated good attendance and performance records with the ability to maintain these same standards
- Demonstrated decision-making and problem-solving skills following relevant processes and policy
- Ability to maintain confidentiality