Scheduling Team Lead

3 weeks ago

Langley, Canada West Coast Seniors Housing Management Full time

**About Us**

At West Coast Seniors Housing Management we see our communities as a family and we are equally committed to our residents and our staff. We provide an engaging work environment and treat each other with respect and dignity. We invest in the growth and development of our teams to actively participate in the creation of memories and moments that matter to our residents.

**About the Role**

Reporting to the Staff Scheduling Manager or designate, the Scheduling team lead’s central responsibilities include the scheduling of short term vacancies and long term schedule planning (vacations, etc.). An ability to communicate effectively with staff is essential.

**Responsibilities**
- Receive multiple requests for relief coverage from various nursing units and/or determine the applicable action, priority and availability of existing staff according to established guidelines.
- Allocate staff based on employee’s skill set, unit needs and judgment and call in relief staff to fill vacancies resulting from unfilled positions, vacations, leave of absences and sick leaves in accordance with applicable collective agreements and inputs into computerized staffing systems; consults with designated area(s) Staffing Manager when requests exceed needs identified.
- Receive and process approved requests such as vacation, leave of absences and terminations by preparing appropriate documentation.
- Produce and edit timekeeping records for nursing staff and submits to payroll; liaises with payroll re employee inquiries and makes adjustments as required; answers employee inquiries regarding scheduling.
- Maintain computerized records on relief staff such as names, addresses, phone numbers, availability for work, suitable work area and hours worked.
- Perform a variety of clerical duties such as answering telephone, accessing and responding to computerized messages, scheduling meetings and maintaining related files.
- Act as an active member of the Staff Scheduling Team by participating in department meetings, and providing input on issues related to staff scheduling.
- Responsible for training and educating new staff on daily scheduling tasks.
- Planning and providing education sessions at monthly office staff meetings.
- Analyzing and disturbing workload and responsibilities amongst scheduling team daily.
- In-charge of scheduling the office staff. This entails processing and upkeep of the following: approved vacation days, leaves, sick calls, shift swaps, overtime offering and unfilled shift booking.
- Be present and active in the interview and hiring process of potential schedulers’ when vacancies arise.
- Process, input and maintenance of office schedulers’ master rotations. This also includes adding new employees to the system and assigning rotations that meet operational needs.
- Process the site’s new rotations and/or changing of rotations with mínimal notice.
- Other duties as assigned.

**Skills and Abilities**

Scheduling Team Lead must demonstrate the following in addition to a scheduler’s skills, responsibilities, and duties. Please see below.
- Demonstrate leadership skills and ability to organize, oversee and evaluate the function of a team.
- Demonstrate leadership, mentoring, coaching, facilitation and team building skills.
- Demonstrate interpersonal and communication skills, both written and verbal
- Demonstrate critical thinking and problem solving skills.
- Demonstrate ability to adjust to new or unexpected events and make decisions.
- Ability to role model conflict resolution strategies and take corrective action.
- Ability to organize and prioritize work independently.
- Highly organized with the ability to prioritize multiple demands and tasks.
- Ability to utilize both verbal and written communication skills to obtain information and provide routine information in verbal, written and electronic formats.
- Demonstrate strong attendance record.

**Qualifications**
- Must be a full-time employee.
- Be able to work all shift times.
- Able and willing to change own schedule in order to meet operational needs.

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