Scheduling Coordinator

3 weeks ago

Dartmouth, Canada Medavie Health Services Full time

Position Type:
Permanent

Date de clôture:
Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.

We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls.

The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.

In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.

Nature and Scope:
The Scheduling Coordinator will provide fundamental support to key elements of the provincial system. The incumbent works with the related systems to track and utilize the workforce capacity to ensure 24/7/365 coverage for province-wide ambulance, transport, and communications center services as required while making sure all their operational actions respect related collective agreements, policies & procedures, and legislations. The requirements of maintaining the efficiency and accuracy of scheduling management are vital as the scheduling system is one of the main sources of transferring employees’ time records to the payroll department for payroll calculation.

Duties and Responsibilities:
The position entails, but is not limited to the following:

- Coordinate short, medium, and long-term scheduling for 1000+ personnel to ensure 24/7/365 coverage for province-wide ambulance, transport, and communications centre services as required.
- Monitor workforce requirements for all shifts via regular communications with Operations Leaders
- Track and utilize availabilities of frontline staff, collective agreement compliance, and fatigue management policy to ensure compliance with scheduling best practice, collective agreements, EMC and MHS policies and provincial Department of Labour legislation and regulation place staff on working schedule for each region.
- Oversee short-term scheduling and conduct manual/software-assisted calls to fill gaps in services (e.g. resulting from employee absences, short notice special events, banked time) within a complex, multi-union environment.
- Work with frontline Leaders and Health and Wellness Consultants to determine medium, long-term staffing needs and special events based on known absences, time off and backfill requests.
- Post open shifts in accordance with the appropriate Collective Agreement factoring in posting timelines, notification requirements, positions specific skills or qualifications and Fatigue Management.
- Fill shifts based on Collective Agreement requirements, Fatigue Management and Operational Requirements.
- Factoring in operational and system requirement, work with Operational Leaders to plan for shifts which have been posted and remain unfilled.
- Work with Clinical Services to deploy in-service dates as available “shifts” in the provincial staffing program based on a predetermined schedule.
- Coordinate the in-service sign-up process for frontline staff to comply with class size limitations, collective agreement requirements, fatigue management and normal operational scheduling.
- Receive seniority vacation bids via scheduling software, determine appropriate awarding in accordance with the appropriate collective agreement and enter approved seniority vacation within the timeline outlined in the appropriate collective agreement.
- Ensure data entry is completed appropriately for all ride-along, student practicum, medical students, or other similar requests to the system.
- Receive concerns and inquiries from frontline Leaders. As part of a collaborative team - communicate with frontline Leaders and staff to address concerns and inquiries.
- Perform specialized data entry into complex scheduling software for all required scheduling changes.
- Utilize specialized knowledge of the customized scheduling software to ensure the integrity and accuracy of the scheduling database as well as the ability to export the data for entry and use in our payroll system.
- Act as a superuser with the customized scheduling software.
- Develop, maintain, and

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