People Scheduler

2 months ago

Orillia, Canada Orillia Soldiers' Memorial Hospital Full time

**Job Number**:
J0424-1388

**Job Title**:
People Scheduler - Staffing & Scheduling

**Department**:
Staffing

**Job Type**:
Permanent Full Time

**Job Category**:
Administration / Clerical

**Open Positions**:
1

**Date Posted**:
April 30, 2024

**Closing Date**:
May 6, 2024

**Salary**:
$31.74 - $37.68/Hour

**Hours of Work**:

- 37.5- Share- Facebook- Twitter-
- LinkedInOrillia Soldiers’ Memorial Hospital (OSMH) is located in the City of Orillia - a beautiful community nestled along the shores of Lake Simcoe and Lake Couchiching. Orillia offers an environment where a health work/life balance is easy to achieve as exceptional urban amenities, natural resources, points of interest, and recreational opportunities abound.

People have always been OSMH’s greatest strength. Our committed team has helped our community for over a century. We offer an environment where each individual works interdependently towards common goals: we value _Trust, Courage and Teamwork_. We are an organization where individuals’ contributions are valued and there are many opportunities for personal growth and development.

Position Summary
- The People Scheduler is responsible for proactively developing and maintaining employee schedules while ensuring the schedule system is current, accurate and in alignment with relevant polices and applicable collective agreements.
- Works in a deadline-driven environment allocating and scheduling staff in an electronic scheduling system in accordance with the unit operation requirements, policies and procedures, and collective agreements. This role receives a large volume of communication daily which requires prompt follow-up.
- The People Scheduler 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 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.
- PRIMARY RESPONSIBILITIES:

- Routine Scheduling:
- Responsible for preparing and maintaining employee schedules 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 hospital policy and procedures
- Responsible for actioning time off with replacement found in the system, updating schedule per Occupational 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
- Continuously work to maintain accurate staffing levels according to the defined baseline by assigning shifts based on availability, and launching remaining needs through the internal call out system.
- Ensuring all scheduling data is captured and maintained in our scheduling system to ensure accurate processing of employees pay.
- Providing consistent and accurate data input when entering or adjusting schedules and payroll codes.

Customer Service and Communication:
- Identifies scheduling violations and works with People Services and/or leaders to rectify and provides solutions to prevent future similar incidences
- Works closely with People Services 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/question
- Collaboratively work with leaders in the annual vacation planning process
- Providing timely communication to leadership on staff replacement and any known scheduling needs/changes.
- Working collaboratively with leadership to ensure their department staffing requests are actioned timely and any issues are brought forward for troubleshooting.

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 hospital 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
- Completing the scheduling process which includes: supporting management in the designing and implementin

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