Lead Staffing Coordinator

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**Job Title**: Lead Staffing Coordinator

**Employee Group**: Non-Union

**Department**: Staffing

**Reports To**: LTC Administrator

**JOB SUMMARY**

**Purpose of the role**: The Lead Staffing Coordinator is responsible for all aspects of the preparation and maintenance of the master schedules for the Nursing, Support Services, Nutrition, Staffing / Reception, Programs, and Maintenance departments in a time-sensitive and deadline-driven environment. This role works in accordance with all policies and procedures of St. Joseph’s Lifecare Centre as well as the collective agreements of associated unions. In addition, the Lead Staffing Coordinator will book coverage for advance needs, project work, emergencies, workload increases, and short-term/long-term leaves. The Lead Staffing Coordinator will work closely with their portfolio managers to ensure staffing initiatives are completed.

As is required of all employees, the Lead Staffing Coordinator will work in a safe and healthy manner and follow the regulations outlined in the Occupational Health and Safety Act.

**KEY ACCOUNTABILITIES & SUCCESS** CRITERIA**
- Prepares, posts, and maintains the master schedule for the Nursing, Support Services, Nutrition, and Maintenance Departments according to collective agreements and applicable labour laws; prepares, posts, and maintains schedules for the non-union departments, i.e. staffing/reception and programs;
- Enters schedules and unplanned absences in HRIS (Quadrant) and ensures accurate attention to pay code details in data entry (e.g. paid hours, shift premiums, etc.)
- Creates and maintains records to track employee availability, timesheet submissions, schedule rotations, and shift changes.
- Responds to employee inquiries regarding their scheduled hours and investigates discrepancies.
- Complete biweekly time verification to ensure all exemptions and corrections are completed within the payroll deadlines.
- Responsible for accurate data entry into the Quadrant program to record all updates in a timely manner (e.g. absence from work, assignment of shifts, etc.)
- Utilize correct codes to document call-out responses (e.g. message left, not available, will call back etc.)
- Monitors daily coverage needs and develops tactics and strategies to solve problems
- Monitors absence line and fills the shifts for unplanned absences.
- Arranges and manage holiday rotations.
- Generates reports to monitor performance on key performance indicators
- Receives, grants/denies, and records all staff requests for time off.
- Receives, reviews, and records information on availability calendars
- Receives, records, and uses job classifications and seniority lists to arrange for the replacement staff of all sick, absent, or bereavement calls
- Communicates issues and staffing changes to management.
- Understands priorities within short-term and long-term coverage requirements
- Ensures staffing is completed within the guidelines set forth in collective agreements
- Has the ability to establish priorities, and to re-order these with little notice in response to emergent issues
- Lead scheduling office staff.
- Provide backup for payroll processing as required.
- Other clerical duties associated with the department

**QUALIFICATIONS & SKILLS**
- Post-secondary diploma in Business Administration, Medical or Office Administration or equivalent experience
- 1-3 years of staffing experience, preferred.
- Previous experience in a unionized healthcare environment is an asset.
- Demonstrated understanding of computer time, attendance, and payroll programs (Quadrant) an asset.
- Demonstrated expert knowledge of Office Suite computer software program (e.g. Word, Excel, Outlook)
- Excellent customer service skills, and telephone etiquette and demonstrates SJLC core values
- Understanding of staffing patterns and related workload.
- Demonstrated ability to work independently within strict time frames.
- Ability to write routine reports and correspondence; ability to speak clearly and present in a pleasant and courteous manner.
- Strong organizational, time-management, critical thinking, and problem-solving skills
- Excellent verbal and written communication skills
- Excellent interpersonal and teamwork skills
- Proven ability to cope with stressful situations
- Ability to prioritize while managing multiple conflicting demands
- Ability to develop and modify staff schedules to meet staffing needs
- Working knowledge of scheduling practices and collective agreement interpretation and previous experience with data entry
- Ability to collaborate with various departments to accomplish organizational goals
- Detail orientated with accurate data entry skills
- Must be able to work independently, as well as part of a team
- Good attendance record
- St. Joseph’s Lifecare Centre Brantford is an equal opportunity employer and strives for equity, inclusiveness, and diversity in all programs, facilities, and people. St. Joseph’s Lifecare Centre Bra