People Scheduler

Company Biography

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:

• Act as the subject matter expert and primary contact for employees & leaders related to People Scheduling inquiries and provide support/education to customers
• 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 implementing of new master rotations, templates, line assignments, and processing approved leave of absence / time off requests.

Union Interpretation

• Provides advice and expertise concerning the application and interpretation of collective agreements relating to scheduling rules, policies, and procedures

• 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)

• Perform other duties as may be assigned by the direct manager.

Primary Responsibilities:

• As a member of the Scheduling team, the Administrator supports and secures appropriate staffing levels across the organization under the direction of leadership.
• The Administrator supports to create, process, and maintain department staffing requirements and schedules
• Partner with Human Resources (HR) and department leadership to ensure systems meet/exceed business requirements to minimize duplication of effort for system efficiency and accuracy
• Forward planning/design of application based on collective agreement changes/operational decisions
• Application support including configuration changes, upgrades, etc.
• Subject matter expert for timekeeping, scheduling and related reporting across the organization
• Administers activities including interface management
• Configures, monitors, and maintains the system (e.g. work rules, holiday rules), scheduler set-up (e.g. shift/pattern templates, schedule groups), and people editor (e.g. skills and certifications)
• Coordinates and applies schedules in Workforce Central, per collective agreements, policies, procedures, staffing procedures and shift requirements
• Coordinates with HR, Payroll and department leadership to facilitate the identification, analysis and documentation and testing strategies for business requirements to optimize systems
• Leads the scheduling aspect of the Kronos system, regarding system administration, Hospital policies, collective agreements, system rules and application functionalities
• Provide support, guidance, and training to new team members (front line and leadership)
• Creates and maintains all Kronos documentation (including user tools, quick tips, etc.)
• Reviews Workforce terminals daily to ensure optimal performance and troubleshoots as required
• Works with Information Technology (IT) team for server administration
• Assume and share scheduling responsibilities to support workload balance
• Perform daily audits with regards to pay codes, ESS schedule placeholders, and shift length work rules
• Monthly refresh session for new/ongoing leadership and front line team members
• Assists with Payroll Team in the auditing of Kronos timecards to ensure accurate and timely completion of pay data
• Manage all unscheduled pay premiums as approved by department leadership via the genies
• Review all exceptions and provides necessary support to departmental leadership
• Review approved shift swap, giveaway and special pay codes as necessary in conjunction with the Payroll team.
• Performs other duties as may be assigned by the Manager, Staffing & Scheduling

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:

• Act as the subject matter expert and primary contact for employees & leaders related to People Scheduling inquiries and provide support/education to customers
• 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 implementing of new master rotations, templates, line assignments, and processing approved leave of absence / time off requests.

Union Interpretation

• Provides advice and expertise concerning the application and interpretation of collective agreements relating to scheduling rules, policies, and procedures

• 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)

• Perform other duties as may be assigned by the direct manager.

Primary Responsibilities:

• As a member of the Scheduling team, the Administrator supports and secures appropriate staffing levels across the organization under the direction of leadership.
• The Administrator supports to create, process, and maintain department staffing requirements and schedules
• Partner with Human Resources (HR) and department leadership to ensure systems meet/exceed business requirements to minimize duplication of effort for system efficiency and accuracy
• Forward planning/design of application based on collective agreement changes/operational decisions
• Application support including configuration changes, upgrades, etc.
• Subject matter expert for timekeeping, scheduling and related reporting across the organization
• Administers activities including interface management
• Configures, monitors, and maintains the system (e.g. work rules, holiday rules), scheduler set-up (e.g. shift/pattern templates, schedule groups), and people editor (e.g. skills and certifications)
• Coordinates and applies schedules in Workforce Central, per collective agreements, policies, procedures, staffing procedures and shift requirements
• Coordinates with HR, Payroll and department leadership to facilitate the identification, analysis and documentation and testing strategies for business requirements to optimize systems
• Leads the scheduling aspect of the Kronos system, regarding system administration, Hospital policies, collective agreements, system rules and application functionalities
• Provide support, guidance, and training to new team members (front line and leadership)
• Creates and maintains all Kronos documentation (including user tools, quick tips, etc.)
• Reviews Workforce terminals daily to ensure optimal performance and troubleshoots as required
• Works with Information Technology (IT) team for server administration
• Assume and share scheduling responsibilities to support workload balance
• Perform daily audits with regards to pay codes, ESS schedule placeholders, and shift length work rules
• Monthly refresh session for new/ongoing leadership and front line team members
• Assists with Payroll Team in the auditing of Kronos timecards to ensure accurate and timely completion of pay data
• Manage all unscheduled pay premiums as approved by department leadership via the genies
• Review all exceptions and provides necessary support to departmental leadership
• Review approved shift swap, giveaway and special pay codes as necessary in conjunction with the Payroll team.
• Performs other duties as may be assigned by the Manager, Staffing & Scheduling

Qualifications

Education:

• College diploma in Business, Human Resources or Health Administration required or equivalent combination of education and experience.

Experience:

• Minimum three (3) years' experience working in a scheduling and timekeeping environment and knowledge of relevant processes and technology (i.e., Kronos, UKG) required.
• Previous experience within a support service environment with an understanding of Collective Agreements and scheduling rules, in a hospital environment preferred.
• Previous data entry and customer service experience required.

Competencies:

• Demonstrated advanced computer skills in word processing, spreadsheet and database software.
• Demonstrated experience working with a computerized scheduling system
• Demonstrated ability to communicate effectively, verbal and written, using tact, diplomacy and discretion.
• Demonstrated initiative and good judgment in problem-solving and decision-making.
• Highly motivated and flexible with the ability to adapt quickly to new situations/challenges
• Demonstrated ability to time-manage, prioritize a heavy workload and multi-task.
• Demonstrated knowledge of employment related legislation and collective agreements
• Demonstrated attention to detail and ability to provide exceptional service in a stressful environment
• Demonstrated ability to work efficiently independently and in a teamwork environment.
• Demonstrated aptitude to learn new software applications and operating environments.
• Demonstrated appreciation and respect for protocol, professionalism, and confidentiality.
• Experience facilitating sessions with staff and leadership teams
• Demonstrated good attendance and performance records with the ability to maintain these same standards

Other:

• Demonstrates commitment to continued professional and personal growth and development through Continuing Education Programs and Self Directed Learning Opportunities.

Our Employees Enjoy

• a professional practice environment
• a collaborative atmosphere with emphasis on teamwork
• wellness initiatives
• continuing education grants
• employee recognition and assistance programs
• a competitive salary and benefits package
• equal opportunities for growth and development

Employment Equity

OSMH is committed to diversity and equity in the workplace and welcomes applications from all qualified individuals, including women, visible minorities, Indigenous peoples, persons with disabilities, LGBTQ2S persons and others who may contribute to a diverse workplace.

Accomodation in the Workplace

Orillia Soldiers' Memorial Hospital is a respectful, caring, and inclusive workplace. We are committed to championing accessibility, diversity, equal opportunity and maintaining a barrier-free selection process for job applicants. Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the requirements for the open position. Applicants need to make their requirements known to the Human Resources department when contacted. All requests are handled confidentially.

Health & Safety Responsibilities

OSMH is committed to providing a safe, healthy and supportive working environment by treating team members and patients with compassion accountability respect and engagement.

All team members must adhere to OSMH's Occupational Health and Safety policies, procedures and protocols, as well as the duties of workers as stipulated in the Occupational Health and Safety Act.

Team members must be able to perform all bona fide and essential duties of the position which may include cognitive and physical demands.

As a condition of employment, new employees are required to complete an employment health assessment and must be cleared by the Occupational Health and Safety Team prior to orientation.

Closing Statement

OSMH is a minimal fragrance workplace. We kindly ask all applicants to refrain from using scented products should they have the occasion to interview with the hospital. As a condition of employment OSMH requires professional references, verification of academic training, professional accreditation and evidence of course completion. It is also a condition of employment that all new employees will be required to present an original vulnerable sector check within 90 days of commencing employment and must sign an Offense Declaration upon receipt of an offer of employment.

If you are interested in joining our team, please apply online before 11:59 pm on the posting close date. Incomplete submissions will not be considered. We thank all applicants, however only those selected for an interview will be contacted.