Workforce Optimization Specialist

Summary

We have an exciting opportunity for a Workfoce Optimization Specialist to join our team You will be the primary point of contact for management staff on workforce transformation and rotation issues. Reporting to the Director, Human Resources and Patient Care Manager, Patient Access Services & Staff Scheduling, the Workforce Optimization Specialist:

• Conducts feasibility studies and business cases to evaluate current workflow delivery systems, assesses alternate workflow patterns, and conducts analysis on staff workflow patterns, staff deployment, and staff-mix to support these processes.
• Deals with complex scheduling requests, facilitates resolution to scheduling/rotation problems including development and implementation of master rotations and schedules that meet both operational and collective agreement requirements.
• Collaborates with department heads to develop and implement strategies to close the gap between resource availability and resource needs.
• Develops procedures and processes to ensure timely and effectively delivery of services within own portfolio.
• Acts as a backup to the Supervisor, Staff Scheduling by providing supervision to staff, ensuring policies, procedures and guidelines are adhered to, troubleshooting staff issues and queries, and providing input into the management of staff training, performance evaluation, and development needs.

Education:Recognized degree in a related field plus five (5) years recent, related experience in an acute care environment including experience with automated staffing/scheduling systems or an equivalent combination of education, training and experience.Skills and Abilities:

• Possesses a comprehensive understanding of the healthcare setting and healthcare professionals within the designated portfolio area.
• Demonstrated mastery in the principles of workforce optimization in large acute care organizations
• Communicates in a manner that is clear and understandable both verbally and in writing.
• Demonstrates a strong customer-service orientation and ability to understand and translate customer needs into action.
• Skillfully analyzes and explains complex and detailed information included collective agreement provisions, professional standards and varied organization policies and procedures.
• Applies excellent time management and multi-tasking skills to prioritize and complete assignments and schedule activities in a manner that optimizes effectiveness and contributes to team success.
• Fosters collaborative and effective working relationships with stakeholders that promote cooperative goals and contribute to an atmosphere of trust and mutual respect.
• Demonstrated computer literacy with desktop word processing, spreadsheet database and presentation software.
• Physical ability to perform the duties of the position.

• A competitive salary: The salary range for this position is $ $47.64 per hour, depending on experience.
• Growth opportunities: We welcome individuals at all stages of their career, offering opportunities for professional development and growth.
• State-of-the-art facilities: The new St. Paul's Hospital and health campus will be the most innovative approach to the delivery of integrated care in B.C. and Canada, designed to appropriately address the future health needs of patients, families, and our communities. From hospital care to primary and community health solutions, the new St. Paul's Hospital and health campus will continue to lead innovations in care, research, and teaching. The new St. Paul's Hospital is expected to open in 2027.
• Inclusive culture: We respect the diversity, dignity and interdependence of all persons. We value the cultural richness that our diverse workforce brings to the care of our equally diverse population of patients and residents.
• Hybrid work opportunity.
• Meaningful impact: You will have the opportunity to work for an organization that is deeply committed to safeguarding of our surrounding environment by contributing to high quality care while promoting sustainable practices in your everyday work.
• A comprehensive health benefits package including dental, vision, and life insurance as well as pension.

Your Day to Day:

• Builds a strong understanding PHC program needs such as skill mix, peak times, etc. Acts as a resource and provides support to clinical planning initiatives that optimize the use of organizational resources to continually improve the provision of client care.
• Responds to customer needs in development of master rotations, promotes effective workforce staffing models and proactively engages managers where improvements in rotations could improve staff deployment and relief.
• Identifies staffing utilization opportunities through the use of system analysis including process mapping, capacity and demand matching.
• Develops optimal workforce schedules and processes to achieve operational goals and efficiencies and meet collective agreement requirements.
• Provides feedback on staffing/scheduling provisions of the collective agreement, researches and analyzes issues related to staffing/scheduling provisions and their relationship to the staff scheduling system.
• In collaboration with, and under the direction of the Staffing Leadership group, develops and maintains documentation, guides and in-house training materials relating to Staff Scheduling processes, system support and training.
• Works with team members to develop standardized departmental policies and procedures, as well as scheduling and time capture work rules. Ensures the distribution of these materials to relevant stakeholders in collaboration with Staffing Leadership team.
• Acts as a backup to the Supervisor by performing supervisory duties for the staff scheduling service by providing supervision to staff, ensuring policies, procedures and guidelines are adhered to, troubleshooting staff issues and queries, and providing input into the management of staff training and development needs. Provides input to HR Lead or Manager regarding staff performance matters and participates in the management of staff performance issues.
• Works with Supervisor, Staff Scheduling to develop and maintain procedures and processes to ensure staffing service and coverage for customers. Monitors and evaluates service delivery to ensure customer needs are being met based on measurable indicators and best practice.
• In collaboration with Supervisor, Staff Scheduling provides training and orientation regarding staff scheduling best practices especially with respect to the development of staff schedules and their need to comply with Master Rotations.
• Assists the Staffing Leadership group with the overall strategic plan for Staff Scheduling by identifying goals and objectives for the service and providing feedback on activity levels and trends.
• Acts as an ESP System Administrator by providing administrative and technical system and support services.
• Collaborates with the Director of Human Resources and Patient Care Manager to design new, future state processes that take advantage best practices to streamline current processes, identifies inefficiencies and bottlenecks, and maintain a high level of support for patient safety, quality of care, and a healthy work place for staff.
• Identifies and analyzes health system issues to support system redesign plans; assists in leading and implementing workflow system redesign and improvement projects. Identifies industry trends, conducts research and benchmarks with other healthcare organizations and industries to understand key issues and apply industry best practices to current staffing practices.
• Conducts statistical and financial analysis on data gathered, analyzing and interpreting the data and reporting on findings using appropriate formats (e.g., charts, reports).
• Maintains awareness of best practice expertise and current trends and issues and maintains competency on best practice in methodology and approaches to statistical analysis. Engages in excellent networking and gathering of best practice examples both nationally and internationally.
• Carries out own responsibilities in accordance with health and safety requirements. Immediately reports unsafe situations by notifying appropriate personnel.
• Performs other related duties as required.

Who We Are:

Providence Health Care is one of the largest faith-based health care organizations in Canada. For the people at Providence, living our Mission, Vision and Values means providing British Columbians with compassionate, socially just, exceptional and innovative care every day.

From our humble roots 129 years ago, Providence Health Care has grown into a globally recognized leader in research, teaching, and care. As individuals within a mission-driven organization, we choose to be part of PHC because we value its long-standing dedication to social justice and compassionate care, its active efforts to advance environmental sustainability and planetary health, and its meaningful engagement in the process of Truth and Reconciliation with Indigenous Peoples.

We acknowledge that Providence Health Care and the new St. Paul's Hospital site is located on the traditional, ancestral, and unceded territory of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations.