Supervisor, Employee Scheduling - Permanent (Full Time) - Villa Colombo LTC

INTERNAL POSTING - NON-UNION POSITION

POSTING NUMBER: 193-2024

Department: Administration

Position: Supervisor, Employee Scheduling

Weekdays 9:00am-5:00pm (75 hours a bi-weekly)

Weekends and evening work may be required.

Status: Permanent Full Time

Date Required: ASAP

Supervisor, Employee Scheduling assists departmental managers/directors ensure proper employee schedules, rosters and other related data, software and information are created/maintained to certify accurate payroll and optimal departmental/unit staffing and operations.

EXPERIENCE & EDUCATION

• Two (2) to four (4) years experience in employee scheduling required, preferably in a unionized health care organization.
• Two (2) years supervisory or lead hand experience preferred.
• Post-secondary education (degree or diploma) in a related field preferred.
• Demonstrated understanding of, and compliance with the Employment Standards Act, Collective Agreements and other applicable legislation.

COMPETENCIES (Behavioural & Technical Skills)

• Excellent interpersonal and communications skills both written and verbal.
• Strong organizational skills including ability to multi-task within a fast paced environment.
• Highly confidential and discrete when dealing with highly sensitive information.
• Demonstrates understanding of, and compliance with, responsibilities under the Occupational Health and Safety Act, Regulations and the organizations’ health and safety plans, policies and procedures.
• Demonstrates understanding of, compliance with, and commitment to, resident safety responsibilities and corresponding plans, policies and procedures in order to ensure a safe environment for resident/families.
• Willing to adapt quickly to quick changes in direction
• Detail-oriented, analytical and extremely organized, with well developed time management skills, able to meet deadlines and effectively handle multiple priorities.
• Excellent interpersonal and relationship building skills. Ability to get along with diverse personalities with tact and diplomacy.
• Able to work independently and as a team member.
• Results oriented. Possess initiative and a positive “can do” attitude.
• Excellent computer skills (Microsoft Word, Excel, and PowerPoint) and an aptitude for computer based tools.

RESPONSIBILITIES INCLUDE (but are not limited to):

• Hire, schedules, direct, discipline, evaluate, and terminate scheduling staff in accordance with internal protocols and policies.
• Complete payroll entry for all scheduling staff.
• Coordinate, complete and oversee the employee work scheduling processes, including scheduling data entry for payroll and act as the expert resource for scheduling coordinators.
• Create, review, maintain and oversee all schedules and rosters including online and on excel in accordance with the Collective Agreements and departmental operation needs.
• Supervise daily activities of the scheduling staff to ensure all incoming calls, emails and other inquiries are answered and addressed.
• Work with managers/directors to review, log and approve/decline requests for time off within established unit/departmental quotas and respective Collective Agreements.
• Review and establish, with managers/directors, time-off quotas during peak vacation periods and establish process to ensure scheduling coordinators follow established quotas.
• Conduct relevant random and scheduled audit of the schedules and rosters to ensure accuracy and that Collective Agreement language is followed.
• Implement necessary scheduling and scheduling data entry process improvements and audit findings and issues.
• Supervise daily activity of the Scheduling Coordinators to ensure equal distribution and ensure all incoming calls, inquiries and requests are answered, recorded accurately and addressed in a timely manner.
• Create and maintain relevant lists, information, reports and stats, as requested.
• Ensure all schedules, rosters, requests for time off and other related data is organized and archived in accordance with auditing and legal practices.
• Act as the systems administrator for all scheduling related software and programs, i.e., StaffStat and ensure all information is current and updated as changes occur.
• Implement and maintain the process for training all new staff on the scheduling call-out software and ensure it is followed consistently by all scheduling coordinators and staff.
• Ensure the scheduling data for payroll, biometrics data (sign-in/out) and related information is entered accurately and within the required timelines and that payroll errors and omissions are corrected utilizing the established processes.
• Ensure all employees are set up and maintained current on the biometric system and coordinate any revisions, updates or new systems in collaboration with the Supervisor, Payroll.
• Communicate with departmental managers/directors absence, lateness and other attendance pattern absences or issues and initiate/ensure appropriate paperwork, i.e., Payroll Change Notice and/or Request for Hire forms is completed.
• Communicate relevant information to the departmental managers/directors any scheduling issues that would impact continuity of care/service, i.e., shortages, lateness, etc.
• Coordinate/provide training on any new scheduling systems, new policies, procedures and forms for Scheduling Coordinators.
• Promotes smooth interactions with other department and fosters good interdepartmental relations.
• Ensures all vacancies are filled in accordance with collective agreement rules and that scheduling staff follow the established process for tracking and reporting.
• Ensure scheduling information in Charge-Nurse binder current and updated.
• Ensure all employee telephone lists for scheduling purpose and contact information is updated accordingly; communicate relevant changes to payroll in accordance with internal procedures.
• Maintain master list of all staffing agencies, including the respective agency staff deployed to VCT.
• Ensure all agency staff is set-up for orientation by Human Resources and scheduled for on the job training.
• Coordinate with departmental managers/director to assign and schedule all new hires to particular units/departments/shifts, etc., to ensure optimal departmental/unit operations.
• Ensure all scheduling related timelines as stipulated by collective agreements, policy and/or operational needs are followed to, i.e., creation and posting of vacation schedules.
• Ensure all benefits related to scheduling and time off are approved and followed in accordance with the Collective Agreement.
• Perform other related duties as assigned.

Submit your Resume and Covering Letter through Workday Career tab.

Please contact HR at humanresources@villacolombo.on.ca or 416-789-2113 ext. 6099 for any assistance or questions