Job Description

About Nucleus Independent Living

Nucleus Independent Living is an innovative and learning organization, focused on providing exceptional, culturally sensitive care to residents in the Peel, South Etobicoke and Halton communities to enable frail seniors and adults living with physical disabilities to live their best life independently, at home. Our highly committed staff embody our ICCARE values of Innovation, Compassion, Collaboration, Accountability, Respect, and Excellence in the delivery of personalized care, where every person's experience is exceptional, every time. We are committed to creating a safe environment where you feel heard, valued for the work you do, able to grow and learn, and make a difference to every person you touch. At Nucleus, we view our diversity as our strength. We know that the unique perspectives of our clients, caregivers and staff contribute to a better environment for all. We are committed to listening, learning and amplifying the voices that will help make us be more inclusive and become better informed to serve our communities. We embrace diversity, choose equity and action inclusion.

Position Summary:

Reporting to the Senior Manager of Client Services, the Scheduling Manager is responsible for overseeing the Centralized Scheduling Team, ensuring the efficient and accurate management of both client and staff schedules. This role is crucial in maintaining compliance with organizational policies, Collective Agreements, and relevant regulations, while ensuring program needs are met in an efficient and timely manner. The Scheduling Manager will lead the Client Service and Scheduling Coordinator (CSSC) team, providing leadership, guidance, and support to meet team objectives, foster a collaborative environment, and drive continuous improvements in scheduling practices. This role also ensures high-quality client service, collaborates with cross-functional teams, oversees payroll management, and ensures compliance with Occupational Health and Safety standards.

Key Responsibilities:

Manage the CSSC team to ensure effective service delivery, operational efficiency, and achievement of organizational strategic goals. Oversee the recruitment and onboarding processes for new hires and develop training programs to enhance team members' understanding of scheduling policies, best practices, and operational procedures. Monitor team performance, conduct regular evaluations, provide feedback, and implement performance improvement plans where needed. Serve as the subject matter expert on client service schedules (AO/SDL/SH), ensuring compliance with policies, procedures, and Collective Agreements, as well as relevant employment legislation. Collaborate with cross-functional teams to identify opportunities for process improvements and implement strategies that increase scheduling efficiency, client satisfaction, and team performance. Works with people and culture team to support LOA and WSIB case management. Works to recruit and post for open attendant positions. Assist with annual education and training bookings with client services and people and culture. Schedules attendants monthly to annual education trainings and ensures each attendant has met the annual education trainings. Create and manage the master rotation schedule to optimize resources. Approve bi-weekly payroll (AO/ADL/SH) for all attendants and the CSSC team, ensuring accurate time tracking and attendance. Tracks agency usage and low service hours. Manage and approve scheduling requests in ADP, including staff availability, shift exchanges, and cancellations. Monitor and invoice weekly agency hours, tracking performance and managing penalties and contract clauses. Host bi-monthly meetings with agency and client services managers to review agency hours and invoicing penalties. Analyze client schedules for efficiency, adjusting service hours to meet client needs while optimizing resources. Ensure all employee and client documentation is accurate, up-to-date, and in compliance with internal policies and relevant regulations. Maintain confidentiality in accordance with Nucleus policies and PHIPA regulations. Collaborate with departments such as Accounting/Payroll, MITO Team, and People & Culture to streamline scheduling systems, ensure accurate payroll processing, and support organizational goals. Participate in quality improvement and risk management activities, ensuring adherence to Occupational Health and Safety Act requirements. Monitor staffing trends through dashboards and provide regular reports to client services teams. Lead team meetings and participate in committee discussions. Manage on-call rotation and statutory holiday work schedules.

Special Conditions

On-call rotation with team. Criminal Record Check and credential verification required. Valid driver's license and access to a reliable vehicle. Occasional evening, weekend, or holiday work may be required.

Work Environment

Office equipment: phones, computers, headsets, laptops, printers, photocopiers, etc. Physical demands: sitting, standing, walking, light lifting. Smoking is prohibited in office areas, and designated smoking areas are provided. Nucleus maintains a scent-free workplace. No hazardous materials other than standard cleaning supplies are used.

Vaccination Policy

Vaccination against COVID-19 is required for new hires, subject to legitimate exceptions. The two-dose vaccination series must be approved by Health Canada.

Commitment to Inclusion

At Nucleus, we are committed to an inclusive, equitable, and accessible work environment. We encourage candidates from all backgrounds to apply. Accommodation will be provided upon request throughout the hiring process