Job Description

The Scheduling Specialist reports to the Manager of the Centralized Workforce Scheduling and is responsible for proactively developing and maintaining employee schedules while ensuring the scheduling system is current, accurate, and in alignment with relevant policies and applicable Collective Agreements.

Works in a deadline-driven environment allocating and scheduling staff in an electronic scheduling system in accordance with the unit operational requirements, policies and procedures, and collective agreements. This position receives a large volume of communication daily which requires prompt follow-up.

The Scheduling Specialist 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 as per the rotational planner 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.

Identify and address with leader mismatches with the master schedule and collaboratively work together to rectify them. Ensuring compliance with scheduling processes and timelines and proactive filling of shifts.

RESPONSIBILITIES:

Routine Scheduling

• Responsible for preparing and maintaining employee schedules and profiles 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 RVH policy and procedures
• Responsible for setting up employee profiles, actioning time off with replacement found in the system, updating schedule per Occ 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 and/or downstream
• Continuously work to maintain accurate staffing levels according to the defined baseline by running pools, assigning shifts based on availability, and texting out remaining needs.

Customer Service and Communication

• Act as the subject matter expert and primary contact for employees & leaders related to Centralize Workforce Scheduling inquiries and provide support/education to customers
• Identifies scheduling violations and works with HR and/or leaders to rectify and provides solutions to prevent future similar incidences
• Works closely with HR 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/questions
• Collaboratively work with leaders in the annual vacation planning process

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 RVH 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 (see above)

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)

QUALIFICATIONS:

Education:

• College diploma in Business, Human Resources or Health Administration, required

Experience:

• 1-3 years experience working in a scheduling and timekeeping environment and knowledge of relevant processes and technology (i.e., Kronos, ESP, Dimensions).
• Previous experience within a support service environment with an understanding of Collective Agreements and scheduling rules, in a hospital environment preferred.
• Working knowledge of Quality Improvement methodologies or LEAN principles.

Competencies:

• Intermediate knowledge of Microsoft Office applications (e.g., Word, Excel, PowerPoint).
• Excellent interpersonal and customer service skills.
• Ability to engage customers in a timely and sensitive manner, align and deliver outcomes within established timeframes
• Experience facilitating sessions with staff and leadership teams
• Understand and implement Human Resource and Payroll policies essential
• Demonstrated good attendance and performance records with the ability to maintain these same standards
• Demonstrated decision-making and problem-solving skills following relevant processes and policy
• Ability to maintain confidentiality

Unless otherwise stated applicants must have a minimum educational requirement of Grade 12 or equivalent and must demonstrate proven workplace excellence through commitment to strong job performance and attendance.

Please be reminded that as a Regional Health Centre, in order to provide the necessary patient care, our operations run 24/7. Therefore, depending on the program for which you are applying, it may be an expectation that you are available to work week days and weekends, as well as all shifts - days, evenings, and nights.

Employment Equity

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

RVH COVID-19 Vaccination Policy

All job offers will require compliance with our COVID-19 Vaccination Policy for proof of full vaccination unless provided with a medical exemption or an accommodation under the Ontario Human Rights Code.

Accommodation in the Workplace

RVH offers accommodation for applicants with disabilities in the recruitment process, and is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). RVH will work proactively through all stages of recruitment to create a barrier-free process and to provide accommodations as required. If you require accommodation during the interview process, please contact Human Resources at 705-739-5605.

Health & Safety Workplace Responsibilities

• Must adhere to the duties of workers, as stipulated in Section 28 of the Occupational Health and Safety Act.
• Must adhere to all RVH administrative and applicable departmental occupational health and safety policies, procedures and protocol.
• Must adhere to Bill 132 of the Occupational Health and Safety Act in regards to the Sexual Violence and Harassment Action Plan Act, and creating a work environment free of psychological harassment.
• Must be able to perform all bona fide essential duties in the position description, which may include lifting and moving patients, pushing, pulling, bending, stooping, etc.
• Must complete a pre-employment health assessment, including review of the Job Demands Analysis for the position, as a condition of employment.
• Must strive to continuously provide a safe and supportive environment for patients, staff, physicians, and volunteers.

Our Code of Conduct

All staff, physicians, volunteers, service providers and students are committed to creating a positive, respectful work environment for each other and our patients and families.

RVH is guided by its MY CARE strategic plan which puts patients and families at the centre of all we do.

Our Vision

Make each life better. Together.

Our Mission Statement

Exceptional care is our passion.

People are our inspiration.

Safety is our promise.

Our Values

Work Together | Respect All | Think Big | Own It | Care

If you are interested in joining our inspiring team, please apply online before 1100pm EST on the posting close date. Royal Victoria Regional Health Centre thanks all applicants, however, only those selected for an interview will be contacted. If interviewed, an accompanying portfolio may be required which will include documented evidence of course completion. An inclusive, barrier-free selection process will be provided as required under RVHs Employment Accommodation Policy. Applicants need to make their needs known to Human Resources in advance and information related to accommodation will be addressed confidentially.

As part of the mandatory screen process RVH requires professional references, verification of academic training, professional accreditation, plus a current Criminal Records Check and Vulnerable Sector Screening.

Royal Victoria Regional Health Centre