Scheduling Clerk – Workforce Management, Temporary Full-Time

Role Overview

• Develop master rotations and maintain schedules for the assigned program(s), including the on-call schedule, if needed, in a 24/7 environment that includes rotating shifts
• Support the conversion of current schedules into standard format Excel schedules as assigned program(s) transition into the WMO
• Provide cross coverage for other programs or clinical areas as needed
• Prioritize needs of departments and assist with redeployment of nursing staff, CCAs, UCA’s and allied health staff using standard hospital protocols in alignment with Collective Bargaining Agreements (CBA) and employment agreements, as applicable
• Facilitate appropriate staffing coverage for the program(s) during peak times and staff shortages due to vacancies or sick calls
• Support and coordinate self-scheduling processes for assigned program(s), if applicable
• Respond to either Patient Care Managers or designate to ascertain scheduling needs
• Act as the point of contact for nursing, allied health and clerical staff across programs for sick calls, unplanned absences or other back fill required as well as support with questions about schedules, timekeeping and time capture
• Work in close collaboration with the Clinical Resource Team to support filling gaps as required
• Verify timecard and payroll accuracy, including adjusting any staff timecards as needed, double checking data, and completing payroll adjustments as required, with the approval of Patient Care Manager(s) or designate(s) where required
• Make adjustments in timecards, as required, to be flagged for Patient Care Managers prior to payroll submission
• Review timecards regularly and escalate concerns to the Patient Care Managers prior to payroll submission
• Engage WMO Manager, Supervisor, or Patient Care Manager(s) or designate(s) on escalations pertaining to concerns with staffing (e.g. persistent lateness and absenteeism)
• Coordinate shift changes/swaps as requested and escalate to supervisor and/or any challenges or deviations to CBA’s, employment agreements, policies or procedures.
• Facilitate filling open shifts through shift callouts and engagement with the Clinical Resource Team, as required
• Monitor approved vacations and planned absences for the specified program(s) which will include nursing staff, clerical staff and allied health staff as well as any other staff as needed and engage with the PMC(s) as required
• Work together with other Scheduling Clerks in the WMO to coordinate resourcing across programs, identify opportunities for optimization and ensure gaps are filled in a timely manner
• Implement and maintain a database of staff availability and contact information
• Secure direction / approval from Patient Care Manager(s) to facilitate agency nurse or third-party staffing through CRT to fill open shifts that THP staff cannot fill
• Ensure call back lists and downtime procedures are up to date with any changes
• Remain current with any upgrades or changes to UKG Dimensions and Andgo systems; ensure participation in system upgrades and necessary training
• Maintain a relationship with program clerical staff, Patient Care Managers and designates, educators and others as required to ensure there is alignment between the WMO and the programs both in day-to-day operations and through regular reporting
• Communicate with the WMO Manager and Team Leads regarding overall staffing situations and escalations as required
• Support the WMO leadership and Patient Care Managers, as well as others as required, to run various reports related to scheduling, timekeeping and absence management
• Must be able to work in a professional, cooperative and effective manner with all fellow staff and clients
• This is a hybrid role, with approximate on site presence 50% of the time. Allocation on site may fluctuate at the discretion of program leadership, particularly during the setup of the office and during and immediately after the system go live in Fall 2024.
• Schedulers must be willing to be on site with 24 hours notice and work/travel between all hospital sites if needed.

Requirements

• Ontario Secondary School diploma (OSSD)
• Post-secondary Medical Administration Diploma preferred
• Two years recent experience in developing, modifying, and maintaining staff schedules / master rotations in a health care / hospital setting
• Previous experience in payroll entry in a unionized environment an asset
• Previous experience with UKG Dimensions software or other staff scheduling systems an asset
• Strong proficiency with MS office applications, including Excel, Word and Outlook required
• Working knowledge of Collective Bargaining Agreements, employment contracts and THP policies and procedures
• Excellent interpersonal and communication skills, both verbal and written, with staff, management and union representatives
• Comfortable with technology and utilization of electronic systems to perform work functions
• Openness to learn new systems and processes
• Superior organizational and time management skills
• Strong critical thinking skills to appropriately manage and prioritize scheduling demands
• Strong critical thinking skills to find creative solutions to scheduling challenges
• Demonstrated ability to work independently under stressful conditions
• Demonstrated ability to respect confidentiality
• Excellent customer service skills and commitment to Trillium Health Partners values
• Demonstrated ability to build relationships with peers and supervisors
• Demonstrated work ethic and attendance record required
• This role is ideally suited to someone who enjoys a fast-paced environment and the process of scheduling, problem solving and relationship management with others