Scheduling Coordinator

Position Summary

Reporting to the Manager, Human Resources, the Scheduling Coordinator is responsible for the critical day to day scheduling of all Patient Care employees, including coverage for daily and ongoing absences, overtime/extra hours scheduling, scheduling of relief staff and ensuring maintenance of timely and accurate schedules in the Human Resources Information System (Quadrant). The Scheduling Coordinator has a strong customer service orientation with responsibilities including responses to employee communication and queries, management of the scheduling Support-Line ticketing system, coordination of relief availability, scheduling, payroll processing and collective agreement administration.

This position is temporarily remote due to COVID-19.

Core Duties - Responsibilities

Scheduling

• Assigns and fills vacant shifts with some independence based on pre-determined criteria, and seeks management guidance when deviations are required to address operational priorities
• Confirms casual/relief staff schedule with Patient Care leadership team on a weekly basis
• Enters planned and unplanned absences in HRIS (Quadrant)
• Edits shift activities based on operational needs
• Creates and posts schedules on the HNHB HCCSS Intranet
• Creates and maintains records to track employees availability, timesheet submissions, schedule rotations, shift switches
• Maintains and assigns daily HR Support-Line tickets and completes task/request within 48 hours
• Recommends to management areas requiring additional staff be trained
• Tracks and reports skills/areas trained for staff
• Monitors Employee Resources Email inquiries related to OT/Extra Hours/Availability and responds and processes requests within 48-hours

Time Tracking & Payroll Administration

• Verifies employee banks, i.e. care leave, sick time, vacation, etc.
• Completes biweekly Time Verification Report review and makes corrections to the schedules
• Ensures Time Card Report corrections are made to the schedules
• Responds to employee inquiries regarding their scheduled hours and investigates discrepancies
• Works with payroll personnel to make adjustments where appropriate

Unplanned Absences

• Monitors Attendance Line several times per day
• Records daily absences via HRIS (Quadrant)
• Enters absences in HRIS (Quadrant)
• Arranges coverage where applicable based on the Patient Care quota’s
• Produces a management daily absence report and post on the Central On-Call Shared Drive
• Produces a daily absence report and posts on the HNHB HCCSS intranet
• Notifies management as required for follow-up

Planned Work Absences

• Produces a Leave Management Report by Team for respective branch and approve Leave Management Requests.
• Review and process requests for planned absences (i.e. vacation, float time, union leave, education, etc.) for unionized employees based on Patient Care team quotas and seniority
• Inputs coverage into HRIS (Quadrant) scheduling units and assign staff according to the Patient Care coverage grid

On-Call Responsibilities

• Monitors absence line and fills the shifts for unplanned absences
• Endeavors to fill absences with casual/relief and part-time employees at straight time; if unable to fill the shifts at straight time, uses the established, applicable roster to fill the shifts at time and one half for both bargaining units
• Updates the schedules in the on-call folders with any changes made, and repost corrected schedules to the HNHB HCCSS Intranet
• Communicates issues and staffing changes to the On-Call Manager via email
• Sends an email to affected teams (cc On-Call Manager) when coverage is unavailable
• Collaborates with the On-Call Manager to operationalize contingency plans, if needed

New Hire Orientation

• Provides an overview of scheduling for new staff
• Demonstrates QHR Net and where to find schedules, pay statements, etc.
• Reviews coding and shift activities
• Provides an overview and process for vacation period for both union groups as well as selection criteria based on the employees status
• Provides an overview of the absence line
• Provides an overview of the Time Tracking form – where to find the form on the HNHB Intranet and how to use the form

Communication / Interpersonal Skills

• Behaves courteously and respectfully in all interactions
• Respects ethnic, spiritual, linguistic, familial and cultural differences
• Contributes to the professional growth of the HR team through active participation in and contribution to the achievement of departmental priorities
• Constantly communicates and coordinates with staff and management to meet staffing coverage needs

Coordination with Patient Care Managers

• Holds teleconference with Patient Care Managers as needed to review upcoming weeks schedules
• Receives requests for coverage and assigns casual/relief staff in accordance with scheduling considerations

Human Resources Information System (HRIS)

• Focuses on the scheduling and QHR Net components of HRIS (Quadrant) system
• Processes approved vacation/time off request forms
• Maintains data related to casual/relief and part-time workers availability calendars in the HRIS (Quadrant) system

Additional Tasks

• Files all documentation related to the above priorities
• Maintains accountability with appropriate manager sign-offs, etc.
• Runs standardized reports and disseminate as necessary
• Covers vacations/absences for other Scheduling Coordinators

Strategic Staffing

• Understands priorities within short term and long term branch requirements
• Ensures staffing is completed within the guidelines set forth in collective agreements
• Liaises with the HR Payroll Coordinator and the Manager, Human Resources
• Has the ability to establish priorities, and to re-order these with little notice in response to emergent issues

Health & Safety

• Promotes health & safety in alignment with the Vision, Mission, Values and Strategic Directions of HCCSS HNHB
• Adheres to HCCSS HNHB’s health & safety policies and procedures

Educational Qualifications

• Post-Secondary Certificate or Diploma in Office Administration or equivalent experience
• Experience related to the specific portfolio (Patient Care Administration or Scheduling)
• Knowledge of HRIS (Quadrant)
• Good working knowledge of computerized payroll system
• Good knowledge of HNHB HCCSS operations and organizational structure, Collective Agreements (i.e. entitlements, scheduling processes, Letters of Understanding)

Skills and Abilities

• Attention to detail
• Utilizes good written and verbal communication skills
• Effective problem solving and decision making skills
• Prioritization, organization and time management skills
• Self-motivated and initiates follow-up and follow-through as required
• Excellent verbal and written communication and interpersonal skills
• Communication in plain language (oral and written)
• Computer literacy (intermediate to advanced level Microsoft Office; internet, E-mail, Quadrant and HRMS)
• Active and engaged team contributor
• Attention to detail
• Responsive
• Discreet and confidential
• Professional
• Demonstrated analytical abilities and judgement
• Ability to work independently as well as in a team setting
• Flexibility