Scheduling Clerk-C Wrkfrce Mgt Sch

Trillium Health Partners•Mississauga, ON

4d•Hybrid

About The Position

Trillium Health Partners is one of Canada’s largest community-based teaching hospitals, serving the growing and diverse populations of Mississauga, West Toronto, and surrounding communities through the Credit Valley Hospital, the Mississauga Hospital, the Queensway Health Centre, the Reactivation care Centre (Church Site) and the THP-UHN Reactivation Care Centre. Guided by our values of compassion, excellence, and courage, and through our strategic roadmap, Plan to 2030, we are creating a new kind of health care - defined not by illness, but by the health and well-being of people and communities. Reporting to the Manager of the Workforce Management Office (WMO) this role will have responsibility for the development, coordination, and maintenance of nursing, allied health and clerical schedules to ensure facilitation of coverage for clinical program(s) and allied health using a fully integrated software system for scheduling and timekeeping (UKG Dimensions and Andgo Systems, respectively). The WMO will support a team focused approach in which the successful candidate will work with their peers and with Patient Care Managers/designate(s) to collaboratively ensure 24/7 adequate staffing coverage across clinical programs (all sites) to optimize the quality of patient care delivered. This is an opportunity to be a part of a new and exciting initiative for THP that is focused on creating OneTHP – One People Experience.

Requirements

Ontario Secondary School diploma (OSSD)
Two years recent experience in developing, modifying, and maintaining staff schedules / master rotations in a health care / hospital setting
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

Nice To Haves

Post-secondary Medical Administration Diploma preferred
Previous experience in payroll entry in a unionized environment an asset
Previous experience with UKG Dimensions software or other staff scheduling systems an asset

Responsibilities

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.
Perform any other tasks/duties as assigned