OVERVIEW
The Staff Scheduling Coordinator for the MNC Program acts as a systems support person to their Health Service to ensure that all nursing units are adequately always staffed in a cost-efficient manner. The Staff Scheduling Coordinator functions collaboratively with nursing leadership teams and point of care staff across the health service and other support services to ensure adherence to appropriate collective agreements, scheduling policies and models of care.
The coordinator will also uphold the principles of patient-centred care by ensuring principles of patient-centred care are available and accessible; by maintaining effective collegial relationships and inter-departmental partnerships, by ensuring a safe and comfortable environment, and by demonstrating courtesy in every interaction. The Staff Scheduling Coordinator will uphold human and material resources by demonstrating knowledge and skill in the facilitation, organization and analysis of information to optimize staff scheduling. The Staff Scheduling Coordinator is also accountable for personal development and is accountable for their respective individual activities. The coordinator understands and supports the hospital mission.
PRIMARY RESPONSIBILITIES
1. Scheduling & Staffing
- Coordinates the development, implementation and management of overall nursing unit(s) scheduling requirements to ensure they meet collective agreements and scheduling practices.
- Maintains master rotations to meet safe staffing levels and budget requirements.
- Communicates with nursing management teams concerning immediate unit needs (e.g. sick calls) and fluctuations in unit census to provide support for patient care.
- Provides direction to the staffingoffice on how to best meet unit needs (e.g. through completing requests for relief staff)
- Utilizes strong communication skills, confidentiality, discretion, and emotional intelligence to resolve conflicts
- Mitigates overtime through creative scheduling and sharing of resources throughout the health service, understanding patient care team scopes of practice
- Approves schedule changes (e.g. shift switches) in accordance with collective agreements, ensuring adequate staffing levels and maintaining daily schedules
- Communicates vacation/shift change approvals or denials to staff and managers based on unit criteria and collective agreements
- Posts vacation entitlements per appropriate collective agreements (including holiday schedules), and consults with nursing leadership teams regarding exceptions.
- Assists with scheduling for temporary units/closures.
2. Data Analysis and Reporting
- Monitors full-time and part-time ratios for each unit on an ongoing basis
- Monitors overtime, sick time, filled and unfilled requests, and other data sources to look for patterns in scheduling and staffing
- Creates models and analyzes patterns and trends using advanced electronic tools (e.g. Microsoft Excel, Microsoft Access or other related programs) and recommends changes to master schedules, scheduling practices, and staffing ratios/levels to nursing leadership teams to create efficiencies
- Monitors trends for individual staff members and notifies nursing leadership teams where
appropriate for further investigation (e.g. absenteeism, sick time, etc.)
3. Training & Resource Development
- Assists and shares expertise with nursing leadership teams on scheduling practices.
- Orients new managers, supervisors and coordinators to scheduling practices
- Acts as a resource for Human Resources when developing local Collective Agreements and informs grievance and/or arbitration hearings when relevant to scheduling language
- Accountable for appropriate handover to ensure continuity of work when individual is on vacation or leave
- Provides input into policies regarding staffing and scheduling
4. General Duties
- Acts as first contact for problem solving, including facilitating and problem solving issues surrounding competing departmental demands, in consultation with management within the departmental guidelines
- Provides subject matter expertise to the leadership team on request related to staffing, scheduling, union agreements and best practice
- Anticipates and minimizes organizational and unit based barriers for staff to ensure there are no roadblocks which could impede patient care.
- Practices and promotes continuous quality improvements and safety.
- Maintains confidentiality with respect to the work being performed; demonstrates excellent communication, verbal, non-verbal, and written skills
EDUCATION
- Diploma or degree in business or human resources strongly preferred.
- Demonstrated proficiency of analytical skills and knowledge of analytical software (e.g. Microsoft Excel and other statistical software) required.
QUALIFICATIONS
- Minimum 2-3 years scheduling experience required.
- Experience working with Labour Relations to interpret and implement Collective Agreements.
- Knowledge of ANSOS or other electronic scheduling systems an asset.
- Proven leadership and team building skills to develop and encourage staff to effectively perform and deliver excellent results.
- Proven abilities to develop and maintain orientation programs, job descriptions, work methods, service standards and guidelines.
- Computer proficiency; including proficiency in Microsoft Office Suite.
- Self-directed; demonstrated ability to work collaboratively with others,
- Excellent interpersonal and communication skills both verbal and written, ability to be composed in times of stress, and use discretion around serious and sensitive issues.
- Proven decision making, negotiating, conflict resolution and problem-solving skills.
- Excellent written, oral and interpersonal communication skills.
- Previous hospital experiences an asset.
- Demonstrated ability to manage conflicting priorities and confidential data.
- Good work and attendance record required.
- All employees of Michael Garron Hospital (MGH), a division of Toronto East Health Network (TEHN) [formerly Toronto EastGeneral Hospital (TEGH)] agree to work within the legislated practices of the Occupational Health and Safety Act of Ontario.
- All employees of MGH are responsible to contribute to a transparent culture of patient and staff safety by adhering to and abiding by patientand staff safety policies and procedures set by MGH.
- All employees are accountable for protecting the psychological health and safety of themselves and their co-workers through adherence to MGH's policies and practices.
