At Ontario Health, we are committed to developing a strong organizational culture that connects and inspires all team members across the province. Our vision is that together, we will be a leader in health and wellness for all. Our mission is to connect the health system to drive improved and equitable health outcomes, experiences and value. How we work together is reflected through our five values: integrity, inspiration, tenacity, humility and care.
What Ontario Health offers: Achieving your career goals is a priority to us. Benefits of working at Ontario Health may include the following based on employment type: - Fully paid medical, dental and vision coverage from your first day
- a health care spending account
- a premium defined benefit pension plan
- three personal days and two float days annually
- three weeks’ vacation to start (for individual contributors), increasing to four weeks after two years
- career development opportunities
- a collaborative values-based team culture
- a wellness program
- a hybrid working model
- participation in Communities of Inclusion
Want to make a difference in your career? Consider this opportunity. As a key member of the Hospital Programs the Coordinator, Staff Scheduling will provide coordination, operational, and administrative support to facilitate Tissue Program initiatives, operations and priorities.
The successful applicant should be able to work effectively as a part of a dedicated team and be passionate about supporting scheduling, payroll and administrative operations that support the functioning and performance of tissue donation throughout the province of Ontario. The individual will be interested in learning about the tissue and organ donation system and will be able to directly see how their daily activities support the organizations operations.
The Coordinator, Staff Scheduling is responsible for developing and maintaining the scheduling of all clinical staff (SOTD and CR) of the Hospital Programs including initial shifts, shift changes, time off requests, sick bookings, other staff replacements, education, etc. in accordance with relevant policies.
The Coordinator, Staff Scheduling is responsible for reconciling the schedule with staff payroll, verifying all payroll entries and responsible for following up with staff for payroll corrections. In addition, the incumbent is responsible to maintain all related data files and prepare routine reports.
Here Is What You Will Be Doing
- Establish and maintain positive working relationships with key internal Hospital Program partners ( Managers, SOTD, RTC, MOC).
- Acts as the first point of contact for scheduling internal and external stakeholder meetings. Collates questions and concerns, manages incoming inquiries and triages requests as required for the Hospital Program Managers. Ensures that matters are handled in a timely fashion, with attention to detail, accuracy and strict confidentiality.
Oversee And Assists With Operational Support By
- Coordinate and post stakeholder on-call schedules.
- Maintaining multiple staff data bases and contact lists to ensure new staff are added, departing staff deleted and any staffing changes are captured.
- Run reports as requested from existing databases.
- Supporting new hires onboarding and preparation:
- Create and present education on functions such as; scheduling, payroll, expenses, donor preference setup with Service Ontario, hospital chart access set up with Monday.com
- Maintain confidential computerized databases
- Book accommodations and travel for remote new-hire orientation
- Creating new user profiles to Hospital Program software
- Planning and coordinating meetings through scheduling, developing agendas and meeting materials, preparing meeting minutes and summaries, assisting with expense reports and supplier invoice request, and providing ad-hoc support to Hospital Program team members as needed.
Lead the planning and execution of SOTD/CR Clinical Staff scheduling:
- Responds to user queries and inquiries, triages, tracks and escalates scheduling issues.
- Oversees the creation, modification and tracking of master schedules.
- Monitors, tracks and reports short term absence call-ins (i.e. sick, bereavement, personal emergency, etc.) in accordance with pre-established guidelines and the applicable Collective Agreement.
- Develop and regularly publish scheduling reports or statistics on staff attendance and provincial staffing levels.
- Scheduling multidisciplinary staff across multiple sites across the Province.
- Lead support and administrator for Hospital Program scheduling software.
- Manage relief coverage and planning while escalating high-risk scheduling gaps to managers
- Creates vacation schedules and schedules special projects (i.e. Holiday planning and schedules)
- Assign and schedule applicable staff to educational sessions, training, and competency assessments.
- Be a resource for matters related to Hospital Program scheduling
Leading Payroll Verification Process
- Reconciliation and verification of schedules, worked hours and payroll time entries.
- Gathering information on worked hours from multiple sources for each employee.
- Calculating correct amount of overtime as per Collective Agreement.
- Responsible for collaborating with payroll team on any staff payroll queries.
- Investigate and follow up on any time entry errors.
- Works in compliance with Occupational Health and Safety/Accessibility for Ontarians with Disabilities Act
Education And Experience
Here is what you will need to be successful:
- Post-secondary diploma or certificate, or university degree in a related field to scheduling and/or payroll and administration support required.
- 2+ years’ experience in Scheduling and Scheduling Systems in a hospital environment, preferably in healthcare or a combination of equivalent experience and education
Knowledge And Skills
- Highly motivated self-starter with demonstrated ability to support a team-oriented environment
- Demonstrated exceptional organizational ability with superior attention to detail
- Experience scheduling in a 24 hour – 7 days a week environment
- Experience utilizing scheduling and payroll software (i.e. Workday, Shiftboard, etc.)
- Excellent client service experience with the ability to diffuse conflict situations, identifying and resolving issues promptly
- Proven superior real-time English transcription, written and oral communication skills
- Demonstrated problem solving and analytical skills
- Highly developed interpersonal skills with the proven ability to work effectively with all levels of staff, and external clients and stakeholders
- Demonstrated administrative and computer skills including advanced proficiency in MS Office, including Word, Excel, and Outlook
- Excellent organizational, interpersonal, with strong initiative to achieve high standards of service and performance and an ability to communicate, motivate and work collaboratively with all levels in the organization
- Proven ability to work in stressful and fast paced situations.
- Demonstrate professionalism, tact, diplomacy, and excellent judgement and decision-making skills
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Location: Ontario (currently hybrid; subject to change)
All applicants must be a resident of Ontario to be considered for roles at Ontario Health.
Employment Type
Permanent Full time
Contract Length
N/A
Salary Band
Band 3
External Application Deadline Date
January 12, 2025
All applicants must be a resident of Ontario to be considered for roles at Ontario Health.
Ontario Health encourages applications from candidates who are First Nations, Métis, Inuit, and urban Indigenous; Francophone; members of Black and racialized groups; 2SLGBTQIA+ communities; trans and nonbinary individuals; and people living with disabilities.
Ontario Health is an accessible employer, and we offer accommodation in all aspects of employment, including the recruitment process. If you require a disability related accommodation in order to participate in the recruitment process, please email careers@ontariohealth.ca and a member of the team will connect with you within 48 hours.
