Manager, Staffing

at  Providence Healthcare

Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.
Summary:

Reporting to the Director, Workforce Planning, Staffing & HR Analytics, the Staffing Manager:

• Provides manages the day to day operations and provides leadership and direction to the Providence Health Care (PHC) centralized staff scheduling team, which includes making determinations on resource planning and selection decisions, establishing performance expectations, conducting performance evaluations and resolving disciplinary matters
• Develops and implements policies and procedures in accordance with organizational, legislative and collective agreement requirements in collaboration with the Director and other members of the People management team
• Provides strong leadership to the organization in communicating, and implementing staff scheduling standards, guidelines and policies
• Establishes and monitors service level agreements with customers and ensures the provision of consistent staff scheduling and relief workforce deployment services for PHC.

The Manager contributes to the development and implementation goals and objectives for the Staffing team consistent with the department’s strategic plan. Plans, develops, recommends and implements improvements to systems processes, procedures, policies, and services to maximize departmental efficiencies. Collaborates with counterparts in other Providence Health Care (PHC) departments, Vancouver Coastal Health (VCH), PHSA and/or other health care agencies on departmental systems and process concerns and represents PHC interests in the implementation and coordination joint projects/initiatives related to these areas.
Qualifications / Skills and Education:

EDUCATION

Bachelors degree in a related field plus seven (7) years’ of relevant and progressively responsible related human resources experience, including supervisory experience, in a large, multi-discipline unionized environment, preferably health care, or an equivalent combination of education, training and experience. Knowledge of staff scheduling systems and practices in health care is an asset.

SKILLS AND ABILITIES

• Comprehensive knowledge of human resources and workforce scheduling systems.
• Knowledge of current health care issues and trends, HR systems and transaction processing, workforce planning and HR reporting.
• Knowledge of collective agreements and relevant employment legislation.
• Ability to foster effective working relationships, both internal and external, at all levels.
• Ability to work as part of a team as well as the ability to work and think independently.
• Effective project management skills.
• Ability to lead, supervise, coach and mentor staff.
• Ability to organize and prioritize work and balance multiple activities concurrently.
• Ability to use initiative in problem-solving and arrive at creative solutions.
• Effective verbal and written communication skills.
• Excellent organization, presentation and problem-solving skills.
• Flexible attitude, open-minded and the ability to adapt easily to change.
• Ability to think strategically and translate plans into action.
• Ability to operate related equipment including relevant computer software applications.
• Physical ability to perform the duties of the position.

Duties and Responsibilities:Identifies, develops and implements goals and objectives for the Staffing team to optimize resources and ensure effective processes. Ensures the flow of communication between Staffing and customer departments. Develops and implements streamlined processes and policies and procedures in support of the foregoing.

• Establishes and monitors service level agreements with customers, providing leadership and direction to ensure that the agreements are understood and adhered to by all parties. Leads the development, implementation and evaluation of performance targets for the service.
• Champions full utilization of departmental system functionalities and related processes across PHC and collaborate with leaders across the organization to ensure our systems and processes support their operational needs. Facilitate conversations with these leaders to understand how we can better support their work and operational needs.
• Leads the development of training opportunities and communication tools to ensure organizational-wide understanding of scheduling and timekeeping procedures and use of related applications.
• Works collaboratively with systems’ vendors. Prepares business cases for system upgrades/changes/training services in collaboration with Director(s) and other stakeholders.
• Ensures current and accurate data is maintained in staffing and scheduling systems, data control, data auditing, data integrity and data correction. Works with stakeholders in other areas such Employee Records & Benefits, Payroll, PHC HR Data Analytics to coordinate and standardize data quality improvement processes.
• Provides day to day leadership and direction for the Staffing team through supervision of assigned staff including the allocation of team resources. Recruits, mentors, coaches and develops team members and promotes cooperative working relationships within the People team and across other corporate departments. Oversees the development of staff orientation and training plans and provides orientation to assigned staff. Develops and implements appropriate staff development and retention plans.
• Sets performance expectations and conducts regular staff performance reviews, identifying areas requiring improvement and taking follow up action as required to address performance problems up to and including termination. Participates in the handling and resolution of grievances and represents the employer in third party proceedings as required.
• In conjunction with the Director, contributes to development and implementation of the overall strategic plan for the People department that supports the organization’s mission, vision, values and strategic directions.
• Collaborates with counterparts from other Health Authorities on joint staffing and scheduling initiatives.
• Oversees an assigned budget for the portfolio by ensuring effective use of resources monitoring expenditures, and investigating and reporting on variances.

• Promotes continuous learning and keeps abreast of industry trends and best practices, particularly as these pertain to staffing and scheduling, by reviewing industry materials, reports and journals, attending approved seminars or conferences and summarizing and sharing information as appropriate.

• • Performs other related duties as assigned.

• Establishes and monitors service level agreements with customers, providing leadership and direction to ensure that the agreements are understood and adhered to by all parties. Leads the development, implementation and evaluation of performance targets for the service.
• Champions full utilization of departmental system functionalities and related processes across PHC and collaborate with leaders across the organization to ensure our systems and processes support their operational needs. Facilitate conversations with these leaders to understand how we can better support their work and operational needs.
• Leads the development of training opportunities and communication tools to ensure organizational-wide understanding of scheduling and timekeeping procedures and use of related applications.
• Works collaboratively with systems’ vendors. Prepares business cases for system upgrades/changes/training services in collaboration with Director(s) and other stakeholders.
• Ensures current and accurate data is maintained in staffing and scheduling systems, data control, data auditing, data integrity and data correction. Works with stakeholders in other areas such Employee Records & Benefits, Payroll, PHC HR Data Analytics to coordinate and standardize data quality improvement processes.
• Provides day to day leadership and direction for the Staffing team through supervision of assigned staff including the allocation of team resources. Recruits, mentors, coaches and develops team members and promotes cooperative working relationships within the People team and across other corporate departments. Oversees the development of staff orientation and training plans and provides orientation to assigned staff. Develops and implements appropriate staff development and retention plans.
• Sets performance expectations and conducts regular staff performance reviews, identifying areas requiring improvement and taking follow up action as required to address performance problems up to and including termination. Participates in the handling and resolution of grievances and represents the employer in third party proceedings as required.
• In conjunction with the Director, contributes to development and implementation of the overall strategic plan for the People department that supports the organization’s mission, vision, values and strategic directions.
• Collaborates with counterparts from other Health Authorities on joint staffing and scheduling initiatives.
• Oversees an assigned budget for the portfolio by ensuring effective use of resources monitoring expenditures, and investigating and reporting on variances.
• Promotes continuous learning and keeps abreast of industry trends and best practices, particularly as these pertain to staffing and scheduling, by reviewing industry materials, reports and journals, attending approved seminars or conferences and summarizing and sharing information as appropriate