Scheduling Supervisor

at  County of Simcoe

Requisition Title
Scheduling Supervisor
Close Date
9 August 2024
Contract Type
Permanent - Full Time
Location
Midhurst, ON L9X 1N6 CA (Primary)
Job Description

POSITION SUMMARY

The Scheduling Supervisor reports to the Manager, Centralized Scheduling. Responsible for ensuring consistency with scheduling and related policy, process, reports, and practices as well as ensuring ongoing reliability and performance of the scheduling team. As a valued member of Paramedic Services and Long Term Care and Seniors Services, the Scheduling Supervisor demonstrates a commitment to resident and patient safety by providing consistent scheduling of staff in accordance with the organization’s mission and vision.

EDUCATION, TECHNICAL SKILLS AND CERTIFICATION

• Minimum two (2) years post-secondary diploma in business administration or an equivalent combination of education and experience.
• Advanced word processing, spreadsheet and database application skills.
• Strong interpersonal and communication skills.
• Very strong problem solving/decision making skills.
• Very strong analytical skills.
• Criminal Records Check with Vulnerable Sector Screening that is less than ninety (90) days old at time of hire.
• Workforce Scheduling software experience an asset.

EXPERIENCE

• Minimum of three (3) years scheduling related experience.
• Experience using scheduling systems in a unionized environment, preferred.
• Experience building and optimizing schedules and master rotations preferred.
• Experience working with unionized groups and multiple management levels.
• Experience training adults an asset.
• Advanced knowledge of collective agreements.
• Advanced, demonstrated analytical and problem-solving ability.
• Ability to articulate difficult, complex concepts to parties with limited knowledge of those concepts.
• A minimum of four (4) years of varied office experience including three (3) years of scheduling experience, plus a minimum of two (2) years in a supervisory or leadership role.

1. Ensure the provision of consistent high quality scheduling services to Paramedic Services and Long Term Care staff meeting very dynamic scheduling requirements.
2. Develop and enforce the scheduling program inclusive of policy and practice in compliance with all required legislative, contractual and operational inputs, and collective agreements.
3. Ensure the maintenance of master schedules for PS, LTC and Senior Services employees.
4. Ensure that Collective Agreements and corporate guidelines are adhered to when scheduling unionized and nonunionized employees and timeframes for posting schedules are met.
5. Provide leadership and supervision to the Centralized Scheduling staff in a manner that motivates, guides and directs employees to the realization of departmental goals and objectives. Maintain a work environment that promotes staff participation, teamwork and positive labour relations.
6. Provide reviews, development plans, feedback and training where necessary for Operation Schedulers
7. Review departmental payroll for accuracy and recommend approval to appropriate manager.
8. Development/review & revise Standard Operating Procedures (SOP) so workflows are understood and implemented by staff.
9. Review of subordinates operating reports - recommending remedial action as required and ensuring all reports are prepared, processed, maintained and communicated to the appropriate Managers.
10. Assist with on-boarding of new Paramedic, Long Term Care and Senior Services employees by attending orientation and drop in sessions for each area.
11. Perform periodic performance evaluation audits to identify training and job rotation needs.
12. Develop and maintain scheduling services through deployment of operational schedulers as required to support operational departments and demands.
13. Maintain operational sustainability through the development of contingency plans and practices to maintain the delivery of scheduling services during various disruptions of service or personnel.
14. Optimize use of corporate infrastructure in the scheduling function.
15. The lead for escalating staff inquiries / queries related to scheduling or payroll.
16. Ensure the identification and provision of proper training and support to the operational schedulers.
17. Liaise with operational department Managers in the development and provision of required operational and statistical reports.
18. Maintain accurate complete records of scheduling related requests and transactions and other items as may be indicated.
19. Effectively utilizes all electronic systems provided.
20. Assist with agency scheduling including on-boarding, scheduling and invoice reconciliation
21. Perform data analysis and make recommendations to enhance efficiency, reduce staff overtime and support programs such as attendance management.
22. May be required to cover operational schedulers and Portfolio Leads in their absence.
23. May be required to work various nontraditional hours.
24. Attend mandatory scheduled meetings when required.
25. Perform other duties as assigned.
26. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
27. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.