POSITION SUMMARY
The Scheduling Supervisor reports to the Director, Health Systems Integration and Planning. Responsible for overseeing the development, coordination, and maintenance of staff schedules to ensure optimal service delivery, regulatory compliance, and efficient resource utilization. This role leads a team of scheduling staff, implements scheduling policies and systems, and works closely with Paramedic Services, Long-Term Care and Seniors Services operation, clinical and service leaders to meet organizational and resident/patient needs.
DUTIES AND RESPONSIBILITIES (not listed in order of priority)
Scheduling Operations:
1. Oversee the creation, maintenance, and adjustment of daily, weekly, and long-term staff schedules.
2. Oversee the development, maintenance, and real-time adjustment of schedules for clinical and non-clinical staff in Paramedic Services and Long-Term Care and Seniors Services.
3. Ensure schedules support operational needs, support resident / patient safety, continuity of care, and staff are scheduled to meet required skill mix.
4. Coordinate coverage for vacancies, sick calls, leaves of absence, overtime, and redeployment.
5. Ensure adherence to collective agreements, budgeted hours of work, human resource policies and practices.
6. Provide support staff scheduling needs to meet needs during emergency response, staffing contingencies e.g. outbreaks, high census periods, etc.
7. Ensure schedules meet operational demands, service coverage requirements and applicable collective agreements or employment standards.
8. Ensure the provision of consistently high quality scheduling services to Paramedic Services and Long Term Care staff meeting dynamic scheduling requirements.
9. Develop and enforce the scheduling program inclusive of policy and practice in compliance with all required legislative, contractual and operational inputs, and collective agreements.
10. Oversee the maintenance of master schedules for PS, LTC and Senior Services employees.
11. Ensure that Collective Agreements and corporate guidelines are adhered to when scheduling unionized and nonunionized employees.
12. Analyze scheduling patterns to improve efficiency, coverage, and staff satisfaction in collaboration with leadership teams in Paramedic Services, Long-Term Care and Seniors Services.
13. Monitor and manage vacancies, overtime, call-outs, leaves, and redeployments.
14. 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.
15. Provide reviews, development plans, feedback and training where necessary for Operation Schedulers
16. Review departmental payroll for accuracy and recommend approval to appropriate manager.
17. Development/review & revise Standard Operating Procedures (SOP) so workflows are understood and implemented by staff.
18. Review of subordinates operating reports - recommending remedial action as required and ensuring all reports are prepared, processed, maintained and communicated to the appropriate Managers.
19. Assist with on-boarding of new Paramedic, Long Term Care and Senior Services employees by attending orientation and drop in sessions for each area.
20. Perform periodic performance evaluation audits to identify training and job rotation needs.
21. Develop and maintain scheduling services through deployment of operational schedulers as required to support operational departments and demands.
22. 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.
23. Optimize use of corporate infrastructure in the scheduling function.
24. The lead for escalating staff inquiries / queries related to scheduling or payroll.
25. Ensure the identification and provision of proper training and support to the operational schedulers.
26. Liaise with operational department Managers in the development and provision of required operational and statistical reports.
27. Maintain accurate complete records of scheduling related requests and transactions and other items as may be indicated.
28. Effectively utilizes all electronic systems provided.
29. Assist with agency scheduling including on-boarding, scheduling and invoice reconciliation
30. Perform data analysis and make recommendations to enhance efficiency, reduce staff overtime and support programs such as attendance management.
31. May be required to cover operational schedulers and Portfolio Leads in their absence.
32. May be required to work various non-traditional hours.
33. Attend mandatory scheduled meetings when required.
34. Perform other duties as assigned, including redeployment in emergency situations.
35. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.
36. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act and the Personal Health Information Protection Act.
CORPORATE COMPETENCIES
Has knowledge of and demonstrated ability in our leadership competencies:
• Acts with the Customer in Mind
• Makes Sound Decisions
• Ensures Accountability
• Continuously Seeks to Improve Work Processes
• Plans and Directs Work
• Collaborates
• Leads Teams
• Communicates with Impact
• Develops Self
• Is Resilient
EDUCATION, TECHNICAL SKILLS AND CERTIFICATION
• Minimum two (2) years post-secondary diploma in Health Administration, Business Administration, Human Resources. This job may be considered for educational equivalency in accordance with County Policy.
EXPERIENCE
• Minimum two (2) years of experience in computerized scheduling software, workforce management, knowledge processes and/or operations coordination.
• Two (2) years previous supervisory or leadership experience required.
• Experience in a unionized and/or healthcare or service-based environment preferred.
• Strong knowledge of Microsoft Office
• Proven ability to lead, coach, and manage performance.
• Strong analytical skills to optimize staffing levels and manage labor costs and associated budgetary requirements.
• Excellent interpersonal skills for conflict resolution and stakeholder engagement.
• Proficiency with scheduling and workforce management systems
• Strong leadership, coaching, and conflict-resolution skills
• Advanced organizational and time-management abilities
• Excellent analytical and problem-solving skills
• Strong communication skills (written and verbal)
• Ability to manage competing priorities in a fast-paced environment.
• Valid G class drivers license and access to reliable vehicle.
• Criminal records check that is less than six (6) months old at time of hire.
EFFORT
• Visual and mental concentration required when managing a complex scheduling system that must be completed quickly and accurately.
• Visual and mental effort required when analyzing data, report writing, etc.
WORKING CONDITIONS
• Regular office environment.
• Some interactions may be with frustrated employees.
• Periodic high-volume workload during peak operational periods.
• May require flexibility in hours to address urgent staffing needs; hours of work will align with the needs of a 24/7 operation, includes evening, weekend and holidays.
• The Centralized Scheduling Office is located at the County of Simcoe Administration Centre in support of emergency planning and continuity of operations.
• Some travel may be required.
• Ability to work remotely if required.
The County of Simcoe thanks all applicants for their interest in this opportunity, but please note that only those candidates selected for an interview will be contacted. Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.