Overview
Temporary Full-Time Scheduling Services Lead Jobs in Canada at County of Lambton
Number of Positions: 1
Hours of Work: Monday to Friday, 8:30 am – 4:30 pm
Posting Date: June 10, 2024
Closing Date: June 23, 2024
Wage: $37.91 – $45.13
Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation’s seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.
The Scheduling Services Lead is responsible for the completion of all scheduling related activities pertaining to Scheduling Services in all three Homes according to the policies and procedures of the County of Lambton, collective agreement provisions, the Long-Term Care Division, and in compliance with Fixing Long-Term Care Act, 2021 and its Regulations. Provides primary support to the Scheduling Services Team and is responsible for completeness and timeliness of staff Scheduling Services including accuracy of reporting to payroll, implementation of new processes and first line support for managers/supervisors related to scheduling, rotations etc. The Scheduling Services Lead is a super user of the electronic scheduling system and ensures that employee payroll data is captured in accordance with established policies, procedures, and collective agreement provisions. The Scheduling Services Lead also provides oversight to the financial and administrative supports to the Long-Term Care Administration team.
** This opportunity will be up to 18 months in duration.
Job Duties and Responsibilities
Central Staff Scheduling
Works closely with managers/supervisors to ensure proactive scheduling of unfilled shifts and to address scheduling problem areas.
Meets regularly with each manager/supervisor to review staffing, processes difficult to fill shifts, recruitment, etc.
Provides support to Schedulers/Ward Clerks as it pertains to the problem solving of complex staffing issues for assigned areas.
Provides subject matter expertise with respect to scheduling matters to managers and supervisors and to Scheduling Services staff regarding all collective agreement provisions, established policies and procedures (as provided by the Standards & Quality).
Responsible to ensure correct interpretations are applied by Schedulers, Scheduling Services Workers, managers, and supervisors. Refers questions to the to Human Resources Department where appropriate.
Provides scheduling reports, records, and statistical information.
Creates and maintains up-to- date Department Staffing Guidelines (DSGs) for each Home/department, ensuring that Department Staffing Guideline information is clear, concise, accurate and up to date. In addition, ensures that all Scheduling Services staff receive necessary communication and understand the content of the unit specific guidelines.
Promotes communication opportunities and participates in activities to develop rapport with key stakeholders with respect to the scheduling support function.
Problem solves and prioritizes needs of staff on a regular basis with departmental managers/supervisors.
Ensures that assignments and call relief staff to fill vacant shifts is completed according to the standardized shift fill order and processes.
Assists with testing and implementation of scheduling software system upgrades and enhancements. Works with the Standards & Quality to identify Staff Scheduling processes changes required.
Maintenance of Employee Records:
Responsible for delegation or completion of rotation maintenance in the electronic scheduling system (i.e., maintains rotation and line assignment changes, graduated return to work, modified work plans, etc.)
Coordinates with managers/supervisors any changes necessitated by seasonal requirements (i.e., summer vacation, Christmas hours) in their departments and within the electronic scheduling system.
Documents error messages and system or hardware problems experienced in the electronic scheduling system, reports to the designated resource. Troubleshoots and resolves errors where possible; escalates as required.
Ensures scheduling transactions are up to date, such as staff internal transfers, new hires, modified return to work, terminations, WSIB, ensuring that information is accurate, complete, and up to date.
Handles escalated issues from managers, supervisors and employees related to electronic scheduling system records.
Human Resources Management:
Responsible for the appropriate daily scheduling of Scheduling Services staff, individual scheduling tasks and weekly entry functions.
Participate in the recruitment, selection, orientation, training, and discipline of staff.
Handle staff complaints, grievances, and other labour disputes as they arise.
Undertake annual performance appraisal reviews of assigned staff.
Payroll:
Manages payroll exception reports, identifies errors, and directs appropriate corrective action. Reviews for trends to identify team training needs.
Acts as the primary contact with Payroll for issues related to time entry data in the electronic scheduling system.
Administrative/Finance:
Liase with auditors for annual reviews
Support monthly billing activities and reconciliations.
General:
Incumbents must keep up to date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position’s Physical Demands Analysis
These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.
Supervision Requirements
Direct Supervision: Scheduling Services Worker (5), Scheduler, Administrative Assistant (LTC)
Indirect Supervision: Ward Clerks (related to scheduling)
Functional Authority: Provides direction, guidance and advice on technical issues and services to employees, and management on use of the electronic scheduling system.
Credentials Required
Minimum Formal Education
Two-year community college diploma in Accounting and/or Administrative Assistant program.
Experience
Minimum of two years’ experience working in a scheduling role in a Long-Term Care setting.
Possess three to five years’ supervisory experience.
Knowledge and experience with the Ministry of Long-Term Care Standards policies and procedures and Residents’ Bill of Rights
Proficient in all Microsoft programs along with electronic scheduling software program.
Must possess diplomacy along with excellent verbal and written communication, leadership and organizational skills.
Experienced in union environments and understanding collective agreements and interpretation of the language pertaining to staff scheduling.
Title: Temporary Full-Time Scheduling Services Lead
Company: County of Lambton
Location: Canada
