Coordinator, Workforce Optimization Staffing Services

Fraser Health Authority; New Westminster; On-site; CAD 54,000 - 77,000; Full time

Job summary

Fraser Health Authority is seeking a Coordinator, Workforce Optimization Staffing Services to join the Staffing Services team. You will investigate customer service needs, address staffing and timekeeping requests, facilitate resolutions and develop strategies to align resource availability with needs.

You will oversee staffing service delivery, coordinate scheduling, liaise with stakeholders, and lead continuous improvement to ensure program goals are met.

Qualifications

• Three years of recent related experience in a large complex organization with automated scheduling and/or timekeeping systems.
• Recognized degree in a related discipline.
• Equivalent combination of education, training and experience may be considered.

Responsibilities

• Recruit, hire, mentor and retain staff using HR policies and procedures.
• Identify workplace issues and recommend staffing, recruitment and engagement strategies.
• Coordinate workforce plans to meet operational requirements and establish workload priorities.

Skills

Staff scheduling experience

Timekeeping systems experience

Education

Related discipline degree

Tools

Automated scheduling systems

Timekeeping software

Job description

Salary

The salary range for this position is CAD $38.88 - $55.89 / hour

Job Summary

Fraser Health is looking for an accomplished and passionate Coordinator, Workforce Optimization Staffing Services to join our Staffing Services team. In this role you will be responsible for investigating and determining customer service needs, dealing with difficult staffing and/or timekeeping requests, facilitating resolution to staffing and/or timekeeping problems and planning and developing strategies to close the gap between resource availability and resource needs.

Key Responsibilities

• Utilizes human resources policies and procedures to recruit, hire, mentor and retain staff.
• Identifies workplace issues and recommends strategies that affect the recruitment, retention and engagement of staff.
• Contributes and coordinates workforce plans according to strategic goals and objectives. Establishes workload assignments and priorities to meet operational requirements.
• Addresses scheduling issues immediately.
• Identifies vacancies, interviews internal/external applicants, makes hiring decisions and processes required documentation.
• Oversees and coordinates the delivery/daily activities within the designated Staffing services area.
• Ensures clinical program/service needs are met and liaises with key stakeholders on the achievement of program goals and objectives.
• Regularly meets with staff to set clear performance parameters and provide continuous communications strategies. Continuously clarifies performance expectations.
• Coordinates requests for vacation, education and leaves of absence; ensures vacancies are filled, communicates scheduling changes, ensures resources are available.
• Reviews staffing levels with management team to determine operational requirements, seniority, etc., grant/deny requests. Approves/signs off on timekeeping records.
• Acts as the employer representative in Attendance Support and other meetings with staff, Human Resources and the Union.
• Meets regularly with customer groups to identify service needs and develop understanding of current work processes and problem areas and to develop strategies to meet staffing and/or timekeeping requirements.

Qualifications

• Recognized degree in a related discipline.
• Three (3) years' recent, related experience within a large complex organization working with automated scheduling and/or timekeeping systems.
• An equivalent combination of education, training and experience may be considered.

Detailed Overview

Supporting the Vision, Values, Purpose and Commitments of Fraser Health including service delivery that is centered around patients/clients/residents and families:

Reporting to the Leader, the Coordinator is the primary point of contact for management staff related to scheduling and/or timekeeping. The Coordinator is responsible for investigating and determining customer service needs, dealing with difficult staffing and/or timekeeping requests, facilitating resolution to staffing and/or timekeeping problems and planning and developing strategies to close the gap between resource availability and resource needs. The Coordinator is in constant contact with their designated customer group to ensure understanding of future service demands and workforce plans. Develops procedures and processes to ensure timely and effectively delivery of services within own portfolio and ensures alignment with the Workforce Optimization vision and strategies. Develops and/or coordinates orientation for new hires in consultation with customer group and Employee Experience. Provides direction, supervision and guidance to scheduling staff and leads the team by fostering a motivating and respectful workplace. Primary working relationships are with Staffing Services team, Employee Experience teams and clinical program/service leaders throughout the designated area.

Responsibilities

1. Utilizes human resources policies and procedures to recruit, hire, mentor and retain staff. Identifies workplace issues and recommends strategies that affect the recruitment, retention and engagement of staff. Contributes and coordinates workforce plans according to strategic goals and objectives. Establishes workload assignments and priorities to meet operational requirements. Addresses scheduling issues immediately. Identifies vacancies, interviews internal/external applicants, makes hiring decisions and processes required documentation.
2. Oversees and coordinates the delivery/daily activities within the designated Staffing services area. Ensures clinical program/service needs are met and liaises with key stakeholders on the achievement of program goals and objectives.
3. Regularly meets with staff to set clear performance parameters and provide continuous communications strategies. Continuously clarifies performance expectations. Conducts performance reviews and performance conversations. Clearly defines appropriate workplace behaviour. Prevents/intervenes in all incidents of conflict, inappropriate comments or conduct involving staff and stakeholders. Defines specific objectives on disciplinary issues. Follows up with staff on issues requiring disciplinary action.
4. Coordinates requests for vacation, education and leaves of absence; ensures vacancies are filled, communicates scheduling changes, ensures resources are available. Reviews staffing levels with management team to determine operational requirements, seniority, etc., grant/deny requests. Approves/signs off on timekeeping records.
5. Acts as the employer representative in Attendance Support and other meetings with staff, Human Resources and the Union. Ensures incident reports are completed and provides Leader with a copy of the completed incident reports. Identifies and develops recommendations to improve safety of the workplace; liaises with Workplace Health to ensure recommendations are implemented and obtain information regarding the status of ill/injured team members.
6. Meets regularly with customer groups to identify service needs and develop understanding of current work processes and problem areas and to develop strategies to meet staffing and/or timekeeping requirements.
7. Works with designated Manager to develop and maintain procedures and processes to ensure staffing coverage in all specified units 24-hours a day. Monitors and evaluates service delivery to ensure customer needs are being met based on measurable indicators and best practice.
8. Works with customer group to assess required employee skill set levels and develop training and orientation strategies/programs for staff including coordinating set up/access to appropriate information systems.
9. Ensures timekeeping system is compliant with Ministry of Health, BC healthcare collective agreements and other regulatory bodies (HRDC, CCRA, HEABC) and ensures changes are introduced in a timely and effective manner.
10. Ensures all relevant audits are conducted and completed prior to timecard being exported to Payroll.
11. Provides direction and guidance to staff regarding scheduling and/or timekeeping systems and liaises with appropriate Information Systems teams and/or vendor to ensure uninterrupted service during system changes/enhancements.
12. Works with designated Leader to develop and initiate communications to portfolio group on changes within designated area, new processes and status of projects.
13. Prepares and/or ensures the preparation of relevant reference material and documentation to enable consistent application of practices within area.
14. Maintains awareness of current trends in staffing and/or timekeeping management and related technology and actively contributes information for the improvement and/or development of innovative approaches to service delivery.

Qualities & Competencies

• Professional/Technical Capabilities
• Working knowledge of applicable regulations, legislation and collective agreements.
• Demonstrated ability to lead staff and foster a motivating, engaging and respectful workplace.
• Demonstrated leadership abilities to align the workforce to meet the needs of our patient populations, by supporting best practices across all programs, sites and services, in collaboration with frontline managers.
• Demonstrated ability to work and lead within a matrix reporting structure.
• Applies excellent time management and multi-tasking skills to prioritize and complete assignments and schedule activities in a manner that optimizes effectiveness and contributes to team success.
• Proven proficiency leading collaborative practice with a process of continuous communication and shared decision-making among healthcare providers.
• Ability to operate related equipment including applicable software applications.
• Physical ability to carry out the duties of the position.

About Fraser Health

Fraser Health is the heart of health care for over two million people in Metro Vancouver and the Fraser Valley in British Columbia, Canada, on the traditional, ancestral and unceded lands of the Coast Salish and Nlaka’pamux Nations and is home to 32 First Nations within the Fraser Salish region.

People - those we care for and those who care for them - are at the heart of everything we do. Our hospital and community-based services are delivered by a team of 50,000+ staff, medical staff and volunteers.

We are committed to planetary health and value diversity in the work force. We strive to maintain an environment of respect, caring and trust. Fraser Health’s hiring practices aspire to ensure all individuals are treated in an inclusive, equitable and culturally safe manner.

Together, we are the heart of health care.