(PERMANENT FULL-TIME) SCHEDULING SUPERVISOR, STAFFING & SCHEDULING

Ontario Shores Centre for Mental Health Sciences; Whitby; On-site; CAD 60,000 - 90,000; Full time

Job summary

An established industry player is seeking a Scheduling Supervisor to oversee staffing and scheduling for inpatient staff. This role involves developing master schedules, ensuring effective communication, and supporting managers with workforce planning challenges. The ideal candidate will have strong project management skills and experience with scheduling software. Join a team dedicated to enhancing mental health care and making a meaningful impact in the community. If you are a proactive leader with a passion for improving operational efficiency, this opportunity could be the perfect fit for you.

Qualifications

• 3-5 years of scheduling experience in a healthcare setting.
• Supervisory experience in a unionized environment preferred.

Responsibilities

• Manage and develop master schedules for inpatient units.
• Supervise daily operations of the centralized scheduling office.

Skills

Project Management

Change Management

Communication Skills

Organizational Skills

Problem-Solving Skills

Leadership Skills

Time Management

Education

College diploma in a related field

Tools

UKG/Kronos

Microsoft Office Suite

Excel

Job description

Job Category: People & Culture

Requisition Number: PERMA002730

Posted: March 18, 2025

Employment Type: Full-Time

Locations

Whitby, ON L1N5S9, CAN

Description

POSITION SUMMARY

Reporting to the Manager, Scheduling (CSSO), HR Special Projects & HRIS Optimization, the Scheduling Supervisor will be responsible for the scheduling and staffing for the inpatient staff that are scheduled through the Centralized Scheduling and Staffing Office (CSSO). This position will provide skillful and technical approaches to standardized scheduling and staffing.

DUTIES AND RESPONSIBILITY:

Scheduling and Staffing

• Maintain and develop the master schedules on all inpatient units based on the program or departments approved budget.
• Ensure the functionality and integration of the scheduling software supports the scheduling and staffing practices of Ontario Shores.
• Promote communication and connectedness by developing effective staffing scheduling policies and processes in collaboration with Management.
• Responsible for the build of all working schedules as created by the Clinical Manager using the relevant bargaining agreement.
• Review and analysis staffing and scheduling trends and implement a plan around staffing and scheduling.
• Complete quality audits, and follow up to continually improve performance against the Organization Standards.
• Conduct quantitative analysis to support decision making identifying opportunities and creating practical options for improvements.
• Provide recognition, coaching and direction to front line staff to ensure an efficient and effective service.
• Support managers in addressing staffing model and unit level workforce planning challenges including overtime, sick leave and leave management planning.
• Provide support for the attendance management program which includes but is not limited to looking at sick time trends, overtime time trends.
• Produce schedules with a minimum of 95% of the quota shifts assigned.
• Communicate with the unit Managers and the HRIS Managers any staffing schedules that are in excess of approved staffing budgets.
• Provide necessary documentation and confidential information around labour relation issues as it pertains to staffing and scheduling issues.
• Assist units to develop, incorporate and interpret unit specific guidelines.
• Liaise with the Clinical Manager of CSSO and HRIS to conduct workshops for all staff or to announce new processes.
• Produce data to present at various management meetings.
• Present Quarterly reports at Managers forum and Program portfolio meetings.
• Conduct Bed Management from a staffing and scheduling lens.
• Other duties as assigned.

Human Resources:

• Supervise the daily operation of the centralized scheduling office, which includes but is not limited to, the hiring of office staff, assessing performance (performance management) and following up as needed.
• Conduct performance appraisals and performance management in regards to the staff within CSSO.
• Develop orientation material for new staff.
• Review staff leave requests.

QUALIFICATIONS

• College diploma in a related field or equivalent required.

EXPERIENCE

• Three to five years’ experience in the development and maintenance of staff schedules.
• Three to five years of supervisor experience in a unionized environment, preferably in a healthcare setting.
• Experience with a scheduling and staffing application system, UKG/ Kronos strongly preferred.
• Experience in interpreting and applying the collective bargaining rules as it relates to staffing and scheduling.
• Experience in labour relations and conflict resolution.
• Information system experience.

KNOWLEDGE

• Strong project management and change management skills.
• Demonstrated success in teaching and supporting the technical applications of scheduling software.
• Demonstrated teaching/learning skills based on the principles of mentorship and adult learning.
• Demonstrated competence and creativity with MS Office Suite.
• Demonstrated problem-solving skills with complex issues.
• Demonstrated strong communication, interpersonal and organizational skills required.
• Proficient in Microsoft Office and Outlook.
• Intermediate to advanced Excel experience.
• Knowledge of relevant sections of the collective agreement.

SKILLS

• Ability to prioritize, coordinate and perform a wide range of duties necessary to ensure the efficient functioning of the CSSO.
• Ability to work well under pressure.
• Excellent organizational, verbal and written communication skills – ability to interact with all levels of personnel.
• Proven good attendance and performance record with capabilities of maintaining the same standard.
• Demonstrated leadership and management skills.
• Ability to adapt to a high stress environment and manage competing priorities and deadlines.
• Attention to detail to ensure completeness and accuracy.

INITIATIVE/ CREATIVITY/MOTIVATION

• Demonstrate the ability to come up with creative solutions around staffing and scheduling issues/crises (i.e. cohorting of staff, pandemic staffing/shortages).
• Work independently, without constant supervision.
• Accept accountability for own actions, and take responsibility for correcting or changing the outcome.

LEADERSHIP

• Keep staff informed and up-to-date with relevant and useful information.
• Strong focus on delivering excellent customer service.
• Strong mentoring and coaching skills.

CONFIDENTIALITY

• Maintain compliance with Personal Health Information Protection Act, the Occupational Health and Safety Act.
• Accountable for understanding the Confidentiality and Privacy Code of Conduct for Ontario Shores.

CONTACTS

• Regularly with the Clinical Managers, Managers and Shift Managers.
• Regularly with internal staff.
• Regular participation on Centre committees.
• Regular contact with union representatives.
• Occasional contact with representatives of other organizations.

ACCOUNTABILITY

• Accountable to maintain attendance and work onsite.
• Ability to flex hours occasionally based on work demands.

PHYSICAL DEMANDS

• Work is performed in an office environment.
• Repetitive movements with use of computer keyboard.

Job Posting Closing: April 1st 2025 at midnight. Please note any job applications after the closing date will not be considered.