Scheduler

TalentSphere Staffing Solutions; Oakville; On-site; CAD 52,000 - 63,000; Full time

Benefits offered by this job

Pension

Benefits

3 weeks' vacation

Job summary

TalentSphere Staffing Solutions in Oakville, ON is seeking an experienced Scheduler to manage employee schedules across multiple departments and locations. You will coordinate daily staffing, handle call-outs and leave requests, and backfill shifts to ensure ongoing coverage.

Responsibilities include processing electronic time cards, applying leave codes, and generating scheduling reports. Collaboration with management and adherence to collective agreements will be key in this fast-paced, 24/7

Qualifications

• Community college diploma or equivalent related work experience.
• Minimum 2 years of employee or workforce scheduling experience.
• Experience scheduling within a 24/7 environment is strongly preferred.
• Experience in developmental services, healthcare, long-term care, or similar human services is an asset.
• Experience working within a unionized organization is highly preferred.
• Knowledge of collective agreements and scheduling rules related to hours of work and coverage.
• Experience managing call-outs, absences, and last-minute staffing needs.
• Experience with online scheduling systems and electronic time cards/payroll processes.
• Knowledge of attendance management practices and employment-related legislation.
• Strong organizational skills and ability to manage multiple priorities.

Responsibilities

• Prepare and maintain employee schedules across multiple departments and locations.
• Coordinate daily staffing requirements and ensure adequate coverage.
• Manage call-outs, sick calls, leave requests, and shift exchanges.
• Backfill vacant shifts and reassign staff to maintain coverage.
• Process and update electronic time cards accurately and within payroll deadlines.
• Apply scheduling rules, break requirements, and time-off codes for various leaves.
• Respond to scheduling inquiries and provide clarification on procedures.
• Follow scheduling procedures in line with collective agreements.
• Identify scheduling concerns and propose staffing solutions to management.
• Maintain scheduling system and troubleshoot issues to improve efficiency.
• Track attendance trends and prepare related documentation.
• Generate scheduling reports and provide staffing metrics as required.

Skills

Scheduling experience

Time management

Communication skills

Microsoft Office proficiency

Education

Community College Diploma

Tools

Online scheduling system

Electronic time cards/payroll systems

Microsoft Office

Job description

Oakville, ON

$52,000 to $63,000, Pension, Benefits, 3 Weeks' Vacation

Our client provides specialized services and supports people with intellectual and developmental disabilities and complex needs, and they are seeking an experienced Scheduler to join their team in Oakville, Ontario.

Through supportive living, community services, clinical programs, and specialized care, the organization is focused on improving quality of life and supporting people to live meaningful and inclusive lives.

The Role

• Prepare and maintain employee schedules across multiple departments and supportive living locations.
• Coordinate daily staffing requirements and ensure appropriate staffing coverage.
• Manage employee call-outs, sick calls, leave requests, shift exchanges, and last-minute schedule changes.
• Backfill vacant shifts and determine when staff need to be reassigned or schedules adjusted to maintain appropriate coverage.
• Process and update electronic employee time cards accurately and within payroll deadlines.
• Apply scheduling rules, break requirements, and appropriate time-off codes for sick leave, emergency leave, personal leave, and bereavement.
• Respond to employee scheduling inquiries and provide clarification regarding scheduling procedures, absences, and requests for time off.
• Follow scheduling and call-out procedures in accordance with collective agreement requirements.
• Identify scheduling concerns and recommend corrective actions or staffing solutions to management.
• Maintain the scheduling system, troubleshooting issues, and identify opportunities to improve scheduling efficiencies.
• Track and analyze employee attendance trends and prepare attendance-related documentation.
• Generate scheduling reports, metrics, and staffing information as required.

What You Bring

• Community College Diploma or equivalent related work experience.
• Minimum 2 years of employee or workforce scheduling experience.
• Experience scheduling within a 24/7 environment is strongly preferred.
• Previous experience in developmental services, healthcare, long-term care, community living, social services, or a similar human services environment is an asset.
• Experience working within a unionized organization is highly preferred.
• Knowledge of collective agreements and the ability to apply scheduling rules related to hours of work, shift coverage, and employee scheduling.
• Experience managing employee call-outs, absences, and last-minute staffing requirements.
• Experience with online scheduling systems and electronic time card or payroll processes.
• Knowledge of attendance management practices and employment-related legislation.
• Strong organizational skills with the ability to manage multiple competing and time-sensitive priorities.
• Excellent verbal and written communication skills.
• Strong diplomacy, tact, and confidentiality when working with employees and management.
• Proficiency with Microsoft Office and scheduling systems.
• Reliable and flexible with respect to working hours and scheduling deadlines.

Schedule

This position works within a rotating scheduling team and includes:

• 7:00 a.m. to 3:00 p.m.
• 11:00 a.m. to 7:00 p.m.
• 3:00 p.m. to 11:00 p.m.
• Rotating weekend coverage approximately once every three to four weeks.

If you are an experienced Scheduler who thrives in a fast-paced environment and enjoys solving complex staffing challenges, this is an opportunity to join an organization whose work directly supports people with intellectual and developmental disabilities and complex needs.