Staffing Assistant – Staffing and Scheduling – Part Time

Sault Area Hospital; Sault Ste. Marie; On-site; CAD 42,000 - 62,000; Full time

Job summary

Sault Area Hospital is seeking a Staffing Assistant to support the Staffing and Scheduling Department in a 24/7 hospital environment. The role focuses on determining short-term staffing needs, tracking absences, and ensuring accurate payroll coding and compliant scheduling.

The position involves collaboration with HR and subject matter experts, attending arbitration if required, and maintaining data accuracy and timely communications to minimize absence-related tasks and risks.

Qualifications

• Ability to understand, interpret and apply Collective Agreement language, hospital polies, Employment Standards and other relevant legislation.
• General understanding of leave administration such as vacation leave, occupational and non-occupational absences and entitlement to leaves under the Employment Standards Act.
• Knowledge of human resources best practices, Occupational Health & Safety Act, Workplace Safety Insurance Board Act, Employment Standards Act, and other relevant legislation or governing bodies.
• Ability to interpret and analyse workforce analytics and make recommendations for continuous improvement.
• Ability to work effectively and efficiently as a team member in a fast paced environment and in stressful situations.
• Customer service, interpersonal and telephone skills.
• Computer literacy in a Microsoft environment including experience in the development of spreadsheets, Word, Power Point, Outlook, and scheduling software.
• Ability to maintain successful working relationships within a team to achieve positive outcomes.
• Ability to organize time effectively to perform the duties of the position.
• Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner.
• Behaviour consistent with Hospital Mission, Values and Standards of Performance.
• Ability to read, write and communicate to perform the duties of the position.
• Proficiency and accuracy in tasks including data entry, documentation, etc.

Responsibilities

• Receives all absence calls and short term schedule change requests and replaces staff as necessary in accordance with the applicable Collective Agreement, policies and leglislative framework, and as determined by the department.
• Receives information from departments/units regarding surplus staffing and with input from the managers, as well as within compliance to Collective Agreements, policies and legislation, utilizes these scheduled staff prior to calling in additional staff.
• In collaboration with other subject matter experts within Staffing & Scheduling, assists with Kronos system data and maintenance including entering accurate payroll codes, adjusting rules as required, as well as making changes to rotations and assignments as necessary.
• Assists in ensuring that all schedules comply with the respective Collective Agreements, policies and legislation.
• In collaboration with subject matter experts within Human Resources, assists in labour relation matters when requested, including attendance at grievance meetings when required.
• May be required to attend and provide evidence at labour arbitration and other quasi-judicial proceedings.
• Coordinates with subject matter experts regarding individuals on WSIB, long term illness and return to work.
• Liases with appropriate team members to ensure that individuals on modified work are coded accurately.
• Alerts the appropriate Leader and/or team member to ensure immediate follow up for instances requiring safe and suitable work, including notification to Occupational Health or any other related absence.
• Compiles statistics and identifies trends.
• Ensures employees scheduled or asked to come into work are not doing so at premium rates of pay, unless overtime is expressly authorized.

Skills

Collective Agreements

Leave Administration

HR Best Practices

Workforce Analytics

Teamwork

Customer Service

Microsoft Office

Scheduling Software

Time Management

Communication

Education

Post graduate education or equivalent combination of education and work experience

Job description

Purpose Of Position

The Staffing Assistant is an integral member of the Staffing and Scheduling Department and the Hospital and reports directly to the Manager of Staff and Scheduling. The Staffing Assistant will work primarily to assist in determining the short term staffing needs for all departments in the 24/7 hospital environment. The Staffing Assistant monitors, tracks and initially determines eligibility for all absences with the support and assistance from subject matter experts within the Staffing & Scheduling Department. The Staffing Assistant works daily to improve hospital productivity by minimizing absence related tasks, minimizing overall compliance risks and utilizing the whole house view of the hospital to ensure the appropriate allocation of staff, as well as application of rules and policies consistent with Collective Agreements, hospital policies and legislation

Job Duty – Daily

• Receives all absence calls and short term schedule change requests and replaces staff as necessary in accordance with the applicable Collective Agreement, policies and leglislative framework, and as determined by the department.
• Receives information from departments/units regarding surplus staffing and with input from the managers, as well as within compliance to Collective Agreements, policies and legislation, utilizes these scheduled staff prior to calling in additional staff.
• In collaboration with other subject matter experts within Staffing & Scheduling, assists with Kronos system data and maintenance including entering accurate payroll codes, adjusting rules as required, as well as making changes to rotations and assignments as necessary.
• Assists in ensuring that all schedules comply with the respective Collective Agreements, policies and legislation.
• In collaboration with subject matter experts within Human Resources, assists in labour relation matters when requested, including attendance at grievance meetings when required.
• May be required to attend and provide evidence at labour arbitration and other quasi-judicial proceedings.
• Coordinates with subject matter experts regarding individuals on WSIB, long term illness and return to work.
• Liases with appropriate team members to ensure that individuals on modified work are coded accurately.
• Alerts the appropriate Leader and/or team member to ensure immediate follow up for instances requiring safe and suitable work, including notification to Occupational Health or any other related absence.
• Compiles statistics and identifies trends.
• Ensures employees scheduled or asked to come into work are not doing so at premium rates of pay, unless overtime is expressly authorized.

Staffing And Licensing Requirements

• Post graduate education or equivalent combination of education and work experience.

Knowledge, Skills, And Abilities

• Ability to understand, interpret and apply Collective Agreement language, hospital polies, Employment Standards and other relevant legislation.
• General understanding of leave administration such as vacation leave, occupational and non-occupational absences and entitlement to leaves under the Employment Standards Act.
• Knowledge of human resources best practices, Occupational Health & Safety Act, Workplace Safety Insurance Board Act, Employment Standards Act, and other relevant legislation or governing bodies.
• Ability to interpret and analyse workforce analytics and make recommendations for continuous improvement.
• Ability to work effectively and efficiently as a team member in a fast paced environment and in stressful situations.
• Customer service, interpersonal and telephone skills.
• Computer literacy in a Microsoft environment including experience in the development of spreadsheets, Word, Power Point, Outlook, and scheduling software
• Ability to maintain successful working relationships within a team to achieve positive outcomes.
• Ability to organize time effectively to perform the duties of the position.
• Ability to meet and interact with people in a pleasant, professional, responsible and reassuring manner.
• Behaviour consistent with Hospital Mission, Values and Standards of Performance.
• Ability to read, write and communicate to perform the duties of the position.
• Proficiency and accuracy in tasks including data entry, documentation, etc.

Note: Because of the changing nature of the work and work to be done, other responsibilities and duties may be assigned and qualifications may be adjusted from time to time. Only those selected for an interview will be contacted.

Sault Area Hospital does not use artificial intelligence (AI) to screen, assess or select applicants for a position.

Reason for Job Posting: Existing Vacancy