Staffing Coordinator, Workforce Management

VON Canada (Ontario); Brantford; On-site; CAD 50,000 - 70,000; Full time

Job summary

A community care provider is looking for a Staffing Coordinator responsible for scheduling staff in Brantford, Ontario. The ideal candidate will have post-secondary education and at least three years of experience in workforce oversight, with expertise in Excel and communication skills. This role involves collaborating with teams to meet staffing requirements and ensuring effective scheduling practices. Join a supportive environment focused on delivering quality care.

Qualifications

• Three years previous experience in workforce oversight, including a minimum of 1 year of experience creating and maintaining schedules.
• Demonstrated experience in the healthcare system.
• Experience in a unionized environment.

Responsibilities

• Ensure standardization of Workforce Management framework processes.
• Process all time off requests and maintain schedules.
• Support the onboarding of new staff through education.

Skills

Advanced Microsoft Excel skills

Excellent communication skills

Strong attention to detail

Education

Post-Secondary education in a related field

Tools

Alayacare

Cognos

Excel Macros

Job description

Requisition Details

Employment Status: Temporary, Full-time (1.0 FTE)
Program Name: Workforce Management
Number of Hours Bi-Weekly: 75
Work Schedule: Days
Anticipated End Date: July 2026

On-Call: No
Existing Vacancy: Yes - we\'re currently hiring candidates for an existing vacancy in this position.

Job Summary

The Staffing Coordinator is responsible for the day to day schedule for both the CSA and Service provider staff in accordance with any applicable collective agreements, to meet each site’s staffing requirements. The staffing coordinator works closely with the Workforce Management Analyst (WFMA), CSA Operations and Management team to monitor overtime, down-time, banked time, and sick time to balance staffing needs.

Key Responsibilities

• Ensures the standardization of Workforce Management (WFM) framework processes within their assigned region(s) including managing day to day operation and activities such as maintaining and updating accurate schedules for annual vacation requests, shift change requests, holiday scheduling and more.
• Processes all time off requests and shift trades in accordance with multiple collective agreements, maintains a working knowledge of these agreements and schedules replacement staff for all sick calls within the site.
• Supports the on-boarding of new staff through education on scheduling, requests for time off, and sick processes, and addresses any collective agreement questions as appropriate.
• Collaborates with the Workforce Management Analyst to review data trends and staffing levels.
• Coordinates schedules to allow new hires and nursing students to attend orientation, training and travel alongside their assigned preceptors/mentors for consistent, hands-on learning.
• Meets with site management to ensure staffing needs are being addressed.
• Attends site weekly and monthly workforce management production meetings.
• Promotes the Staffing Coordinator processes to all stakeholders across the site and provides awareness of their role.
• Participates in process improvement through lean thinking and team kata.
• Attends local labour management meetings as required.
• Other duties as assigned.

Common Responsibilities

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace, ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations, and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships

• Collaborates effectively with the Workforce Management Analyst and site leadership team to ensure adequate coverage for all clients and operational needs.
• Provides guidance to Director Home and Community Care/Managers in all areas relating to staff coordination.
• Facilitates discussions with relevant internal and external stakeholders to determine requirements of programs and projects.

Education, Designations and Experience

• Post-Secondary education in a related field.
• Three (3) years previous experience in workforce oversight including a minimum of 1 year of experience creating and maintaining rotations and/or schedules.
• Demonstrated experience in the health care system.
• Experience with a unionized environment.

Skill Requirements

• Advanced Microsoft Excel skills.
• Capable with Business Intelligence applications.
• Knowledgeable about the Staffing Coordinator framework and related tools such as Alayacare, Cognos, and Excel Macros.
• Excellent communication skills.
• Strong attention to detail.

Other

• A current and original copy of a satisfactory Criminal Records Check.
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
• The use of Personal Protective Equipment (PPE) may be required

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.