Coordinator Quality and Standards Staff Scheduling

Article Flag: Mandatory Vaccination Please Note:
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.

Summary: Reporting to the Manager, People Staffing & Analytics, the Coordinator is responsible for monitoring and updating the department's quality standards and indicators. In collaboration with the Managers and Portfolio Leads, develops and reviews departmental specific guidelines, user manuals and work processes to enhance Staff Scheduling quality and service delivery. This includes researching and preparing documentation for review and approval; maintaining documentation; and communicating related information to appropriate personnel. Provides training to staff and users as required. Generates files for payroll processing and liaises/troubleshoots with Payroll on any issues that may arise; uploads and maintains various banks within the scheduling system. Monitors, audits and corrects ESP entries to ensure accurate data reporting and transmission. Assists with the investigating and tracking of information within staffing systems related to staff queries and staff scheduling grievances. Oversees annual vacation planning process including project coordination and planning. Maintains and updates online information and designated Internet/Intranet pages. Participates in data clean-up projects within ESP and PeopleSoft. Participates in the testing of updated ESP modules and changes to system rules.
Qualifications / Skills and Education: Education
Grade 12, supplemented with completion of a recognized diploma or certificate program in a relevant field plus three (3) to five (5) years' recent, related experience in progressively senior staff scheduling roles or equivalent combination of education, training and experience.

Skills and Abilities

Thorough knowledge of computerized and manual staff scheduling functions, systems and services.

Ability to interpret collective agreement language.

Demonstrated understanding of data quality and audit requirements.

Ability to communicate effectively, both verbally and in writing, with all levels of the organization.

Ability to develop policies, procedures and related documentation.

Ability to deal with others effectively and develop and maintain effective working relationships.

Ability to prioritize workload and meet deadlines.

Demonstrated analytical problem-solving skills.

Demonstrated ability to work effectively, both independently and as part of a team.

Demonstrated computer skills, including standard word processing software and spreadsheet programs as well as scheduling software.

Physical ability to perform the duties of the job.

Duties and Responsibilities: In collaboration with Manager and Portfolio Leads, develops, maintains and updates documentation to maintain standards including scheduling processes, process maps/documents, and user manuals. Maintains and updates the Standard Interpretation Guide. Disseminates/communicates information to appropriate staff/service users.

Works with Manager and Portfolio Leads to improve internal and external business processes by liaising with user departments, gathering feedback, developing new methods/improvements in service delivery.

Provides training and orientation to staff as required to ensure standardization of procedures.

Assists the Manager with the development of quality indicators and audits to ensure accuracy of information and/or service delivery standards and timelines.

Generates report such as the time capture report and reviews entries to ensure information has been entered correctly into ESP. Corrects errors or omissions. Notifies downstream users of changes which may impact other systems. Follows up on issues with other staffing leaders if required.

Performs statistics reconciliation/audit by reviewing applicable ESP and PeopleSoft records. Follows up discrepancies with relevant Staffing and Human Resources staff to rectify.

Provides feedback on staffing/scheduling provisions within the collective agreement, researches and analyzes issues related to staffing/scheduling provisions. Participates on internal/external committees as it relates to the implementation of new or changed provisions.

Oversees annual vacation planning process by coordinating the activities of the project such as assisting with planning, supporting and coaching the vacation planners, answering questions and dealing with issues, creating the packages, liaising with leaders, arranging room bookings, ordering supplies for the project, updating and reviewing the vacation quota information sheet, and following up on an discrepancies in vacation entitlement with payroll.

Assists with responding to staff queries and staff scheduling grievances by investigating information of the specific matter within in ESP, pulling reports, collating and summarizing information, liaising with agencies such as PHSA(e.g., Payroll, Employee Records & Benefits) to obtain or clarify information, answering routine queries, and forwarding information on more complex issues or grievances to Supervisor or applicable HR representative.

Participates in casual clean up project by receiving list of identified casuals from HR, removing them from specific casual pool and subsequently closing their record in ESP.

Participates in ESP testing related to changes/updates in system modules or work rules.

Maintains and updates various Internet/Intranet pages or assists with graphic/audio presentations by methods such as coordinating contributions to the site, using designated software and/or existing packaged website software, inputting data, editing text, maintaining and adding/changing links and uploading documents.

Acts as an active member of the Staff Scheduling Team by participating in department meetings, and providing input on issues related to staff scheduling. Works collaboratively with other HR Staff such as HR Analysts, HR Advisors, and HR Systems Support and IMITS staff to support system users and coordinate activities.

Performs other related duties as assigned.