Staffing & Scheduling Assistant

Position Overview:

As a Staffing & Scheduling Assistant in the Human Resources department, you will play a critical role in supporting the efficient and effective staffing and scheduling operations within our hospital system. Reporting to the Lead Workforce & Rewards Specialist, Total Rewards, you will collaborate with various departments to ensure appropriate staffing levels, optimize the utilization of resources, and maintain compliance with regulatory standards. Manage time off requests such as sickness, vacation, bereavement, etc.  

Essential Functions:

Staffing and Scheduling Management: 

• Assist in the development and maintenance of staffing schedules for various departments within the hospital system, ensuring appropriate coverage based on patient needs, staff availability, and regulatory requirements. 
• Collaborate with department managers to understand their staffing requirements and resolve any scheduling conflicts or issues. 
• Monitor and track staff attendance, vacations, leaves, and other absences to ensure accurate staffing levels and minimize disruptions in service delivery. 
• Maintain accurate records of staff credentials, certifications, and licensures, and proactively communicate with employees to ensure compliance with regulatory standards. 
• Coordinate with the Lead Workforce & Rewards Specialist, Total Rewards, to identify and address staffing gaps, implement contingency plans, and optimize resource allocation. 

Communication and Collaboration: 

• Serve as a central point of contact for staff and department managers regarding scheduling inquiries, requests for time off, and changes in availability. 
• Facilitate effective communication between staff, department managers, and the Lead Workforce & Rewards Specialist, Total Rewards, to ensure timely updates on scheduling changes, staffing issues, and other relevant information. 
• Collaborate with the HR team to ensure accurate and up-to-date employee records, including contact information, work hours, and job assignments. 
• Assist in the preparation and distribution of staff schedules, ensuring accessibility and clarity for all stakeholders. 
• Provide support and guidance to staff regarding scheduling policies, procedures, and system usage. 

Data Management and Analysis: 

• Maintain and update staffing and scheduling databases, ensuring accuracy and integrity of data. 
• Generate reports on staffing metrics, including staff utilization, overtime, and attendance, and present findings to the Total Rewards Manager and Lead Staffing & Rewards Specialist. 
• Analyze data to identify trends, patterns, and areas for improvement in staffing efficiency, resource allocation, and compliance. 
• Contribute to the development and implementation of strategies and initiatives to optimize staffing and scheduling processes and enhance overall operational performance. 

Regulatory Compliance and Quality Assurance: 

• Stay updated on relevant labor laws, regulatory requirements, and Joint Commission International standards related to staffing and scheduling in healthcare. 
• Ensure compliance with all applicable regulations and standards, and assist in the development and implementation of policies and procedures to maintain compliance. 
• Collaborate with the Lead Workforce & Rewards Specialist, Total Rewards, to prepare for audits and inspections, providing accurate and comprehensive documentation as required. 
• Participate in quality improvement initiatives related to staffing and scheduling, identifying opportunities for process enhancement and implementing best practices. 
• Prepare National Insurance Claims related to Med 4 Forms.  

Required Qualifications:

• Bachelor's degree in human resources, Business Administration, or a related field is preferred. 
• Proven experience in staffing and scheduling, preferably in a healthcare or hospital setting. 
• Familiarity with labor laws, regulations, and accreditation standards related to staffing and scheduling in healthcare, such as Joint Commission International standards. 
• Proficiency in using scheduling software or systems, as well as Microsoft Office Suite. 
• Strong analytical and problem-solving skills, with the ability to analyze data, identify trends, and make data-driven recommendations. 
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment. 
• Effective communication and interpersonal skills, with the ability to collaborate with various stakeholders and build positive working relationships. 
• Attention to detail and accuracy in maintaining records and documentation. 
• Ability to maintain confidentiality and handle sensitive information with discretion. 
• Flexibility and adaptability to handle changing priorities and work schedules. 
• Strong customer service orientation and a commitment to providing exceptional support to staff and department managers. 

Knowledge, Skills, and Abilities:

• Demonstrates excellent interpersonal skills by maintaining strong relationships with key internal and external persons and groups.
• Demonstrates the ability to work with tact and confidentiality by displaying professionalism and excellent interpersonal skills.
• Demonstrates excellent organizational skills
• Demonstrates strong written and verbal communication skills
• Demonstrates knowledge of recruitment and talent acquisition techniques that are aligned with best practices
• Demonstrates proficiency in HR and computer software systems
• Displays critical thinking skills by making sound and logical decisions and recommendations that improve efficiencies and make processes more effective
• Demonstrates effective research skills and makes practical recommendations
• Takes initiative, anticipates needs, ensures consistent high-quality products and materials
• Demonstrates strong follow-through skills
• Demonstrates ability and competency to complete administrative task with less supervision
• Displays flexibility and the ability to multitask in a fast-paced environment
• Acts as a reliable and supportive team member to the HR Department
• Shows the ability to work methodically, systematically and with attention to detail
• Shows a high degree of accuracy in work
• Demonstrates the ability to work with tact and confidentiality by displaying professionalism and excellent interpersonal skills
• Demonstrates familiarity with relevant employment and labour laws (e.g., Employment Act, Persons with Disabilities Act, etc.)

Working Conditions:

• This role is based in a hospital setting and may require occasional weekend, evening, or on-call work to support staffing needs.
• The position may involve extended periods of sitting, working at a computer, and performing repetitive tasks.
• The Staffing & Scheduling Assistant may need to move around the hospital campus to interact with staff and department managers.