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Full Time Coordinator of Centralized Scheduling Department, #18-1194

Internal Job Posting #18-1194

Full Time Coordinator of Centralized Scheduling Department


Centralized Scheduling Department




Patient Flow


NON Union


Rotational – 37.5 hours week


As per pay scale

POSTED: Oct 3, 2018                                                 CLOSE DATE: Oct 10, 2018

If you are interested in applying to this position, please complete a “Job Posting Application for Hospital Employees” form and return directly to Human Resources on or before 11:59 p.m. on the specified closing date

Job Summary:

Reporting to the Manager of Patient Flow, the Coordinator of Centralized Staffing brings a wealth of scheduling experience and expertise to the department. Collaborating, with the Manger of Patient Flow, the Coordinator

 will assist with the daily operations of the centralized scheduling department.  You will be responsible for providing on going supervision and coaching of the staffing clerks, as well as providing, process issue assistance and support to the Centralized Staffing Office.  Collaborating, with our Information Technology Team to assist with the ongoing maintenance of the computerized staff scheduling program, as well as, collaborating with our payroll department with regards to Kronos type issues.

Your will facilitate and coordinate training on the ESP and other staffing software programs as applicable.  You will assist in building process and procedures by which staffing clerks will follow and help manage the team with the implementation of these new processes and procedures.  You will ensure that consistent corporate staffing standards are followed, assist managers with staffing and scheduling issues, assist with the development of a staffing service performance standard, gather appropriate data and develop regular reports for all the managers.  Collaborating with OCC health, Clinical Scheduling Clerks and the Department Managers to assist with the modified staff utilization and ensure proper scheduling of modified staff.  Assisting with the agency process, to ensure compliance and standardization.

One of your key roles will be to monitor and facilitate improvement in the overall quality, timeliness, completeness and accuracy of the centralized scheduling department.

Duties and Responsibilities:

  • Providing leadership and oversight of the daily operations for the centralized scheduling department, supporting the Manager of Patient Flow with the overseeing operations of the Centralized Scheduling Department, accountable for daily planning, organizing and directing all aspects of the department
  • Responsible for overseeing Centralized scheduling team
  • Appropriate Managers and Directors if there are scheduling issues in a timely fashion
  • Collaborating with the Payroll Department and Appropriate Department Managers, assist to resolve any payroll related inquiries, issues or concerns to ensure optimum payroll process
  • Responsible for facilitating all staff education, training and support of the appropriate scheduling software programs including any other training when appropriate


  • Be a resource for managers/directors to assist with the development of master schedules as required
  • Assist department Managers with staffing utilization issues
  • Working with Information Technology assist with ESP administration and other scheduling software technology inquiries, issues or concerns
  • Work with Manager of Patient Flow to ensure that we make every effort to maintain optimal  staffing levels to minimize overtime and agency usage in the organization


  • High school graduate required

  • Diploma for a recognized College in Business, education or Health related discipline preferred

  • Minimum three (3) years scheduling experience preferably in a healthcare environment required
  • Three to Five years’ experience building master schedules required
  • Three to five years’ experience with scheduling software program required
  • Minimum one year leading a team preferred
  • Experience overseeing multiple sites or teams preferred
  • Experience building scheduling processes and procedures
  • Experience with a computerized scheduling program – ESP Preferred

  • Experience  with a computer timekeeping program or willingness to learn – Kronos Preferred

  • Strong working knowledge of staff scheduling and master rotations

  • Strong customer service skills and experience in performance management and improvement

  • Understanding of collective agreements and scheduling rules within a hospital environment, preferred

  • Proven skills and ability in training, teaching adults and conducting presentations.

  • Superior communication, problem solving and negotiation skills

  • Excellent computer skills

  • Strong customer service skills and display of core values

  • Choose to work as a member of a team

  • Ability to prioritize and meet goals

  • Conflict resolution skills – able to establish effective working relationships while resolving difficult issues

At Southlake Regional Health Centre, we are committed to fostering an inclusive and accessible environment.  We are dedicated to building a workforce that reflects the diversity of the community in which we live and serve, including those with disabilities.  Southlake Regional Health Centre is committed to providing accommodations in all parts of the hiring process.  If you require an accommodation, we will work with you to meet your needs.

It is the responsibility of all Southlake Regional Health Centre employees to work in a safe manner and promote health and safety in the workplace.

If interested in applying, please submit a resume and coverletter to quoting the position title, and vacancy# in the subject line.

Southlake Regional Health Centre
596 Davis Drive, Newmarket, Ontario   L3Y 2P9
Tel: 905-895-4521   |   TTY: 905-952-3062
Copyright © 2012 Southlake Regional Health Centre