Job Description:
NOTE: THIS OPPORTUNITY IS OPEN TO INTERNAL APPLICANTS ONLY WHO ARE CURRENT TRILLIUM HEALTH PARTNERS STAFF.
Position: Team Leader Workforce Management Office (WMO)
Department: Patient Care Services, Access & Flow
Role Level: MG08
Status: Permanent Full Time x2
Site: Hybrid, primarily on-site at 2085 Hurontario St.
Hours of Work / Shifts: Days, Nights, Weekends (Shift rotations)
IMPORTANT INFORMATION:
- The Manager, Workforce Management Office EOI application process is time sensitive. Please be aware of the following timelines:
-
March 18, 2024: EOI application open
-
March 29, 2024: EOI application closed
-
April TBD, 2024: Interviews
-
Applicants selected for an interview will be contacted through their THP email.
To apply: please email your resume and letter of intent to Juanita Fay Saha, Consultant, Talent Management at Juanita.Saha@thp.ca
Job Description:
Reporting to the Manager, Workforce Management Office (WMO), the successful candidate(s) will lead a team of Scheduling Clerks accountable for staff scheduling, shift and absence management and timekeeping for nursing, allied health and clerical staff across clinical programs at all sites of Trillium Health Partners. The WMO will support a team focused approach in which the Scheduling Clerks will work with their peers and with Patient Care Managers/designate(s) to collaboratively ensure 24/7 adequate staffing coverage across clinical programs (all sites) to optimize the quality of patient care delivered. This is an opportunity to be a part of a new and exciting initiative for THP that is focused on creating OneTHP – One People Experience. The WMO will operate 24/7 to provide ongoing operational coverage for staffing relief.
The WMO is a new department within THP that will be established between Spring 2024 and Fall 2024 (the Project Phase) in a phased approach. During this period, the WMO Team Leaders will be accountable to the Manager and assist with recruitment, onboarding and training of new staff, facilitation of team building, and skill acquisition set up and maintain ongoing day to day operations of the WMO. Accountability will include the transition of clinical program scheduling development, maintenance and absence management through the WMO prior to project go-live. Upon go-live with the new scheduling and shift management system (UKG Dimensions and AndGo Systems) in Fall 2024, the Team Leaders will transition from project phase to operations along with the day to day office responsibilities.
The successful candidate(s) will excel in operational effectiveness; are committed to patient-centred design; and have a passion for leading workplace environment transformation within an interprofessional acute care setting. The Team Leaders will work in partnership with Patient Care Managers (PCMs) and delegates to understand the staffing and daily operational needs and provide oversight and guidance to WMO scheduling coordinators for absence management, load balancing and staffing relief. In addition, the Team Leaders will maintain relationships with our Clinical Resource Team, and as appropriate, external partners and clinical staff, who provide staffing relief for THP. The Team Leaders will ensure that they remain current with Collective Bargaining Agreement (CBA) changes, policies and procedures as well as non-union agreements while providing mentorship to the WMO team. The Team Leaders will remain current with any upgrades to the workforce management software and provide ongoing education for new staff.
We are seeking dynamic and collaborative leaders who have a demonstrated history of achieving results; leading complex change and who can think critically and strategically in a fast-paced environment. Further, the successful candidates consistently demonstrate the THP values of compassion, excellence and courage when leading the delivery of an exceptional patient experience.
Leadership Responsibilities – Project Phase (April to October 2024):
-
Under the guidance of the WMO Manager, lead the set-up of the WMO including: recruitment, phased starts, training, troubleshooting, and communication processes
- Develop key WMO documentation, including but not limited to policies and procedures, contact lists / call sheets, team schedule(s) / coverage
-
Support the Manager, WMO and PCMs in the implementation of transition plans for moving scheduling from their area into the WMO, including resources, if applicable
-
Engage with WMO Manager and Patient Care Managers, clinical leaders and executives, on plans, progress, feedback and status reporting
-
Work with the WMO team to understand issues and concerns, addressing them to create a positive and productive work environment
-
Implement all schedules in a standard Excel format and work in collaboration with PCM’s, ensure all schedules have been converted to the necessary format and baseline staffing compliments have been verified.
-
Identify, track, and mitigate where appropriate, issues that require resolution both during the Project Phase and post-go live
-
Ensure readiness of the WMO prior to go-live
-
Support and advocate change management
-
Become a subject matter expert / super user in the new scheduling and time keeping systems
Leadership Responsibilities (Operational & as the WMO is staffed up):
-
Assist the Manager to plan, coordinate and effectively manage resources (e.g. financial, human, physical space, equipment and materials) in alignment with the Hospital’s strategic plan
-
Review, analyze and apply program performance data to support decision-making and continuous quality improvement
-
Support the Manager, WMO in required aspects of employee relations including human resource planning; recruitment, performance management; coaching/mentoring and professional development and escalate to the Manager any concerns
-
Engage in conflict resolution in regards to situations that may arise due to inequality in staffing resources across units
-
Actively support the development of the WMO team through participation in work internal and external to THP
- Support staff engagement and workforce resource planning, including retention and recruitment strategies to ensure stable workforce within the WMO
-
In collaboration with PCMs attend/lead staffing calls to ensure that all clinical areas at THP have adequate staffing support, to decrease overall risk related to patient safety
-
Become familiar with workforce analytics, workforce planning and resource optimization to support the WMO team in their roles and clinical leaders, senior leaders in their decision making In collaboration with the manager, design and implement initiatives that support and align with the strategic plan for the organization
-
Develop and lead ongoing education for the UKG and Andgo training for new staff during General Hospital orientation or as required
-
Working with the manager, develop, and report on KPI’s specific to WMO with analysis to provide opportunities for efficiency and workforce planning
-
Administer the UKG Dimensions and AndGo system upgrades (in partnership with IS and the vendors), training and associated communications, working with the Team Leaders who will have accountability for these functions
-
This role may require availability for on-call during weekends and after-hours if escalations are required
-
This is a hybrid role, with staff expected to be on site approximately 50% of their time, which may fluctuate at the discretion of the program leadership
-
Team Leaders may be required to travel between THP’s hospital and / or satellite sites
Qualifications:
-
College Diploma, Bachelor’s Degree in Business Administration, Human Resources or Clinically related field or relevant work experience
-
2 - 3 years of leadership experience in a clinical, patient care / customer service related field, ideally with large organizations, in roles that demonstrates steady progress and advancement with increasing responsibilities
-
Experience with clinical operations and management of clinical staff
-
Experience with staff scheduling, timekeeping and absence management and / or scheduling
- Working knowledge of Collective Bargaining Agreements (CBA) including but not limited to: ONA, CUPE, OPSEU and employment contracts (e.g. RNAC)
- Prior experience with staff scheduling systems an asset (e.g UKG Dimensions)
-
Excellent performance and attendance record required
-
Excellent oral, written and non-verbal communication skills
-
Well-developed management skills
-
Ability to navigate ambiguity in a complex and fast-paced environment
-
Solid understanding and experience in using quality improvement methodologies to improve care delivery, clinical efficiencies, staffing optimization and efficiency
-
Proven success in managing change and transforming workplace culture
-
Proven leadership, team and consensus building
-
Strong organizational and time management skills and proven ability to manage multiple, competing priorities
-
Proven ability to implement and sustain best practices in scheduling to enable the teams to provide high quality and safe care to our patients
-
Ability to create and foster an inclusive environment that achieves results by valuing, supporting, and rewarding collaboration and cooperative working relationships
-
Proven ability to coach/mentor staff, role model leadership behaviours, and resilience
-
Superior skills in building and maintaining relationships internally and external to THP
-
Strong critical thinking, decision making, problem solving, negotiation and conflict resolution skills
-
Superior communication skills, including ability to have crucial conversations and coaching conversations as needed
-
Evidence of ongoing professional development and ability to encourage ongoing development of WMO team
-
Good project management processes/skills
-
Ability to thrive in a multi-disciplinary, diverse environment
-
Internal Candidates who believe they possess the necessary qualifications and experience for this position and who have been in their current position for at least six (6) months are encouraged to apply.
Notes to applicants:
If you do not see yourself fully reflected in every job requirement listed on this posting, we still encourage you to reach out and apply. Research has shown candidates from underrepresented groups often only apply when they feel 100% qualified. We encourage applicants who are members of groups that have been marginalized on any grounds enumerated under the Ontario Human Rights Code to consider this opportunity.
Trillium Health Partners is an equal opportunity employer committed to fostering a healthy, safe and respectful environment for healing, based on our values compassion, excellence and courage. To be Better Together, we commit to fostering a respectful workplace culture that promotes a safe and supportive environment for everyone who provides care, supports caregiving, receives care or visits the hospital.
In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, Trillium Health Partners will provide accommodations throughout the recruitment and selection process to applicants with disabilities as required.
Applicants must be eligible to work in Canada. We would like to thank all applicants for their interest in this position, however, only those selected for an interview will be contacted. Trillium Health Partners is recognized under the French Language Services Act.
As a condition of employment, we require all staff to be fully vaccinated for COVID19, in addition to other vaccinations required by the Public Hospitals Act.
Demo