Job Summary:

In accordance with the Purpose, Vision, Values and Coast Salish Teachings, and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Reporting to the Manager, Scheduling & Timekeeping Services and/or Designate, the Staffing Lead Hand directs work assignments for short call and/or other designated staff in the WMS centralized Staff Scheduling Office by coordinating Staffing Clerk's designated work assignments as appropriate, reviewing and checking work to ensure completion and adherence to standard guidelines, troubleshooting issues, making adjustments as required, and reassigning work. Liaises with Clinical Coordinator/Charge Nurse and/or Leader On-Call to review issues, and to identify potential barriers and/or discrepancies. Performs staffing and clerical duties such as allocating and calling relief nursing and/or allied health staff, including daily staffing requests according to contractual requirements, staff availability and determined priority, utilizing computerized staffing systems, and performs related clerical functions. In addition, the position processes requests for vacation and/or leaves of absences, compiles statistical data for reporting purposes, and provides orientation to new staff as required.

Duties/Accountabilities:

1. Directs work assignments for short call or other designated staff by performing duties such as coordinating the Staffing Clerk's designated work assignments, reviewing and checking work to ensure work completion and staff compliance with Department Specific Guidelines and overtime policies, troubleshooting issues and making adjustments as required, reassigning work, and escalating issues/discrepancies to the Manager if needed. Provides input to Manager regarding staff performance as required.
2. Communicates new or changed policies and procedures to staff and follows up to ensure that they are adhered to. Refers issues to Manager as required.
3. Liaises with Clinical Coordinator/Charge Nurse and/or Leader On-Call to review issues including staffing requirements, and to identify and resolve potential barriers and/or discrepancies. Submits daily report to designate as required.
4. Receives multiple requests for relief coverage from various units utilizing computerized staffing systems such as WFM, determines applicable action, priority and availability of existing staff according to established guidelines.
5. Allocates staff based on employee skill set, unit needs and independent judgment and calls in relief staff to fill vacancies resulting from unfilled positions, vacations, leaves of absences and sick leaves in accordance with applicable collective agreements and inputs into computerized staffing systems; consults with Unit Staffing Supervisor when requests exceed needs identified.
6. Receives and processes approved requests such as vacation, leaves of absence and terminations by preparing appropriate documentation, making necessary calculations such as vacation and seniority entitlements, forwarding documentation to designated staff for review and approval and sending to applicable area for final processing.
7. Produces and edits timekeeping records for unit staff in the WFM system; liaises with payroll re. employee inquiries and makes adjustments as required, answers employee inquiries regarding scheduling.
8. Collects and compiles workload statistics and reporting information, such as staff requirement, hours not filled and number of casual relief shifts required, utilizing computerized system.
9. Acts as an active member of the Staff Scheduling team by participating in department meetings, providing input into team goals and objectives, and on issues related to staff scheduling including observed impacts to staffing processes as a result of collective agreement changes.
10. Provides orientation to new staff as required to ensure standardization of procedures. Updates and maintains staff training materials as directed. Distributes accordingly.
11. Performs a variety of clerical duties such answering telephone, accessing and responding to computerized messages, scheduling meetings and maintaining related files.
12. Performs other related duties as assigned.
    
    

Qualifications:

Education, Training and Experience

• Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.
  
  

Skills and Abilities

• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position.