Scheduling Co-ordinator EX21-723

Employment Opportunity Notice

EX21-723

The City of Greater Sudbury

requires a

Scheduling Co-ordinator
Reporting Location: Lionel E. Lalonde Centre

Contract Position
Estimated Probable Duration: Up to Seven (7) Months
(May be extended)
70 Hours Bi-Weekly

Start Date to Follow Selection Process

The Paramedic Services Division, Community Safety Department of the City of Greater Sudbury, requires a Scheduling Co-ordinator. The successful candidate must possess the qualifications and perform the duties, as set out below. The current range of pay for this position is $2,176.30 to $2,562.70 bi-weekly (subject to review).

Main Function:

Provide administrative and operational support duties for the Paramedic Services Division. Responsible for the scheduling function of the time and attendance management system for Paramedic Services with the guidelines established in policies and Collective Bargaining Agreements.

Duties:

Under the general supervision of the Deputy Chief of Paramedic Operations.

  1. Apply employee schedules in Time and Attendance Management System (TAMS) in accordance with collective agreements, policies and procedures, and staffing and shift requirements.
  2. Apply day-to-day changes (e.g. late arrivals, early departures, overtime, shift changes) in TAMS. Enter modified shifts as per work plan and adjust per direction from supervisor.
  3. Approve requests (e.g. statutory holidays, vacation, days-in-lieu, leaves of absence and shift exchanges).
  4. Modify schedules as required for leaves of absence (e.g. short-term disability, long-term disability, parental, maternity and adoption leave, personal emergency, family sick, modified work assignment) as approved by supervisor.
  5. Respond to calls from supervisor reporting staff absences from work and enter approved sick time. Receive, copy and send medical notes to Human Resources (HR). Call out to arrange for backfill in accordance with collective agreements and arrange meetings for employees and their supervisor.
  6. Contact employees to fill vacancies following the scheduling processes established by policies and the Collective Bargaining Agreements.
  7. Coordinate with local colleges for the scheduling of clinical precepting schedules.
  8. Coordinate New Hire Orientation Schedules with Platoon Training Officers (PTO’s) to ensure appropriate training and credentialing processing.
  9. Maintain various databases, which support sections in the Division (performance appraisals, recruitment, absences, injuries, service awards).
  10. Actively participate in creating and implementing staffing and development plans.
  11. Maintain performance tools, processes and programs. Assist with translating departmental goals to individual goals and align efforts and outcomes.
  12. Access confidential employee files, including matters relating to Human Resources, as required.
  13. Coordinate, develop, and maintain labour, staffing and compliance reports for management and ministries (e.g. Ministry of Health) using various software (e.g. TAMS, Excel).
  14. Liaise with the Deputy Chiefs and other Divisions on matters of confidentiality including Human Resources, agendas, etc.
  15. Assist with WSIB reporting and scheduling for modified work programs as required.
  16. Responsible to maintain, upgrade and administer scheduling software solutions in order to maximize scheduling effectiveness and efficiencies.
  17. Assist and represent Paramedic Services Administration by providing timely assistance in response to internal/external requests, to resolve queries and problems as they arise, based on knowledge of policies and procedures.
  18. Liaise with the Administrative Assistant to the Deputy Chiefs of Paramedic Services to ensure continuity and accuracy in the overall performance appraisals process.
  19. Assist/relieve the Administrative Assistant to the Deputy Chief of Paramedic Operations/Emergency Services during periods of vacation, absence as required.
  20. Develop and maintain a thorough working knowledge of CGS’s Safety Manual and the applicable Provincial Legislation listed therein.
  21. Perform other related duties as required.

Qualifications:

 
   

Education and Training:

College Diploma in Business Administration, Information Technology or related field from a recognized Community College with Canadian accreditation.

Experience:

Minimum of one (1) year of directly related experience in the preparation and maintenance of work schedules in a unionized environment.

OR

Education and Training:

Successful completion of a Secondary School (Grade XII) Education.

Experience:

Minimum of three (3) years of directly related experience in the preparation and maintenance of work schedules in a unionized environment.

Knowledge of:

Applicable legislation and related regulations.

CUPE Local 4705 Collective Bargaining Agreements and the Paramedic Services policies and procedures.

Best practices within areas of responsibility.

KRONOS functionality as it relates to scheduling an asset.

Abilities to:

Demonstrate organizational and administrative skills.

Demonstrate interpersonal skills in dealing with people.

Demonstrate ability to interpret and apply policies and collective bargaining agreements.

Work with computer software and administrative systems in a Windows environment (e.g. file maintenance, word processing, spreadsheet applications, information input and retrieval, etc.).

Understand and meet the needs of customers.

Balance conflicting demands from stakeholders.

Personal Suitability:

Mental and physical fitness to perform essential job functions.

Language:

Excellent use of English; verbally and in writing.

French verbal skills highly desirable; written skills an asset.

Leadership Competencies:

Tactical Coordination and Direction I

Competency

Competency Definition

Level

Level Definition

Shaping the Future

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one’s team

Aligning People & Teams

Holding Self & Others Accountable

Hold others accountable to execute to high standards of excellence and hold themselves accountable to the same or higher standard.

3

Monitors performance and gives corrective feedback

Leadership

Inspire others to work toward common goals by engaging and empowering them, and providing clarity and direction.

2

Optimizes team effectiveness

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

For more information on leadership competencies, please see our Leadership Competency Dictionary.

All City of Greater Sudbury employees are required to be fully vaccinated as a condition of hire in accordance with the City's mandatory Vaccination Policy. Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.
 
How to Apply:
 
Qualified candidates should submit their résumé in confidence by Tuesday, October 19, 2021 at 4:30 PM by: e-mail to: hrjobs@greatersudbury.ca or facsimile number: 705-688-3979. Any application received after this deadline will not be considered. Please reference the Employment Opportunity number (EX21-723) on your resume.
 
For further instructions on how to apply to this position, please visit our How to Apply section.
 
The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment, and welcomes submissions from all qualified applicants.
Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act. All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process, you must advise the Hiring Manager.