Scheduling Coordinator

Job Description

Position Type:

Permanent

Closing date:

Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.

We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls.

The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.

In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.

There are lots of opportunities waiting for you in Nova Scotia. Apply now to learn more about our service and available positions.

Nature and Scope:

The Scheduling Coordinator will provide fundamental support to key elements of the provincial system. The incumbent works with the related systems to track and utilize the workforce capacity to ensure 24/7/365 coverage for province-wide ambulance, transport, and communications center services as required while making sure all their operational actions respect related collective agreements, policies & procedures, and legislations. The requirements of maintaining the efficiency and accuracy of scheduling management are vital as the scheduling system is one of the main sources of transferring employees?۪ time records to the payroll department for payroll calculation.

Duties and Responsibilities:

The position entails, but is not limited to the following:

Coordinate short, medium, and long-term scheduling for 1000+ personnel to ensure 24/7/365 coverage for province-wide ambulance, transport, and communications centre services as required.
Monitor workforce requirements for all shifts via regular communications with Operations Leaders
Track and utilize availabilities of frontline staff, collective agreement compliance, and fatigue management policy to ensure compliance with scheduling best practice, collective agreements, EMC and MHS policies and provincial Department of Labour legislation and regulation place staff on working schedule for each region.
Oversee short-term scheduling and conduct manual/software-assisted calls to fill gaps in services (e.g. resulting from employee absences, short notice special events, banked time) within a complex, multi-union environment.
Work with frontline Leaders and Health and Wellness Consultants to determine medium, long-term staffing needs and special events based on known absences, time off and backfill requests.
Post open shifts in accordance with the appropriate Collective Agreement factoring in posting timelines, notification requirements, positions specific skills or qualifications and Fatigue Management.
Fill shifts based on Collective Agreement requirements, Fatigue Management and Operational Requirements.
Factoring in operational and system requirement, work with Operational Leaders to plan for shifts which have been posted and remain unfilled.
Work with Clinical Services to deploy in-service dates as available ???shifts?۝ in the provincial staffing program based on a predetermined schedule.
Coordinate the in-service sign-up process for frontline staff to comply with class size limitations, collective agreement requirements, fatigue management and normal operational scheduling.
Receive seniority vacation bids via scheduling software, determine appropriate awarding in accordance with the appropriate collective agreement and enter approved seniority vacation within the timeline outlined in the appropriate collective agreement.
Ensure data entry is completed appropriately for all ride-along, student practicum, medical students, or other similar requests to the system.
Receive concerns and inquiries from frontline Leaders. As part of a collaborative team ??? communicate with frontline Leaders and staff to address concerns and inquiries.
Perform specialized data entry into complex scheduling software for all required scheduling changes.
Utilize specialized knowledge of the customized scheduling software to ensure the integrity and accuracy of the scheduling database as well as the ability to export the data for entry and use in our payroll system.
Act as a superuser with the customized scheduling software.
Develop, maintain, and update shared spreadsheets and databases utilizing MS Excel and/or SharePoint.
Maintain accurate tracking systems and rosters for all shifts.
Ensure that all new and revised scheduling information is consistently distributed to Operations personnel as
Create, interpret, and communicate custom scheduling data reports in response to regular and periodic

Qualifications and Requirements:

Education and Experience:

1-year college diploma in business admin or similar field or high school with three to five years?۪ experience scheduling large groups in a complex environment
Three to five years?۪ related experience in office administration/management including scheduling, and payroll functions or a combination of relevant education and experience required.

Knowledge and Skills:

Experience generating, interpreting, and communicating scheduling data and reports.
Proficiency in Microsoft Word, Excel, and Outlook.
Experience generating, interpreting, and communicating scheduling data and reports.
Proficiency in Microsoft Word, Excel, and Outlook.
Ability to exercise appropriate judgment and problem solving.
Keen organizational ability required.
Ability to balance and time manage in the face of multiple, competing directives.
Ability to multi-task as needed to meet tight and strict deadlines.
Self-starter that can work independently, but also be a strong team player.
Superior professionalism, conflict resolution, and confidentiality required.
Excellent written and verbal communication and interpersonal skills required.

Working Conditions:

The employee will spend various periods of sitting, standing, walking, crouching, lifting, and / or carrying light objects. They are required to maintain in one position for long periods of time such as sitting at a desk. Employee will be reading data and inputting of data, compiling reports, operating a word processor, computer, calculator, and talking on the telephone. The incumbent will be exposed to and

use general office equipment such as fax, photocopier, printer, and personal computer. Exposure of low to moderate noise levels. Day, evening, and overnight shifts required.

Emergency Medical Care falls under the Nova Scotia provincial protocol for mandatory COVID-19 Vaccination. In accordance with this mandate, subject to any approved accommodation, all new employees hired or existing employees (applying for new positions), will be required to be fully vaccinated against COVID-19. For clarity, ???fully vaccinated?۝ means 14 days or more after receiving the number of doses or combination of doses of a vaccine approved by Health Canada or local public health agencies in the jurisdiction in which they will be employed.

Our goal is to be a diverse workforce that is representative of the citizens we serve. We are committed to building an inclusive team that represents a variety of backgrounds, cultures, races, perspectives and skills. We encourage applications from all qualified candidates including women, persons of any sexual orientations and gender identities and/or expressions, Indigenous persons, African Canadians, other racialized groups, persons with disabilities. Candidates who identify as being from any of these groups are encouraged to voluntarily self-identify.

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