Administrative Coordinator, Staffing Office Resource Team
- Toronto, ON, Canada
Temporary
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Job details
- Job type
- Temporary
- Apply by
- Posting language
- English
- Posted
Original job description
Position Summary
This position provides essential staffing support to the hospital units, house floors, and other designated areas of Providence Healthcare. Staffing Office Administrative Coordinators collaborate closely with various members of the healthcare team - such as Patient Care Managers, After-Hours Managers, Clinical Operations Lead, clerical staff, health disciplines, and nursing - ensuring that each unit/house is adequately staffed for every shift.
Using computerized staffing systems, the Administrative Coordinator, Staffing Office, calls in and allocates relief staff, while also performing related staffing duties, including the input of payroll data.
Major Responsibilities
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This position provides essential staffing support to the hospital units, house floors, and other designated areas of Providence Healthcare. Staffing Office Administrative Coordinators collaborate closely with various members of the healthcare team - such as Patient Care Managers, After-Hours Managers, Clinical Operations Lead, clerical staff, health disciplines, and nursing - ensuring that each unit/house is adequately staffed for every shift.
Using computerized staffing systems, the Administrative Coordinator, Staffing Office, calls in and allocates relief staff, while also performing related staffing duties, including the input of payroll data.
Major Responsibilities
- Receives notifications of absences from units/areas and communicates staffing needs.
- Collaborates with management, staff, and external stakeholders to ensure effective staffing solutions.
- Schedules staff in compliance with ONA and CUPE agreements.
- Follows staffing guidelines for non-unionized staff.
- Updates schedules with shift availability as needed, ensuring accuracy.
- Notifies units/areas of shift replacements and keeps them informed of staffing status.
- Collaborates with team members (Administrative Coordinators, Managers, RN-in-charge) to resolve staffing issues.
- Consults with appropriate managers for direction on staffing concerns.
- Reports staffing issues to relevant managers and directors.
- Assesses staffing needs for both weekdays and weekends/stat holidays in collaboration with clinical managers.
- Provides staffing information to Administrative Coordinators and Reception during off-hours for continuity.
- Logs all communication with employees, agencies, and units into Call Log database.
- Contacts agencies to request or cancel staff as needed, in accordance with contracts.
- Utilizes software to manage staff scheduling, create memos, develop forms, and maintain records.
- Minimum Grade 12 education is required. Post-secondary certificate, diploma, or degree in any of the following areas preferred: Medical Office Administration, Health Information Management, Business Administration/Management, Healthcare Administration, Human Resources, and/or Office Administration/Clerical Studies.
- Previous clinical healthcare provider experience/training is an asset.
- Prior staffing and scheduling office experience a must.
- Prior supervisory or leadership operations experience an asset.
- Strong understanding of ONA and CUPE collective bargaining agreements an asset.
- Self-starter with excellent communication and interpersonal abilities.
- Sound judgment and critical thinking skills.
- Ability to organize work, meet deadlines, and work under pressure.
- Ability to work in a fast-paced team environment and manage conflict effectively.
- High attention to detail and strong data entry skills.
- Proficient with cell phones, pagers, fax, and phone systems.
- Excellent interpersonal and telephone skills.
- Strong computer skills and experience with word processing, spreadsheets, and databases; Microsoft Teams, Office, and Outlook proficiency required.
- Strong attendance and performance records required.
- Self-directed, flexible.
- Proven ability to collaborate, resolve conflict, and adapt in a dynamic environment.
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More about this job
Responsibilities
Coordinate staffing coverage across hospital units by responding to absences, allocating relief staff, updating schedules, and communicating staffing status. Maintain staffing records and call logs, coordinate with managers and agencies, and enter payroll data while following applicable staffing guidelines and collective agreements.
Requirements
A minimum Grade 12 education and prior staffing and scheduling office experience are required; post-secondary education in a related administrative, healthcare, or human resources field is preferred. Candidates should have strong communication, organization, judgment, conflict-resolution, data-entry, and computer skills, including proficiency with Microsoft Teams, Office, and Outlook.
Skills
- Staff Scheduling
- Staffing Coordination
- Payroll Data Entry
- Collective Bargaining Agreement Compliance
- Communication
- Interpersonal Skills
- Critical Thinking
- Organization
- Conflict Resolution
- Attention To Detail
- Data Entry
- Telephone Skills
- Microsoft Office
- Microsoft Teams
- Microsoft Outlook
- Database Management
Visa sponsorship
Not detected in the job text
Categories
- Administrative
- Healthcare
- Human Resources
- Management & Leadership
Keywords
- Hospital Staffing
- Staffing Office
- Staff Scheduling
- Relief Staff
- Payroll Data
- ONA Collective Agreement
- CUPE Collective Agreement
- Non-Union Staffing Guidelines
- Clinical Operations
- Patient Care Managers
- After-Hours Managers
- Nursing
- Healthcare Administration
- Medical Office Administration
- Health Information Management
- Human Resources
- Call Log Database
- Staffing Software
- Microsoft Teams
- Microsoft Office
- Microsoft Outlook
- Word Processing
- Spreadsheets
- Databases
- Agency Coordination
- Shift Coverage
- Conflict Resolution
- Data Entry