Job Description

NOTE: THIS OPPORTUNITY IS OPEN TO INTERNAL APPLICANTS ONLY WHO ARE CURRENT TRILLIUM HEALTH PARTNERS STAFF.

Position: Manager, Workforce Management Office (WMO)

Department: Patient Care Services, Access & Flow

Role Level: MG13

Status: Permanent Full Time

Site: Hybrid, primarily on-site at 2085 Hurontario St.; travel across THP’s three main sites may be required.

Hours of Work / Shifts: Monday – Friday; must be available for on-call if escalations required on weekends / after hours

IMPORTANT INFORMATION:

• The Manager, Workforce Management Office application process is time Please be aware of the following timelines:
  • March 11, 2024: application open
  • March 22, 2024: application closed
  • Week of April 1, 2024: Round 1 interviews begin
• Applicants selected for an interview will be contacted through their THP

To apply: applications are to be submitted through the THP careers page.

Job Description:

Reporting to the Interim Director Process and System Integration and Workforce Management Office (WMO), the successful candidate will lead a team of Team Leaders and Scheduling Clerks accountable for staff scheduling, shift and absence management and timekeeping for nursing, allied health and unit/clinic based 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) and the Clinical Resource Team (CRT) 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 Manager will have dual reporting accountability to the Interim Director Process and System Integration and Workforce Management Office (WMO) and the Project Director, Workforce Management, One THP – One People Experience. The Manager will also be accountable for setting up the WMO during the Project Phase, including all recruitment, training and management of the Team Leaders,

Scheduling Clerks and other resources required for the WMO. Upon go-live with the new scheduling and shift management system (UKG Dimensions and AndGo Systems) in Fall 2024, the Manager will transition to a single reporting structure to the Interim Director Process and System Integration and Workforce Management Office (WMO).

The successful candidate will excel in operational effectiveness; is committed to patient-centred design; and has a passion for leading workplace environment transformation within an interprofessional setting. The Manager will work in partnership with Patient Care Managers (PCMs) to understand the needs and challenges of clinical

teams. In addition, the Manager will maintain relationships with the Clinical Resource Team and external partners and clinical staff, as required, who provide staffing relief for THP. The Manager 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 Manager will ensure that they, along with all staff, are up to date with any ongoing upgrades to UKG Dimensions and AndGo Systems.

We are seeking a dynamic and collaborative leader who has a demonstrated history of achieving results; leading complex change, who can think critically and strategically in a fast-paced environment. Further, the successful candidate consistently demonstrates our 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 Project Director, Workforce Management, OneTHP – One People Experience, lead the set-up of the WMO including: recruitment, phased starts, training, troubleshooting, physical space and equipment
• Develop key WMO documentation, including but not limited to policies and procedures, contact lists / call sheets, team schedule(s) / coverage, and downtime procedures
• Work in partnership with Patient Care Managers, clinical leaders and unit resources to develop appropriate transition plans for moving scheduling from their area into the WMO, including resources, if applicable
• Engage with Patient Care Managers, clinical leaders and executives, as well as with councils and committees, on plans, progress, feedback and status reporting
• Engage with the project’s implementation partner, Deloitte, and the project team to ensure alignment
• Work with the WMO team to understand issues and concerns, addressing them to create a positive and productive work environment
• Identify, track, and mitigate where appropriate, issues that require resolution both during the Project Phase and post-go live
• 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
• Ensure readiness of the WMO prior to go-live
• Support and advocate change management

Leadership Responsibilities (Operational & as the WMO is staffed up):

• 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
• Manage all aspects of employee relations including human resource planning; recruitment, performance management; coaching/mentoring and professional development
• 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 patient care managers attend/lead staffing calls to ensure that all clinical areas at THP have adequate staffing support, to decrease overall risk related to patient safety
• In collaboration with the director, design and implement initiatives that support and align with the strategic plan for the organization
• Work with peer leaders in other areas of THP where there is centralized scheduling (e.g. MDRD, pharmacy CRT) to identify opportunities for future optimization, and if appropriate, support transition of scheduling and resources into the WMO
• Advocate for and lead opportunities for schedule and resourcing optimization with the WMO team and engage with the appropriate clinical and senior leadership to advance opportunities
• 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
• Continuously look for opportunities for improvement in how the WMO operates and serves clinical and clinical support programs
• Provide mentorship, guidance and support to the WMO team
• Oversee the administration of 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
• The Manager may be required to travel between THP’s hospital and / or satellite sites

Personal Experience / Qualifications:

• College Diploma, Bachelor/Master's Degree in Business Administration, Human Resources or Clinically related field or relevant work experience
• 3- 5 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)
• Strong leadership skills focused on results and teamwork, consensus building, with a client service orientation
• Strong cross-functional employee/ labour relations background
• Experience working in a large complex multiple partner and unionized environments
• Excellent performance and attendance record required
• Excellent oral, written and non-verbal communication 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
• 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 both 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
• Experience with and solid understanding of workforce planning, workforce analytics and reporting at various levels
• Excellent 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.

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