Specialist, Scheduling and Timekeeping Solutions

Job Summary

Summary of Responsibilities

Reporting to the Manager, Scheduling and Timekeeping Solutions (STS) within the Provincial Health Services Authority (PHSA), the Specialist, STS provides expert advice in relation to the delivery of optimal solutions for efficient access to information related to the staff scheduling and timekeeping functions across PHSA. The Specialist, STS also contributes to the development, implementation and evaluation of activities to ensure that the Scheduling and Timekeeping Solutions tools, processes and systems are working efficiently in order to improve scheduling and timekeeping transactional and reporting activities with human resources.

Scope and Complexity

The Specialist, STS works across all of PHSA providing support and functional troubleshooting in the area of scheduling and timekeeping systems utilization, maintenance, and information reporting. The Specialist contributes to the development, implementation and evaluation of training and business process improvement strategies and contributes to the improvement of transactional and reporting activities.

Communications

Key internal contacts include verbal and written communication with STS user group, human resources staff, finance staff and information management/information technology staff. Contact primarily involves consulting with others in area of expertise.

External contacts include communication with representatives from other organizations including other health care organizations and vendors. Contact primarily involves influencing and persuading others to reach the desired outcome.

Duties/Accountabilities

1. Responds to user queries and inquiries, logs, triages, tracks and escalates issues to permit timely resolution. Assists timekeepers with error correction remotely or through step-by-step instructions. Assists users with the creation and modification of rotations and schedules.

2. Provides training to new or existing Scheduling and Timekeeping users through methods such as developing training materials and tools, and workshops, documenting processes and procedures, and delivering individual or group sessions. Develops, directs and provides orientation to both existing and new staff on new processes and systems.

3. Assists Manager with the planning, development, implementation and evaluation of Scheduling and Timekeeping strategies designed to address the organization’s overall systems and efficiency objectives.

4. Assesses client data needs and requirements and develops solutions to enable clients to achieve required business objectives. Reviews and makes recommends regarding existing or new reports, metrics and scheduling and timekeeping requirements. Develops and revises reports, metrics and requirements as required. Generates reports and metrics as required.

5. Configures user rights application including adding and inactivating users, changing users, and adding, changing and inactivating rules and security profiles.

6. Liaises with IMIT and Finance as well as other key contacts across PHSA, ensuring that Scheduling and Timekeeping practices are aligned across all agencies.

7. Assists Manager with drafting communiqués to PHSA staff advising them of Corporate Scheduling and Timekeeping initiatives and developing consistent messaging across the PHSA. Assists with the maintenance and development of Scheduling and Timekeeping area of HR website and other electronic systems.

8. Participates in working committees and task groups, attending meetings, influencing change and assessing trends and changes to scheduling and timekeeping practices, communicating relevant information to Manager, STS and identifying internal processes and interpretations which require change.

9. Participates in implementation of new software and version upgrades. Provide functional analysis, produce test scripts, and user acceptance testing. Assess system upgrades and the impact on training tools, and update manuals and training tools are needed.

10. Provides advice and expertise in relation to the application and interpretation of union contracts and n on-contract terms and conditions relating to scheduling and timekeeping rules, policies and procedures.

11. Conducts system audits, analyzes results and takes corrective action. Documents and reviews any system irregularities liaising with IMIT and Finance to resolve data anomalies or system questions.

12. Contributes to business process improvement activities through methods such as: analyzing Scheduling and Timekeeping processes, recommending improvements using technological functionality and process redesign, and participating as a member of a team in the implementation of improvements.

13. Assists with the maintenance and development of Scheduling and Timekeeping area of HR website and other electronic systems.

14. Remains current on Scheduling and Timekeeping trends, issues and best practices through literature review, contact with peers at other organizations and attendance at seminars, workshops and educations programs.

15. Performs other duties as required.

Qualifications

A level of education, training and experience equivalent to a Bachelor’s Degree in Human Resources Administration plus five (5) years of recent related experience working in a human resource environment including experience with human resource and payroll processes, including collective agreement and legislative requirements, customizing systems including developing new fields, tables and panels, in analyzing human resource processes and leading implementation, training for all ability levels on system functionally.

Ability to be customer service focused. Knowledge of database management principles. Advanced knowledge of relevant database, spreadsheet and human resources information systems. Ability to develop complex and customized queries and reports. Strong analytical, problem solving and system analysis skills. Excellent interpersonal and communication skills. Team player. Excellent time management skills. Ability to handle multiple concurrent tasks. Physical ability to perform the duties of the job.