Portfolio Lead, Staff Scheduling

Work Area: 
Staff Scheduling Services
Base Site: 
Hornby Street
Regular Full Time
Job Category: 
Management/Non Union
0700-1500, 0730-1530, 0800-1600
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.


Within the context of a client and family centred model of care and, in accordance with the Mission, Vision and Values, and strategic directions of Providence Health Care, promotes a safe, respectful, and civil working environment for patients, residents, families, visitors and staff.

Reporting to the Manager, People Staffing, Planning & Analytics, the Portfolio Lead is the key contact for PHC Managers/Leaders for staffing scheduling issues and service requirements. Provides day-to-day leadership and guidance to staff within a designated portfolio in the staff scheduling service. Uses exemplary leadership skills to build a team with a strong customer service orientation and fosters a positive and healthy work environment. Leads process improvement initiatives for portfolio/service. Works with Staff Scheduling leaders, staff and PHC department/Portfolio Leaders to resolve operational issues to ensure departmental service requirements are met. Monitors and reports on quality and service indicators and targets. Assists with the development, standardization, and implementation and evaluation of policies and procedures for the portfolio/service. Contributes to planning and goal setting for the service. Regularly communications and liaises with other internal/external stakeholders such as the HR Advisory team, Payroll, and Finance to ensure effective service delivery. Prepares and maintains related reports and documentation. Represents PHC staff scheduling on project teams and committees as required.


Demonstrated strong customer service orientation and ability to understand and translate customer needs.
Comprehensive knowledge of computerized and manual staff scheduling functions and services.
Demonstrated understanding and ability to interpret collective agreement language and work within a unionized setting.
Demonstrated ability to supervise, set goals and objectives, and evaluate performance.
Demonstrated ability to positively influence team culture and workplace behaviour.
Demonstrated ability to communicate effectively, both verbally and in writing, with all levels of the organization.
Demonstrated ability to deal with others effectively and develop and maintain effective working relationships.
Demonstrated organizational skills to effectively to prioritize workload and meet deadlines.
Demonstrated problem-solving and conflict management skills.
Demonstrated ability to work effectively, both independently and as part of a team.
Demonstrated computer skills, including standard word processing software and spreadsheet programs as well as scheduling software.
Physical ability to perform the duties of the job.


Completion of a diploma program in a relevant field plus five (5) years of experience in the staff scheduling function including significant experience working with ESP and including two (2) years in a supervisory or leadership capacity, or an equivalent combination of education, training and experience.


Functions as the primary contact for PHC Manager/Leaders on staff scheduling related issues. Meets regularly with this customer group to understand the staffing needs for their programs, to build related work processes and to educate Program and Staffing Clerks accordingly.
Participates and/or leads process improvement activities including working with team members, customer departments/programs and other stakeholders to develop standardized policies and procedures, as well as scheduling and time capture work rules. Develops and maintains related documentation.
Investigates and resolves operational issues involving service level concerns or staff performance issues. Establishes related service targets, monitors progress and staff productivity and reports findings. Provides recommendations to Staff Scheduling leadership to improve service delivery.
Participates in the ongoing development of Department Specific Guidelines (DSGs). Follows up on auditing of the DSG and ensures they are up-to-date and changes are communicated.
Provides leadership and supervision for assigned staff scheduling staff by ensuring the effective utilization of staff, services and equipment. Coordinates the day-to-day workflow of staffing activities, prioritizes workload and adjusts staff work assignments by redistributing between service areas and/or teams, in conjunction with other Portfolio Lead(s).
Initiates recruitment requests, interviews applicants and participates in selection decision.
Responds to staff queries, receives and gives constructive feedback, and assists staff with problem-resolution and trouble-shooting. Documents solutions for future reference. Escalates complex issues to other Staffing leaders as appropriate.
Regularly communicates and ensures staff is following new or changed policies, procedures and processes.
Evaluates employee performance, identifies deficiencies and provides or coordinates required training and education to ensure competent service delivery. Administers discipline when required, up to and including termination.
Maintains strong understanding of Master Rotation and participates in related maintenance activities.
Works collaboratively with BCCSS Payroll, Records & Benefits, PHC HR teams, and serviced Paymaster groups to ensure accuracy in employee pay and provides input into scheduling related grievance investigations.
Participates in the development and use of auditing processes and tools including stat and vacation reconciliations, time card auditing, etc.
Makes presentations and provides in-services to customer groups and staff.
Provides regular reports, as required, to the Manager/Director or other PHC staff.
Assists the Staffing Leadership group with the overall strategic plan for Staff Scheduling by identifying goals and objectives for the service and providing feedback on activity levels and trends.
Assists with testing and implementation of scheduling software system upgrades and enhancements.
Represents Staff Scheduling on PHC project teams as required.
Maintains subject matter expertise in designated area by keeping current on all changes in applications, requirements, and regulations that impact the Staff Scheduling.
Performs other related duties as required.