Workforce Optimization Specialist

Work Area: 
Staff Scheduling Services
Base Site: 
Hornby Street
Temporary Full Time
End Date: 
Dec 31, 2022 or return of incumbent
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.


Reporting to the Leader, Staff Scheduling Services, the Rotation Specialist functions as Providence Health Care’s (PHC) management representative on the Responsive Shift Scheduling project, and works with staff and leaders to create and negotiate rotations that meet both PHC and union specifications. Working out of the staffing office and in conjunction with the Operations Leaders, resolves operational issues to ensure departmental service requirements are met. In collaboration with the Leader, Staff Scheduling, develops, implements and evaluates policies and procedures for Staff Scheduling Services.


Comprehensive knowledge of staff scheduling functions and services. Ability to communicate effectively, both verbally and in writing, with all levels of the organization. Ability to deal with others effectively and develop and maintain effective working relationships. Organizational skills to effectively prioritize workload and meet deadlines. Problem-solving and conflict management skills. Ability to work effectively, both independently and as part of a team. Computer skills, including standard word processing software and spreadsheet programs as well as scheduling software. Physical ability to perform the duties of the job.

Education and Experience Required:

High school graduation, plus additional study related to business or leadership skills, and five (5) to seven (7) years of experience in the staff scheduling function, including several years of experience working with rotations, or an equivalent combination of education, training and experience.


Acts as the Management Representative on the Responsive Shift Scheduling Committee. In conjunction with the Union Representative reviews surveys and requests for responsive/innovative schedules, prepares recommendations for the Joint NBA Policy Committee and develops schedules for approved initiatives. Meets regularly with PHC Leaders, staff and union representative to ensure service levels are achieved. Coordinates regular audits and surveys at each site and distribute related communications. Monitors action plans and communicates improvements to the area leaders. Negotiates, prepares and creates rotations, ensuring rotations meet Providence Health Care (PHC) and union specifications. Prepares follow up reports, review of standards and specifications, and service level agreements. Sets up timelines for commencement, completion and review of Responsive Shift Scheduling on all wards/units. Liaises with Operations Leaders for Nursing and Allied Health on staff scheduling service requirements to establish service level agreements and ensure that required services are captured and modified as department requirements change. Investigates and resolves operational issues involving rotation and scheduling issues. Develops, recommends and implements new or changed departmental policies, methods and procedures to ensure services address established goals and objectives and meet stakeholders service requirements. Assists the Leader with the overall strategic plan for Staff Scheduling Services by identifying goals and objections for the service and providing feedback on activity levels and trends. Performs other related duties as assigned.