Workforce Management Analyst - Full-time

Requisition Details:

Employment Status: Regular, Full-time (1.0 FTE)
Program Name: Workforce Analyst
Number of Hours Bi-Weekly: 75
Work Schedule: Days
On Call: No
Existing Vacancy: Yes – we’re currently hiring candidates for an existing vacancy in this position.

Job Summary:

The Workforce Management Analyst (WFMA) is responsible for forecasting workload requirements for their respective sites and developing staff rotations that align with the collective agreement and meet each site’s program needs. The WFMA supports the Director Operational Quality with implementing and maintaining the Workforce Management (WFM) framework and processes within the province.

Key Responsibilities:

• Responsible for regional oversight and efficiency of the WFM processes, including forecasting, developing optimal rotations, and capacity planning for all Home Care Programs.
• Attends and facilitates monthly WFM meetings at both site and provincial levels, leads weekly regional managers meetings to drive improvement and ensure consistency across provinces, and conducts quarterly training audits.
• Promotes workforce management process to all stakeholders across the sites and provides awareness of the WFM framework.
• Participates in process improvements with internal stakeholders through documenting and updating the WFM training manual.
• Conducts ad hoc and regular data analysis to identify opportunities to improve effectiveness and efficiencies, as part of defined projects.
• Provides guidance to site management related to hiring and training new service providers and CSAs in order to maintain appropriate and cost-efficient FTE counts.
• Possesses in-depth understanding of KPI performance for all sites and provides recommendations for improvements.
• Promotes workforce processes within the WFM Cycle while maintaining a culture of continuous improvement.
• Conducts analysis, develops rotational schedule and communication with the union groups and appropriate staff as directed.
• Prioritizes workforce management requests from management and other stakeholders within the organization.
• Ensures developed schedules align with collective agreements, program-specific requirements, and provincial employment standards while meeting stakeholder expectations and employee satisfaction.
• Maintains a working understanding of VON’s collective agreements, including their constraints, and advises if developed schedules are not in compliance.
• Balances operational efficiency, by ensuring rotations are set up to optimize employee workloads while maintaining patient care.
• Participates in site labor management meetings as needed, providing insights and implications of various scheduling considerations and decisions.
• Trends visit volume patterns and adjusts staffing levels accordingly.
• Present data, trends and recommendations to various levels of management throughout the organization to help support informed business decisions. Monitors turnover trends for future forecasting.
• Oversees the strategic development and updating of master rotation templates and execution of scheduling process within each region.
• Provides data, reports and participate in the annual budget preparation process and funder reports as required.
• Other duties as assigned.

Common Responsibilities:

• Promotes the goals and values of VON and their role as an integrated community care provider.
• Promotes a safe and healthy workplace ensuring workplace conduct and activities are in accordance with the provincial Occupational Health and Safety Act and Regulations and compliant with the VON Safety Management System, including all Policies, Safe Work Practices and Procedures.
• Abides by all VON policies and work practices.
• Abides by all confidentiality and protection of personal information policies, regulations and practices and ensures appropriate safeguards are in place within their role.
• Works in collaboration with other staff in a team approach to service delivery.

External and Internal Relationships:

• Collaborates effectively with the workforce management, site staffing administrator and site management team.
• Provides guidance to the Director, Home and Community Support/Manager and site leadership in all areas relating to Workforce Management and works closely with the Managers, CSA Processes.
• Facilitates discussions with relevant internal and external stakeholders to determine requirements of programs and projects.

Education, Designations and Experience:

• Post-Secondary education in a Business Program.
• 3 years previous experience in workforce oversight including a minimum of 1 year experience creating and maintaining rotations and/or schedules.
• Demonstrated experience in the health care system.
• Experience with a unionized environment is considered an asset.

Skill Requirements:

• Advanced Microsoft Excel skills.
• Capable with Business Intelligence applications.
• Knowledgeable of the WFM frame work and related tools such as Alayacare, Cognos, and WFM Excel Macros.
• Excellent communication skills.
• Strong attention to detail.

Other:

• A current and original copy of a satisfactory Criminal Records Check.
• A Vulnerable Sector Search and/or Child Abuse Registry Check may be required.
• Ability to speak French is an asset in French Designated areas

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.