Job Overview

Our client is looking for a Workforce Management Specialist reporting to the Staffing Services Manager. The purpose of this role is to ensure sessions have the right staff on, at the right time, every day. Your goal is to generate accurate rosters that meet the staffing needs of the service while balancing requests and expectations of our program staff.

This will be achieved through interpreting daily reports and studying innovative spreadsheets to identify action items that ensure the quality and compliance of our programs stay superb, including daily review of roster requirements by interpreting live/current data (Term-Time and VAC) and liaising with Directors to maintain roster accuracy and provide staffing support.

Schedule

• Monday - Friday, 9:00 AM - 5:00 PM Victoria time, with 30 minutes paid break (40 work hours per week)

Responsibilities

• Manage end-to-end Vacation Care (VAC) rosters for a region, ensuring staffing levels meet ratio, compliance, and operational requirements.
• Draft, publish, and regularly review rosters to identify and address overstaffing, understaffing, and potential staffing gaps.
• Manage last-minute shift vacancies and cancellations, using the internal staffing pool first and coordinating with partner agencies when necessary.
• Liaise with Directors, VAC Coordinators, HR, Recruitment, and Area Managers to provide staffing support, resolve rostering issues, and maintain roster accuracy.
• Monitor and respond to staff queries regarding availability, shift cancellations, and rostering, while handling staffing concerns with empathy and professionalism.
• Create and maintain roster templates, availability surveys, and staffing reports, including daily, weekly, and fortnightly reports on staffing needs, risks, and compliance.
• Monitor employee certification and staffing compliance and ensure appropriate staffing is available across programs.
• Support the training and onboarding of staff and managers on the rostering platform and staffing processes.
• Support VAC Operations with staff performance concerns and provide timely, appropriate feedback when required.
• Manage labor spending in line with staffing ratio metrics and minimize preventable agency utilization.
• Ensure VAC rosters are published at least 4 weeks before the school holiday period.

Requirements

• 2+ years of experience in Workforce Management (WFM) or Workforce Planning.
• Previous experience as a Resource Team Leader, including handling WFM Analysts and Schedulers.
• Experience managing large-scale workforce schedules across multiple sites.
• Strong Excel skills, including standard to complex formulas and spreadsheet reporting.
• Excellent verbal and written communication skills, with the ability to balance employee needs with business requirements.
• Strong organizational, analytical, and prioritization skills, with a process-oriented and continuous-improvement mindset.
• Ability to identify staffing risks, prioritize actions based on urgency, impact, and value, and work effectively with multiple stakeholders.

Core Values

• Fun: Bring energy and celebrate success.
• Genuine: Build trust and act with integrity.
• General: Deliver on commitments.
• Remarkable: Strive for excellence and create positive experiences.
• Involved: Collaborate and support the wider team.
• Innovative: Look for better and more efficient ways of working.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.