Scheduling Clerk

The Scheduler/Administration Clerk will provide support to Home in a variety of areas including but not limited to; creation and management of staffing schedules, updating time in the Home’s automated scheduler, preparing reports from scheduler, answering, and directing telephone calls, updating resident records, copying and delivering printed materials to Home areas, etc.

• Support management in the creation and maintenance of schedules for all unionized work teams, adjusting for daily updates to actual time entries in scheduling system and finalizing entries for biweekly payroll processing for all departments. This includes:
  • Post shifts to the scheduling software and call employees, as is necessary, filling shift gaps on posted schedules, exchanges, and short-notice absences.
  • Comply with overtime scheduling provisions of the collective agreement.
  • Update staffing deployment and absentee sheets/reports as required.
  • Process shift exchange forms for all departments.
  • Run monthly and ad hoc reports from scheduler as required by the management team.
  • Answer telephone calls, take messages, and direct calls to appropriate staff.
  • Work with management to create preceptorship/orientation plans for students and assist with tracking and reporting.
• Assist with onboarding and training days for new staff and act as back‑up to education co‑ordination activities and reporting from learning management system.
• Update or maintain bulletin boards in the home (staff or resident) as instructed by management and restock employee forms on all units.
• Perform mask fit testing and maintain records of those who require updates/retesting. Report to management status of testing monthly or as requested.
• Perform a wide variety of confidential administrative duties and tasks with maintaining confidentiality in accordance with all applicable privacy and protection legislation.

• High school diploma or equivalent experience;
  Certificate or diploma in business, office administration, or a related field is considered an asset.
• Experience in scheduling for hourly employees in accordance with Collective Agreement provisions and supporting leaders and unionized employees in a 24‑7 operation is highly desired.
• Experience with Healthcare oriented scheduling software programs is an asset.
• Ability to interpret and apply Collective Agreement provisions accurately and consistently.
• Strong problem‑solving skills with a focus on timely resolution.
• Demonstrated customer‑focused mindset with the ability to balance operational needs and a high volume of time‑sensitive work.
• Strong attention to detail with the ability to manage confidential and sensitive information.
• Strong organizational and time‑management skills in a deadline‑driven environment.
• Clear and professional written and verbal communication skills.
• Ability to collaborate effectively with operational leaders, HR, and employees.
• Must be willing to work the hours necessary to ensure the effective operation of the Home
  - PLEASE NOTE – the schedulers rotate weekend shifts, meaning this job will be required to work every second Sunday ( weekend shift) to ensure scheduling coverage in the Home.
• Must provide a complete and current Vulnerable Sector Check (including a Criminal Background Check).
• Must be willing to obtain any, and all, required immunizations as set out by legislation or regulations.