Scheduling and Attendance Coordinator; bilingual Montfort

Scheduling and Attendance Coordinator (bilingual) – Montfort

Preferred Candidates are required to be proficient in both French and English.

Applications are invited for the Permanent Full-Time position of Scheduling and Attendance Coordinator at Extendicare Montfort, our 128 facility located in Ottawa, Ontario.

Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a LTC facility. This role will ensure all unfilled shifts are covered to ensure smooth operations and quality of resident care at the facility. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership.

• Actively assign employees work schedules and maintain staffing schedules for all departments at the home/facility using Workday Scheduling System.
• Manage all vacant schedules due to employee absences, including unplanned absences, vacation requests, LOAs and termination.
• Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach.
• Validates and reconciles scheduled hours worked by employees through daily reports.
• Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll.
• Assists with leave administration activities including completing forms, challenging claims, and liaising with WCB.
• Assist with new resident administration processes, such as entering residents into PCC, creating clinical charts, liaising with families and community.
• Order, receive, distribute, and store nursing supplies.
• Investigate Health and Safety incidents and administer incident reports.
• Conduct Joint Health and Safety meetings, record and post meeting minutes, and track corrective actions to closure.
• Provides administrative, coordination and communication support to Operations Manager and other LTC facility leadership as required.
• Act as a strategic resource and/or member of the bargaining committee representing the employer.
• Member of the labour management committee representing the employer.

• Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance.
• Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.
• Ability to work in a fast-paced environment with changing priorities, have exceptional time management skills and to perform well under pressure with tight deadlines.
• Demonstrates technical knowledge and experience working with Workday, Point Click Care  or cloud-based software preferred.
• Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization.
• Knowledge and experience with office and computer equipment.
• Demonstrates proficiency in Microsoft Office Suite (Word, Advanced Excel, Outlook, PowerPoint, Teams).
• Working knowledge of HR, payroll, scheduling; interpretation and application of collective agreement provisions.
• Strong data analytics with high attention to detail; critical thinker.
• Pro‑active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues.
• Knowledge of Occupational Health & Safety practices, principles, and legislation.

Les candidatures sont invitées pour le poste permanent à temps plein de coordonnateur(trice) des horaires et de l’assiduité à Extendicare Montfort, situé au 705, chemin Montréal, à Ottawa (Ontario).

Relevant du gestionnaire des opérations, le/la coordonnateur(trice) des horaires et de l’assiduité est responsable de la gestion des horaires de travail ainsi que du suivi du temps et de la présence de tous les employés planifiés au sein de l’établissement de soins de longue durée. Cette personne veille à ce que tous les quarts vacants soient comblés afin d’assurer le bon fonctionnement des…