Scheduler, Administrative​/Clerical

Who We Are
For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship.

As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement
The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

Sunset Lodge in Victoria, BC, is a 108-bed long-term care home operated by the Salvation Army. Located along the beautiful Gorge Waterway, our home features park-like grounds and therapeutic gardens where residents and their guests can enjoy peaceful surroundings and views of the water throughout the year.

Sunset Lodge is committed to ensuring every resident feels known, valued, and cared for, while providing person-centered care in a home guided by Christ and rooted in love. Sunset Lodge is a place where you can build relationships, grow, and be part of something that matters.

POSITION PURPOSE

SUMMARY:

Responsibilities of the position include receiving visitors, answering telephones, scheduling and time and attendance for all departments, Staffing coordination, emergency staffing, timekeeping system management, shift adjustment and approvals and providing clerical support to facility personnel.

KEY ACCOUNTABILITIES:

Staffing Coordination

Collaboration:

Work with Managers to ensure adequate staffing levels.

Continuous Operation:  Support scheduling to avoid service disruptions.

Schedule Updates

Workday Management:  Input and update schedules in scheduling systems.

Verification:  Ensure accuracy of schedule data.

Shift Changes and Attendance

Shift Logs:  Maintain a detailed log of shift changes.

Attendance Records:  Track and update attendance data.

Emergency Staffing

Immediate Response:  Contact Managers or RNs for urgent staffing needs.

Contingency Planning:  Develop plans for unexpected staffing shortages.

Training Records

Log Maintenance:  Track in-service training participation for employees.

Timekeeping System Management

Record Maintenance:  Input accurate attendance data into the system (Responsible for Care Aide).

Data Integrity:  Regularly audit records for consistency (Responsible for Care Aide).

Attendance Tracking and Reporting

Leave Management:  Monitor vacation, sick days, and other leave types (Responsible for Care Aide).

Trend Analysis:  Prepare reports on attendance patterns (Responsible for Care Aide).

Shift Adjustments and Approvals

Schedule Changes:  Update schedules to reflect approved adjustments (Responsible for Care Aide).

Overtime Management:  Log and track overtime hours.

Shift Exchange Management:  Log and track shift exchange hours.

Policy Compliance

Monitoring:  Ensure all records comply with agreements and policies.

Reporting:  Alert management to attendance irregularities.

Employee Communication

Discrepancy Notifications:  Communicate errors and corrections to employees.

Guidance:  Educate employees on attendance rules.

Additional Responsibilities

General Contribution:  Perform other related duties as required, enhancing the overall efficiency and professionalism of the office.

Health & Safety:
The incumbent’s work environment is typically located at care facilities. The incumbent will work under the following disagreeable conditions:

Dealing with crisis…