Part Time

Job Description

Scheduling Assistant Coordinator

FJ Davey Home

Qualifications

• 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.

Technical Competencies

• Demonstrates technical knowledge and experience working with Workday, PointClickCare 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.
• Knowledge of Occupational Health & Safety practices, principles, and legislation.

Experience

• 1-2 years of experience in office / scheduling environment
• Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues.

Key Responsibilities

• 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.
• Acts as a strategic resource and / or member of the bargaining committee representing the employer.

Key Accountabilities Examples

Clerical : filing, typing, ordering office supplies, maintaining records, maintaining office equipment

Providing Customer Service / PR : answering telephone, monitoring resident security (including redirecting residents), diffusing conflict, responding to enquiries and concerns from staff, communicating with Extendicare and external stakeholders

Supervision : orienting and training new personnel, interpreting and implements established policies, standards, procedures, and regulations

Back Office Support : scheduling, interpreting and applying collective agreement provisions, responding to employees

Occupational Health and Safety Accountabilities

• Provide direction in accordance with applicable Occupational Health and Safety legislation and Company policy to : Workers
• Take every precaution reasonable in the circumstances for the protection of the worker.
• Carry out all assigned duties in compliance with applicable Occupational Health and Safety legislation and Company policy.
• Participate in all required occupational health and safety training.
• Report any known or identified health and safety hazards or violations to their supervisor.
• Refrain from any conduct that puts themselves, workers, contractors or others at risk.

Privacy Accountabilities

• Respect and preserve the privacy, confidentiality and security of health care and employee information at all times.
• Violations of this statement include, but are not limited to : · accessing confidential information that is not within the scope of the individuals duties
• Misusing, disclosing without proper authorization, or altering confidential information
• Disclosing to another person the unique username or password for accessing electronic confidential health care information
• Using another person’s username or password to access information
• Discussing confidential information in a public area
• Leaving confidential health care or employee information in public areas
• Disposing of confidential information inappropriately
• Extendicare’s Code of Business Conduct and Standards of Employee Conduct policies are to be adhered to by the employee groups they apply to at all times.

Resident / Family Safety Accountabilities

• In the interest of the safety of residents and family members, employees while on duty are accountable to carry out all duties assigned within the scope of their job in compliance with applicable legislation, standards and company policy.
• Refrain from any conduct that puts residents and family members at risk.
19 days ago