Scheduling Clerk - Oakville, Canada - Halton Healthcare Services

Halton Healthcare Services

Verified Company

Oakville, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Ref #:916195

Specific Department and Program:
Geri/Rehab Program

Location:
Oakville

Posted Date:
Mar 14, 2023

Posting #:

Non Union

Position:
Scheduling Clerk

Department:
Geriatrics/Rehabilitation (3N & 4N)

Status:
Temporary Full-time for approx. 6 Months

Site:
Oakville

Halton Healthcare's vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers.

We believe in exemplary PEOPLE experiences always

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with 'exemplary patient care, always' at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities.

As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

This is what you'll be doing:

Reporting to the Patient Care Manager (PCM) for OTMH CTC, Rehab, and Field Hospital, the scheduling clerk is responsible for nursing and unit clerk staffing and scheduling activities.

This includes preparing regular schedules and filling shift vacancies created by sick calls, vacation, and shift switch requests.

The scheduling clerk will use the scheduling software program to identify available staff and offer shifts according to applicable collective agreements, and ensure accurate and timely updates to the electronic schedule.

The PCM will review and approve regular schedules before posting and approve vacation and overtime requests.

The Scheduling Clerk works as part of a team with ongoing communication with the PCM, program staff, and NRT Staffing Office colleagues.

She/he will use courteous and efficient communication with staff to address requests and confirm shifts. Additionally, she/he will provide filing/clerical duties as necessary.

Customer Service

Greet all internal and external customers in person or by telephone utilizing excellent customer service skills
Act as the first point of contact for the staff, PCM and NRT Staffing Office

Staffing

Receive requests directly from program nursing and clerical staff or CRN/CN with imminent shift vacancies and advanced staffing needs
Replace staff in accordance with staffing and skill mix requirements and in compliance with Collective Agreements
Efficiently utilize staff and NRT resources to staff shift vacancies
Ensure the nursing and clerical staff are assigned for scheduled shifts
Notify CRN/CN when shift vacancies are filled or if unable to replace staff
Collaborate with PCM/delegate to problem solve hard to fill vacancies
Notify program PCM/delegate and/or NRT Staffing Office PCM/delegate of significant staffing problems as appropriate
Manage Vacation Schedules for staff; ensuring compliance with staffing needs, Collective Agreements, staff seniority levels, skill mix and guidelines for vacation scheduling.

E-schedule

Responsible for accurate data entry into the Eschedule program to record all updates in a timely manner (e.g. absence from work, assignment of shifts, etc.)
Utilize the Eschedule program to prioritize call out sequences according to Collective Agreements
Utilize API/Eschedule codes to document call out responses (e.g. message left, not available, will call back, etc.)
Ensure accurate attention to pay code details in Eschedule data entry (e.g. paid hours, shift premiums, etc.)
Print Eschedule schedules as per contingency plan protocols and in anticipation of relevant ICT downtimes.
Provide oversight of posted schedules, vacation calendars, etc.

Administrative

Support program PCM and PPC with filing/clerical duties as required
Maintain staffing statistics
Schedule new staff interviews
Attend committee or staff meetings as required

Exhibits the core values of

Halton Healthcare:
Compassion, Accountability, Respect

This is what you need to do it:

Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring, respectful, and fiscally responsible.

Education:

Ontario Community College Diploma (or equivalent)

Experience:

Demonstrated expert knowledge of Office Suite computer software program (e.g. Word, Excel, Outlook, PowerPoint)
Experience with a computerized scheduling program (API preferred)
Previous experience in staffing/scheduling an asset
Previous experience in a hospital setting an asset

Competencies: