Scheduler - Vancouver, Canada - The Care Group

Description

In collaboration with Care Managers maintains department schedules to cover day-to-day staffing, long range staffing and planned vacancies. Also coordinates shift coverage for unplanned short-term vacancies (i. e short calls; due to sick calls, vacations, LOA etc.). Following established facility Collective Agreement guidelines/procedures.
Responsible for shift calls including after hours and weekends.
Update all scheduling changes into ComVida (payroll system used by the company)
Prepare and post staff rotations and schedules
Processing time off requests, and update changes in CV
Import Time File from Advanced Tracker to ComVida
Reconcile swipes to scheduled shifts on a daily basis
Clearing of exceptions and adding extensions to shifts on a daily basis.
Audits daily line-up sheets to ensure that overtime worked has been approved by management.
Implement the Electronic scheduling call out feature (Twilio)
Enroll all new hires in the time clock.
Coordinate care staff line and break schedule
Initially develop staff lines/schedules, post and award lines (in consultation with management) to team members.
Work collaboratively with staffing designated, to identify and resolve day-to day staffing issues to meet staffing requirements. On designed days off, evenings and weekends may be required "on call basis" to assist with last minutes scheduling changes (i.e. sick calls), including but not limited to shift calls.
On a weekend assignment require to hold the scheduling phone and cover short calls.
Other duties as required.

Conducting Administrative tasks
Prepare employment contracts for unionized employees
Provide the applicable onboarding paperwork to all new hires
Tracking of Criminal Record Check and TB results.
Ensure all applicable documents are obtained for all new hires as per checklist.

Filling and actively follow up with employees for missing documents to ensure personnel files are in compliance with the Health Authority.

Create, maintain, and file all employee personal correspondence
Provide benefit/rrsp applications to eligible employees
Forward payroll queries to Payroll Administrator
Prepare change forms and send to Payroll Administrator for process.
Performs other related duties as assigned by Management.
Adhoc project as assigned.

Qualifications

1+ year of Scheduling and Administration and experience in ComVida payroll system(preferred) or recent related experience or an equivalent combination of educations, training and experience
Excellent time management skills
Must have a valid Canadian work permit
Solid understanding of the current Collective Agreement
Communication skills to relate to staff and outside contacts in a professional, courteous manner
Ability to plan and organize workload so that priorities developed are consistent with functional requirements
Demonstrated ability to work cooperatively with others
Demonstrated proficiency with MS Office, Word, Excel, Team, OneDrive and ability to learn new software quickly
Willingness to go above and beyond in order to meet deadlines
Ability to exercise tact and discretion in dealing with sensitive and confidential information
Ability to communicate effectively both verbally and in writing.

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