Scheduling Coordinator

3 weeks ago

London, Canada St. Joseph's Hospice of London Full time

**Temporary Contract ending March 1st, 2024**

**37.5 hours/week (5 days)**
- St. Joseph’s Hospice is a charitable organization providing compassionate care and companionship to palliative clients, their caregivers and the bereaved recognizing their unique needs.**Role Overview**

St. Joseph’s Hospice is a charitable, faith-based organization that offers compassionate holistic care and support to people living with a palliative illness. Support is extended to their family members and caregivers and to those grieving the loss of a loved one (Client*). Hospice programs and services are offered at no cost and are available irrespective of age, gender, religion, race, ethnicity or economic status.

Whether in the community, our wellness centre or our 10-suite residence, St. Joseph’s Hospice provides specialized programs and services with a person-centred approach. Individuals and families are intimately involved in creating their own plan of care which best addresses their unique needs. Our competent and committed Hospice staff and volunteers work together as a team, with other community partners and service providers, to provide full support and quality hospice palliative care.

Reporting to both the Director of Resident Care and Coordinator of Volunteer Services, the Scheduling Coordinator schedules volunteers, direct care and housekeeping staff. In this role, the incumbent will be responsible for administrative tasks including payroll accuracy, full shift coverage of staff and volunteers to reach resident and client needs.

Additionally, this individual advises on recruitment requirements to maintain a full complement of compassionate, competent and conscientious staff and volunteers and ensures compliance to Hospice Human Resource policies.

Please note: This position is on-site will be required in the office five (5) days per week.

**Key accountabilities include but are not limited to**:
Volunteer Services Support
- Schedule all in-house volunteers and advise on volunteer recruitment needs
- Track volunteer service delivery hours
- Support volunteer recognition and training
- Respond to Volunteer Service-related inquiries
- Maintain volunteer management electronic records to ensure compliance with Hospice Standards
- Maintain role-specific Hospice orientation manuals in various Hospice roles, including Visiting Volunteers, Direct Support, Gardening, Concierge, Reception and Kitchen
- Maintain and distribute all volunteer print materials related to instructions, policies, and contact information
- Create volunteer-related content for SurveyMonkey, Squarespace and Social Media

Hospice Residence Support

Staff Scheduling
- Schedule 24/7 coverage of direct care staff and housekeeping staff
- Organize orientation training for all new hires
- Maintain ADP software system to ensure payroll accuracy and assist with payroll as needed
- Daily reporting to Director of Resident Care on status of all schedule changes and updates
- Familiar with Ontario’s _Employment Standards Act_, with ability to monitor staff’s accrued pay/leave balances and meet all related Hospice policies and protocols
- Respond to Human Resource and Finance related inquiries
- Generate staffing and schedule reports upon request

Administrative Tasks
- Maintain resident charts (including thinning, scanning, uploading, and filing)
- Replenish and update charting documents, nursing forms, program calendars and kitchen documents

General Responsibilities
- Greet and assist visitors and residents with any requests
- Provide tours of facility when necessary
- Assist with Hospice Admissions and participate in weekday communication with Home Community Care Support Services when needed
- Assist with other duties as assigned

**Qualifications**

To perform this role successfully, an individual must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skills, and /or abilities required.
- Minimum of 2-3 years’ customer service and scheduling experience in a healthcare environment or setting
- Post-secondary education degree or diploma in Office Administration or equivalent
- Excellent verbal and written communication and interpersonal skills
- Demonstrated time management skills, and ability to work in a busy environment with multiple priorities
- Experience in customer service, with an ability to meet and exceed client and visitor expectations
- Capacity to adjust to short-term change to deal with unexpected problems or tasks as required
- Ability to prioritize, think critically and exercise judgment while working with mínimal supervision in a safe, neat, and clean environment
- Understanding of volunteer recruitment, training, orientation, and appreciation
- Experience with data entry, creating reports; attention to detail and accuracy is essential
- Ability to work in a team environment and collaborate with a variety of staff and volunteers in a positive manner; embodies a w

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