Scheduling Clerk

2 weeks ago

Ottawa, Canada The Royal Ottawa Mental Health Centre Full time

**Position Information**

**Posting Number**:

- ROM24-244E**Title**:

- Scheduling Clerk (RPT 0.3 FTE)**Position Status**:

- Regular Part-time**FTE**:

- 0.3**Job Schedule**:

- Days/Evenings/Weekends**Department**:

- Scheduling**Union**:

- CUPE Local 942**Site**:

- Royal Ottawa Mental Health Centre**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

**Objectives**:

- Collaborates with the Program Managers to ensure adequate and appropriate staffing of the hospital is maintained throughout the designated programs.
- Maintains and enters data into the ESP staffing system under the direction of the Supervisor, Central Scheduling Office.
- Utilizes technical support from IT and Kronos (ESP Scheduling system) as appropriate.
- Ensures all staff hours are supplied to the payroll department either electronically via the payroll generating component of ESP or via manual Empath pay cards if necessary.
- Provides a written report at the end of each shift of the relevant information for the oncoming Scheduling Clerk, the Program Manager, as well as a verbal report to the Program Managers when they are on duty.
- Gives a verbal update on relevant staffing issues to the Program Manager on request and apprises the relevant Program Manager of any urgent and/or pertinent staffing issues i.e. late book offs, shortage of staff for a shift, overtime of nurses and orderlies, etc.
- Keeps Supervisor, Central Scheduling Office apprised when casual employees are not submitting availability as per protocol.
- Provides requested reports, schedules and rotations which can be generated by the ESP system.
- Maintains confidentiality (Non-disclosure of staff names, addresses or phone numbers to other staff members and /or general public)
- Ensures all requests for information, which may have been generated or retained in the scheduling office, are directed to the Program Manager for nursing.
- Provides customer service related to scheduling and timecards.
- Enhances the quality, organization, delivery and outcomes of assigned units through staffing related functions.

**Key Duties**:
**Scheduling support & coverage**
- Schedules in accordance to and following all the collective agreement guidelines.
- Assures unit coverage by calling in staff as necessary for short and long term replacement for vacation, stats, illness, leave of absence, education, etc as requested by Program Managers and/or Directors.
- Advises Program Manager on relief availability and quotas if requests exceeds guidelines on replacement or availability of relief staff
- Books agency staff through external agencies following depletion of internal staff availability & informing the Program Manager.
- Processes staffing requests from Program Manager for leaves and Master schedule changes.
- Monitors, updates and maintains availability for employees and all units.
- Track vacancies and follow up with Program Managers biweekly for any changes, movements, terminations, new hires, etc.
- Under direction of Supervisor, Central Scheduling Office create temporary assignments as requested.
- Identifies staffing replacement problems as they arise and informs Program Managers and Supervisor, Central Scheduling Office.
- Communicates with OHSS and the Program Manager concerning employees on modified work or accommodated employees and ensure proper coding for payroll.
- Maintains clear and timely communication with co-workers, Manager, unit staff and Program Managers
- Produces bi-weekly schedules for all units.
- Meets with Program Managers to discuss their needs/assignments/lines, etc.

**Payroll Development**
- Enters and changes shift codes in the system to reflect any changes in daily activities which affects payroll.
- Ensures overtime worked, in charge premiums and responsibility pay is recorded.
- Informs Program Managers and employees of discrepancies in pay information for clarifications prior to time card entry and does appropriate corrections.
- Ensures entries to timecards prior to time card generation and submission to payroll.
- Maintains and creates manual pay cards for staff not in the computerized staff scheduling system (ie. new staff, fix pay errors)
- Informs the Program Manager, when an employee seeks information re concerns with coding, balances and errors etc. If the Accounting department and/or HR must be involved involve the Supervisor, Central Scheduling Office as well as the Program Manager
- Develops a process for maintaining Nursing Employment Agency invoices under the direction of the Supervisor, Central Scheduling Office. Verif

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