Scheduling Coordinator

6 months ago

Mississauga, Canada Partners Community Health Full time

Partners Community Health (PCH) is a new not-for-profit organization, focused on bringing healthcare services together around the needs of people living in Mississauga and West Toronto. PCH currently operates two new state-of the-art LTC homes and community hub in West Mississauga. The new homes have a combined 632-beds and be part of PCH’s larger strategy that introduce innovative and inclusive programs and services and new models of care delivery. PCH is committed to building partnerships and connections that put people first, as well as a learning and leading healthcare community that provides best in class service across the aging continuum.

**Position Summary**:
Reporting to the Manager, Office Administration, and working collaboratively with other leaders, the Scheduling Coordinator is responsible for scheduling of Wellbrook Place LTC positions. The Scheduling Coordinator ensures all scheduling practices are followed and supports daily time and attendance is verified and accurate. The Scheduling Coordinator works collaboratively with the Manager to ensure accurate payroll and hours of work are processed.

**Key Responsibilities**:

- Ensures all team member schedules are completed for all departments by facilitating availability process, creating master schedules, collaborate with managers on time off requests, schedule team members returning from leaves of absence, utilizes call-in process to find replacements for sick/emergency call-ins etc
- Verifies schedules and assigning shifts on a daily basis by managing calls from team members, recording reasons for no shows or decline of shifts, liaising with management on areas of concern
- Reviewing requests for paid time off (PTO), vacation, and other leave of absences; determines if staffing levels can support approvals and make recommendations to department managers
- Ensures all vacancies are filled and vacant positions are posted for recruitment, keeping managers informed vacant position status
- Communicates with managers to schedule orientation for new team members, and ensuring all onboarding documentation is complete before scheduling the team member
- Completes daily verification that scheduled team members clocked in/out and that time sheets are accurate to scheduled shifts
- Seeks approvals for overtime and other schedule changes from department manager
- Ensures all exceptions to time sheets are explained to the manager and that information regarding time sheets can be explained to the team member
- Provides orientation to new team members on the clock in/out process and how to interpret their schedules
- Provides explanation and support on master schedules to department managers and team members
- Conducts oneself in a professional and courteous manner at all times
- Ensures all conflicts in scheduling are discusses with the department manager and team member, and that mutual respect is maintained
- Ensures all communication regarding scheduling is prepared professionally
- Maintains good relationships with all HMLTC team members and managers
- Supports receptionist and Business Manager with other clerical tasks as needed to maintain operational effectiveness
- Other duties as assigned.

**Qualifications**:

- College/university diploma/degree in Health Administration or equivalent
- Post-secondary education in Office Administration preferred
- 2 years Scheduling, Payroll or office administration experience
- LTC or healthcare experience preferred
- MS Office (Outlook, Word, Excel, PowerPoint, MS Teams/Zoom, EHR/PCC, etc.)
- Knowledge of HRMS programs and electronic time sheets/schedules
- Ability to understand scheduling language
- Demonstrated leadership and communication skills
- Enhanced knowledge of LTCHA, Ont Reg 79/10, & Collective Agreements
- Proficiency in a second language is considered an asset
- Demonstrated leadership and communication skills
- Possession of strong motivational, team building and time management skills

Applicants must be eligible to work in Canada. We would like to thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.

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