Scheduling Administrator

5 months ago

Dartmouth, Canada Health Services NB Full time

Position Type:
Permanent

Closing date:
Emergency Medical Care Inc. (EMC) is a wholly owned subsidiary of Medavie Health Services (MHS) that manages and operates ground ambulance, air medical transport and the medical communications operations in Nova Scotia through a performance-based contract with the provincial government's Emergency Health Services (EHS) Operations division and the Department of Health and Wellness. As well, EMC operates TeleHealth/811 medical communications for Nova Scotia and Prince Edward Island for the Department of Health.

We access all communities in Nova Scotia in a timely and efficient manner with our fleet of more than 180 ambulances and support vehicles operating out of 60+ stations. We respond to 165,000+ calls annually across the province, which are actively managed through the EHS Operations Medical Communications Centre, the hub of all emergency (911) and non-emergency (hospital transfers) medical calls.

The EHS Operations LifeFlight program provides even greater accessibility by responding to patients on scene or through inter-facility transports by our critical care team via helicopter, fixed wing, or ground ambulance.

In addition, paramedics in Nova Scotia participate in various programs both urban and rural such as community-based paramedic programs, collaborative emergency centres, and emergency preparedness and special operations, to name a few.

Reporting to the Scheduling Team Lead, the Scheduling Administrator will provide fundamental support to key elements of the regional system. As a member of the Payroll/Scheduling team, the primary role will be to support the frontline Supervisors and their teams; being accountable for essential operational tasks. The incumbent collaborates with Supervisors, other Provincial departments such as: Payroll and Human Resources to accomplish EMC’s operational requirements, as well as liaises with all employees in the Region as well as other internal stakeholders.

Duties and Responsibilities:

- The position entails, but is not limited to the following:_

Clinical
- Responsible to enter all in-service scheduling for the region in the scheduling software.

Operations:

- Responsible for the coordination of paramedic schedules for the region including the effective utilization of casual staff.
- Works with Regional Support Supervisors managing short term scheduling such as sick days, short notice special events, banked time etc.
- Coordinates schedules in relation to long-term LOA’s such as vacation, STD, LTD, special events etc.
- The Scheduling Administrator ensures that all new and revised scheduling information is consistently distributed to all bases as well as to the Supervisors.
- Data enters all ride-along, student practicum, medical students or other similar requests.

Human Resources:

- Organizes and completes regional payroll summaries.
- Maintain up to date payroll files for the region.
- Supports the Supervisors through data collection, correspondence, creating reports and conducts research where appropriate.
- Assists the Regional Supervisor with inquiries and research related to human resource matters including union grievances and staff performance matters.
- Follows procedure and policy for all employee injury and illness - i.e. form requirements (WCB, STD & LTD).

External:

- The Scheduling Administrator receives all requests for special and public relations events.
- Through the approval of the Regional Manager and local Supervisor, coordinates arrangements to staff for special events.

QUALIFICATIONS AND REQUIREMENTS:

- Education / Experience:_
- Three to five years related experience in office administration/management including scheduling, and payroll functions or a combination of relevant education and experience.
- Experience in a health-care organization is an asset
- Superior diplomacy in professionalism and confidentiality
- Excellent communication and interpersonal skills
- Self starter that can work independently, but also be a strong team player
- Ability to solve problems, meet strict deadlines and multi-task
- Proficient in Microsoft Word, Excel and Outlook
- Kronos Telestaff software considered an asset
- Experience working in a unionized environment
- Knowledge & Skills:_
- Able to exercise independent judgment and problem solve with discretion.
- Solid office management experience with formal business training is an asset.
- The Scheduling Administrator has outstanding ability to plan, organize, coordinate, and implement special projects and events.
- Ability to work as a team player who leads by example and practices time management.
- Physical Requirements:_

The employee will spend various periods of sitting, standing, walking, crouching, lifting, and / or carrying light objects. They are required to maintain in one position for long periods of time such as sitting at a desk. Employee will be reading data and inputting of data, compiling reports, operating a word processor, computer, c

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