Scheduler & Operations Coordinator

5 months ago

Regina, Canada Harbour Landing Village Full time

**1.** **Summary**

Harbour Landing Village and Village Home Care are dynamic and growing company service lines that specialize in delivering top-notch services and products to our valued residents and clients. We help maintain and encourage independence to increase the quality of life, with care and kindness. With our experienced multidisciplinary care team, we deliver a comprehensive and customized person-centered care to address our clients’ varying needs.

As the Scheduler & Operations Coordinator, this pivotal role will ensure seamless operations by managing staff schedules, client files and visits, service tracking, payroll, and product inventory, helping us maintain our commitment to excellence.

**2.** **Competencies**
- Client Focus
- Problem Solving
- Effective Communication
- Accountability and Dependability
- Energy & Stress Handling Skills
- Operating Office Equipment
- Team Player
- Ethics and Integrity
- Extremely Organized
- Attention to detail

**3.** **Responsibilities**:
As the Scheduler & Operations Coordinator, your responsibilities will include, but are not limited to:
**A.** **Scheduling - Staff and Service Management**
- Develop and maintain staff schedules, ensuring adequate coverage for daily operations.
- Coordinate shift changes, time-off requests, and any scheduling adjustments as needed.
- Monitor and address any scheduling conflicts or issues proactively.
- Maintains call-in list.
- Ensures employee availability lists are up to date.
- Coordinates staff training sessions, manages online course enrollment, and maintains comprehensive training progress records.
- Provide assistance and troubleshoot any inquiries or issues from staff regarding the online systems.
- Maintains client and staff statistics, reports and policy and procedure manuals.
- May require filling a companion shift as emergency backup.

**B.** **Administration of Payroll**
- Prepare and process payroll for all staff members, ensuring accuracy and compliance with company policies and regulations.
- Address payroll-related inquiries and issues in a timely manner.
- Identifies errors and makes corrections.
- Tracks vacation and sick time accrual.
- Verifies mileage and inputs travel logs related to external Village Home Care services.

**C.** **Client Management**
- Maintains client database for Village Home Care clients as well as residents of Harbour Landing Village (e.g., admission, discharge, profile information, contacts, billing information, deposit entries, subscriptions, monthly billing preparation, etc.).
- Schedule client appointments, meetings, and services in a timely and efficient manner in accordance with the care plan and client requests.
- Provide exceptional customer service to clients regarding appointment scheduling and inquiries.
- Contacts care providers and clients regarding day-to-day changes.
- Ensures field staff is accounted for at each visit.
- Compiles statistical reports on services provided.
- Assists with accounts receivable, including the preparation of invoicing and billing batches for services and products provided by the department.
- Ensure all operational documentation including policies and procedures is documented, organized, and up to date.
- Transcribing policies and procedures to an online platform for staff education and ease of access.
- Upload and organize contracts, client files, and prepare new client document packages.

**D.** **Product Inventory Control**:

- Ensure product billing information is accurate on client accounts.
- Manage inventory and accuracy of invoices from suppliers.
- Calculate margin to provide retail prices to staff and customers.
- Maintain accuracy of our records with supplier pricing updates as needed.

**E.** **General Office Duties**
- Books rooms, client appointments, transportation.
- May require attendance at tradeshows or outreach events.
- Performs other duties as assigned.

**4.** **Skills, Qualification, & Requirements**:

- Experience in Home Care is an asset.
- Intermediate computer skills.
- Interpersonal skills.
- Excellent organizational skills and attention to detail.
- Ability to work independently.
- Basic medical terminology, where required by the job.
- Excellent communication skills, both written and verbal.
- Maintain employee and family confidentiality.
- Maintains professional, supportive, and responsive interpersonal communication skills.
- Patience, flexibility, and the ability to deal with a variety of personalities.
- Strong teamwork skills across departments.
- Excellent time management and self-discipline.
- Maintain productivity under pressure and changing conditions.

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site childcare
- On-site parking
- Paid time off
- Vision care

Work Location: In person

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