Scheduling Clerk

2 weeks ago


Oakville, Canada Halton Healthcare Services Full time

Ref #:916195

Specific Department and Program:Geri/Rehab Program

Location:Oakville

Posted Date:Mar 14, 2023

**Posting #**:2023-916195

**Non Union**

**Position**: Scheduling Clerk

**Department**: Geriatrics/Rehabilitation (3N & 4N)

**Status**: Temporary Full-time for approx. 6 Months

**Site**:Oakville

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcare takes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we are committed to being an innovative center of excellence in community hospital care.

**This is what you’ll be doing**:
Reporting to the Patient Care Manager (PCM) for OTMH CTC, Rehab, and Field Hospital, the scheduling clerk is responsible for nursing and unit clerk staffing and scheduling activities. This includes preparing regular schedules and filling shift vacancies created by sick calls, vacation, and shift switch requests. The scheduling clerk will use the scheduling software program to identify available staff and offer shifts according to applicable collective agreements, and ensure accurate and timely updates to the electronic schedule. The PCM will review and approve regular schedules before posting and approve vacation and overtime requests.

The Scheduling Clerk works as part of a team with ongoing communication with the PCM, program staff, and NRT Staffing Office colleagues. She/he will use courteous and efficient communication with staff to address requests and confirm shifts. Additionally, she/he will provide filing/clerical duties as necessary.

**Customer Service**
- Greet all internal and external customers in person or by telephone utilizing excellent customer service skills
- Act as the first point of contact for the staff, PCM and NRT Staffing Office

***Staffing**
- Receive requests directly from program nursing and clerical staff or CRN/CN with imminent shift vacancies and advanced staffing needs
- Replace staff in accordance with staffing and skill mix requirements and in compliance with Collective Agreements
- Efficiently utilize staff and NRT resources to staff shift vacancies
- Ensure the nursing and clerical staff are assigned for scheduled shifts
- Notify CRN/CN when shift vacancies are filled or if unable to replace staff
- Collaborate with PCM/delegate to problem solve hard to fill vacancies
- Notify program PCM/delegate and/or NRT Staffing Office PCM/delegate of significant staffing problems as appropriate
- Manage Vacation Schedules for staff; ensuring compliance with staffing needs, Collective Agreements, staff seniority levels, skill mix and guidelines for vacation scheduling.

***E-schedule**
- Responsible for accurate data entry into the E-schedule program to record all updates in a timely manner (e.g. absence from work, assignment of shifts, etc.)
- Utilize the E-schedule program to prioritize call out sequences according to Collective Agreements
- Utilize API/E-schedule codes to document call out responses (e.g. message left, not available, will call back, etc.)
- Ensure accurate attention to pay code details in E-schedule data entry (e.g. paid hours, shift premiums, etc.)
- Print E-schedule schedules as per contingency plan protocols and in anticipation of relevant ICT downtimes.
- Provide oversight of posted schedules, vacation calendars, etc.

***Administrative**
- Support program PCM and PPC with filing/clerical duties as required
- Maintain staffing statistics
- Schedule new staff interviews
- Attend committee or staff meetings as required

Exhibits the core values of Halton Healthcare: Compassion, Accountability, Respect

**This is what you need to do it**:
Halton Healthcare is seeking individuals who are competent in their chosen profession; patient/customer focused; team players; effective communicators; caring, respectful, and fiscally responsible.

**Education**:

- Ontario Community College Diploma (or equivalent)

**Experience**:

- Demonstrated expert knowledge of Office Suite computer software program (e.g. Word, Excel, Outlook, PowerPoint)
- Experience with a computerized scheduling program (API preferred)
- Previous experience in staffing/scheduling an asset
- Previous experience in a hospital setting an asset

**Competencies**:

- Understanding of and commitment to Halton Healthcare’s mission and values
-



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