Scheduling & Ward Clerk (Pt Weekends)

6 months ago

Ottawa, Canada Extendicare Full time

**Job Description**:
Extendicare is a leading provider of care and services for seniors throughout Canada. Through our network of over 115 senior care and living centers as well as our home health care operations, we are committed to delivering care throughout the health care continuum to meet the needs of a growing seniors’ population in Canada. Our qualified and highly trained workforce of 23,700 team members are united by a dedication to quality care and by our vision of being the best provider of senior care and services in Canada

Applications are invited for the Part-Time position of Scheduling and Attendance Coordinator and Ward Clerk at Extendicare Medex our 193 bed Home located in Ottawa, Ontario. (15 hours biweekly - weekends and opportunity for vacation and absence coverage). Shifts range from 6 am - 4 pm.

Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a LTC facility. This role will ensure all unfilled shifts are covered to ensure smooth operations and quality of resident care at the facility. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership. The Ward Clerk provides assistance to the office and nursing staff.

RESPONSIBILITIES
- Actively assign employees work schedules and maintain staffing schedules for all departments at the home/facility using Workday Scheduling System.
- Manage all vacant schedules due to employee absences, including unplanned absences, vacation requests, LOAs and termination.
- Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach.
- Validates and reconciles scheduled hours worked by employees through daily reports. Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll.
- Assists with leave administration activities including completing forms, challenging claims, and liaising with WCB.
- Assist with new resident administration processes, such as entering residents into PCC, creating clinical charts, liaising with families and community.
- Order, receive, distribute, and store nursing supplies.
- Investigate Health and Safety incidents and administer incident reports.
- Conduct Joint Health and Safety meetings, record, and post meeting minutes, and track corrective actions to closure.
- Provides administrative, coordination and communication support to Operations Manager and other LTC facility leadership as required.
- Acts as a strategic resource and/or member of the bargaining committee representing the employer
- Member of the labour management committee representing the employer

QUALIFICATIONS
- Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance.
- Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset.
- Ability to work in a fast-paced environment with changing priorities, have exceptional time management skills and to perform well under pressure with tight deadlines.
- Demonstrates technical knowledge and experience working with Workday, PointClickCare or cloud-based software preferred.
- Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization.
- Knowledge and experience with office and computer equipment.
- Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
- Strong data analytics with high attention to detail; critical thinker.
- Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues.
- Knowledge of Occupational Health & Safety practices, principles, and legislation.
- organizing and maintaining patient charts, electronic and paper information filing system
- performing patient administration functions including scheduling and coordinating appointments meetings/events
- maintaining written and/or electronic calendar/schedules
- Maintain the inventory levels of office supplies, forms, equipment and supplies
- Participate in facility meetings as assigned. Attends in-service education programs.
- General administrative support to nursing department
- Provide reception duties.
- In _Ontario, Extendicare, ParaMed Home Health Care, and affiliated organizations including our partner homes in Extendicare Assist, accommodate the needs of job applicants throughout its recruitment and selection processes in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. Accommodation needs must be provided in advance. To discuss your needs, please contact the individual noted i

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