Health and Wellness Scheduling Coordinator

7 months ago

Nanaimo, Canada Origin at Longwood Full time

Position: Health and Wellness Scheduling Coordinator

Department: Origin at Home and Health

Reports to: Sales and Marketing Manager and Director of Care

SUMMARY
Our Scheduling Coordinator will embrace Origin at Longwood policies, procedures, and philosophies. Reporting to the Sales and Marketing Manager, and the Director of Care the scheduling coordinator works alongside the Sales Coordinator and Health Team to schedule and coordinate the Origin Wellness Companions and the Origin Health Team. The Scheduling Coordinator position is vital to smooth operations by managing schedules, assisting with recruitment efforts, coordinates onboarding processes, and handles administrative tasks such as verifying mileage claims, time records, and completing invoices for Origin at Home.

DUTIES AND RESPONSIBILITIES
- **Schedule Management**:

- Develop and maintain comprehensive schedules for the Origin Wellness Companions and the Origin Health Team.
- Formulates schedules in compliance with the Employment Standards Act of BC and Origin Way Policies.
- Coordinate appointments, meetings, and events for clients and staff.
- Regularly update schedules to accommodate changes in availability, staffing, or client needs.
- Anticipate scheduling conflicts and proactively resolve them to minimize disruptions.
- **Recruitment Assistance**:

- Support the onboarding process by preparing materials, scheduling training sessions, and coordinate orientation for new hires.
- **Administrative Support**:

- Verify mileage expense claims monthly and time records prior to payroll processing, ensuring accuracy and compliance with policies.
- Complete invoices for Origin at Home Wellness Services, accurately documenting services provided and ensuring timely submission.
- Maintain accurate records of appointments, schedules, and resource allocations.
- Generate reports on schedule performance, resource utilization, and other relevant metrics as required.
- **Process Improvement**:

- Identify opportunities to streamline scheduling processes and improve efficiency.
- Implement best practices and standard operating procedures to enhance schedule coordination and administrative tasks.
- Gather feedback from stakeholders and incorporate suggestions for continuous improvement.
- **Other Duties**:

- Other duties related to scheduling and hiring.

JOB QUALIFICATIONS & SKILLS

Any combination of education and experience providing the required skill and knowledge for successful performance would qualify. Typical qualifications would be equivalent to:

- Proven experience in schedule coordination, preferably in a healthcare or wellness setting.
- Experience with recruitment processes and administrative tasks such as payroll and invoicing.
- Excellent organizational skills and attention to detail.
- Strong communication and interpersonal abilities.
- Proficiency in scheduling software and Microsoft Office suite.
- Ability to work effectively under pressure and meet tight deadlines.
- Flexibility to adapt to changing priorities and work schedules.
- Understanding of healthcare regulations, confidentiality requirements and the Employment Standards Act of BC as it pertains to scheduling.

PHYSICAL REQUIREMENTS

Ability to meet the physical requirements including:

- Lifting to a maximum of 50 lbs.
- Bending, crouching, kneeling, reaching, and standing or walking for extended periods.

Pay: $27.10 per hour

Expected hours: 35 per week

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- RRSP match
- Store discount
- Vision care

Schedule:

- Day shift
- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

**Experience**:

- Scheduling: 1 year (required)

Work Location: In person

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