Program Clerk

Please Note:
As per Article 16.11, Regular Float/Vacation Relief Position. Rotation will vary according to line being covered. Where appropriate, a float pool employee may be required to perform work at more than one work site of the Employer.

Why Fraser Health?:
We hire great people for outstanding jobs and need your help to expand the ability to deliver prompt and professional service. We are looking for a **Full Time Program Clerk** to provide support within our Workforce Optimization Staffing Services team at Peace Arch Hospital located in **White Rock, B.C.** Bring your expertise for staffing, scheduling, and timekeeping within various collective agreements, policies, procedures, and guidelines to a challenging and rewarding role

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. Our team of 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care.

Effective October 26th 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines). Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

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- Prepares and posts staff rotations and schedules for units by reviewing master rotations/flow sheets and transferring and extending information from master rotations; adjusts schedules to account for leaves of absences, vacancies, terminations and vacation and adjusts hours according to applicable collective agreements; identifies staff shortages and notifies units and/or Supervisor, Staffing Services.
- Makes arrangements for relief staffing by receiving notification from staff and/or Staffing Services, recording calls and making any necessary calculations such as staff/patient ratios to determine availability of existing staff according to established procedures; contacts relief staff and forwards information to the Program Manager and Staffing Supervisor; responds to inquiries related to staffing issues and refers complex problems to the Staffing Supervisor, as required for resolution.
- Allocates and calls in relief staff to fill vacancies resulting from unfilled positions such as shift changes, vacation, leaves of absence and sick leaves by utilizing a computerized staff scheduling system; processes requests in accordance with applicable collective agreements, prepares revised relief staff schedules and forwards to the Program Manager and Staffing Supervisor.
- Prepares vacation charts for the program(s) and performs related duties such as gathering information related to staff vacation time; processes requests such as vacation, leave of absence, termination. maternity and parental leave by preparing documentation, making necessary calculations and forwarding to Program Manager for approval in accordance with unit procedures; enters approved vacation time into the computerized staff scheduling system, notifies staff of approved vacation time and requests further information from employees when vacation time is denied; identifies vacation and statutory days that must be used by year-end and notifies staff and the Program Manager, as required.
- Maintains related records and documentation such as attendance records, paid leave forms and relief staff availability; assists the Program Manager and Business Support Assistant to complete forms ensuring position control tracking on documentation is correct, submits to the Program Manager for approval and forwards information to Human Resources, as required.
- Arranges meetings and appointments as directed by Staffing Manager by booking interviews, seminars, staff meetings and meeting rooms; contacts appropriate personnel as needed.
- Performs receptionist duties such as receiving visitors, answering/directing incoming calls for program staff, taking messages, answering routine inquiries and providing information of a general nature.
- Sets up and maintains filing system(s) for materials such as correspondence, personnel records, equipment and supply records by indexing binders, creating and labeling files and filing material.
- Maintains office supplies by monitoring levels according to pre-determined levels, completing purchase requisitions and forwarding to the Staffing Manager for approval.
- Provides staffing related information to departments by compiling statistics from a computerized staff scheduling system, submitting to Program Manager and Staffing Services