Scheduling Coordinator

**Scheduling Coordinator - Hilltop Manor**

peopleCare is a family owned, values-based organization that provides outstanding care and exceptional experiences for those who live and work in our long-term care and retirement homes. Our staff are engaged, enthusiastic and strive to exceed expectations. We are always looking to hire talented and caring new people, who want to make a difference and who embrace change with a positive attitude. Investing in staff wellness, recognition, education, and leadership development is a priority.

Named one of Canada’s Best Managed Companies for nine years in a row, peopleCare is also accredited with Exemplary Standing. These distinctions are thanks to our outstanding team of skilled and dedicated people working collaboratively with our partners to drive excellence in operations, care, and services. Our teams are committed to social impact and going Beyond Ourselves in our communities.

**Reports to**: Office Manager

**RESPONSIBILITIES**
- Generates, manages, and updates master schedules while making adjustments as needed according to budgetary constraints, census fluctuations, call-ins, and pre-planned leaves of absence.
- Reviews requests for paid time off (PTO), vacation, and other leave of absences.
- Fulfills staffing vacancies in advance to ensure adequate coverage for all shifts.
- Keeps attendance records and assists with the progressive disciplinary process, along with Human Resources if staff members accrue excessive absences and/or other attendance issues.
- Communicates with Clinical Leaders and the Nurse Staffing Manager regarding floor orientation scheduling for newly hired employees in the nursing department.
- Checks time clock punch records against master schedules and noting the appropriate changes.
- Manages the time records for payroll such as missing meal periods or forgetting to clock in/out.
- Utilizes computer software to prepare, change and update the master schedule.
- Responsible for completing thorough reference checks on all new hires and maintaining detailed employee files through the employee life cycle.
- Accountable for ensuring the onboarding process is completed and all required documentation associated with training, orientation, and hiring of new Nursing staff is accurate and completed by the nursing team department managers.
- Assigns online learning to employees and maintains and prepares reports for department managers to ensure legislative compliance for mandatory education requirements.
- Schedules and follows up on orientation progress for new employees in the Nursing department to ensure that 30, 60, 90-day reviews are completed through the probationary period.
- Accountable for processing Bi-weekly payroll responsibility for nursing department, reviewing, and managing payroll variance in conjunction with timecard exceptions to ensure every team member is paid accurately and timely and that variances are documented and reconciled.
- Coordinates performance review schedules for the home to ensure that all annual appraisals are completed as per the company guidelines and in connection with the Long-Term Care Act.
- Responsible under the direction of the Nursing Staffing Manager for reviewing, approving, and arranging coverage for time off requests in the Nursing department while managing and supporting the home staffing and care needs.
- Compliance with Health & Safety policies and procedures.
- Compliance with peopleCare policies and procedures.
- Other duties as assigned.

**EDUCATION AND EXPERIENCE**
- College/university diploma/degree in Health Administration or equivalent preferred.
- Working experience in a unionized environment.
- Experience in a Supervisory position, or one in which schedule preparation was a primary responsibility.
- Ideally, the Scheduling Coordinator possesses outstanding communication skills and solid interpersonal skills because they interact with managers, supervisors, nurses, etc.
- In support of the peopleCare Communities’ commitment to a healthy and safe workplace and community, our **COVID-19 Immunization Policy** requires all staff and volunteers to be fully vaccinated against COVID-19 (1st and 2nd dose) as a condition of employment* along with a police check and a negative TB test result.

**Job Types**: Full-time, Permanent

**Benefits**:

- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Wellness program

Schedule:

- 8 hour shift

Ability to commute/relocate:

- Cambridge, ON: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Scheduling: 1 year (preferred)
- supervisory: 1 year (preferred)