Clerk/scheduler

Hawthorne Seniors Care Community is not just a workplace; it's a place where you can make a real difference in the lives of each other and our residents. Run by the Port Coquitlam Senior Citizen's Housing Society, this is a nonprofit organization founded in 1958. Operating under Fraser Health we currently provide spaces for individuals requiring adult day programs, assisted living, and complex care. Our commitment to excellence, compassion, and innovation sets us apart as a leader in healthcare. We are proud to be a part of a community that values health and well-being. Hawthorne is place where people want to live and work.

**Position Overview**

In keeping with the philosophy, objectives, policies and procedures of Hawthorne Seniors Care Community, this role provides assistance and support to members of the Leadership Team, other staff members, residents and tenants to meet financial and legal obligations and to ensure appropriate staffing to achieve desired resident and tenant quality of life outcomes.  

**Summary of Role**

Reporting directly to the Director of Care, the Clerk/Scheduler provides clerical and scheduling assistance to complex care, residential services, and cottages programs.

**Duties and Responsibilities**

Clerk Duties
- Sets up charts for Admissions
- Thinning charts/resident files for long term storage
- Maintains and updates variety of lists and databases
- Receives and distributes mail. Signs for deliveries as required
- Answers general inquiries from residents and family members
- Directs visitors to the appropriate person and/or area
- Orders office supplies required by the admin staff and staff in the Lodge and Cottages following established procedures
- Orders supplies including those for renal dialysis; organizes the supply and med rooms in the Lodge
- Labels and photographs equipment. Enters equipment into the inventory management system.

Scheduling Duties
- Calls in relief staff to fill known vacancies resulting from unfilled positions, vacations, leave of absence and know sick leaves in accordance with baseline staffing requirements and applicable collective agreements
- In accordance with established procedures, staffing algorithms, and baseline staffing requirements, fills short term staffing needs such as sudden vacancies due to illness, special leave, added care, workload, etc.
- Receives leave requests such as vacation and leaves of absence and prepares relevant information, such as seniority, vacation accruals, availability of relief staff, and submits to the appropriate Director or delegate for approval
- Maintains timekeeping records for staff; enters scheduling data into automated timekeeping program; manages computerized scheduling system; answers employee inquiries about scheduled hour of work and makes necessary changes
- Maintains accuracy of computerized scheduling system in real time, communicates scheduling information as required.
- Maintains list of Occupational First Aid Attendant (OFA) and prepares a weekly schedule for the facility.
- Maintains records on staff attendance, updates Comvida, reports significant variances or no-shows with program leader.
- All other related duties

**Education, Training and Experience**

Grade 12

Three years recent related experience - or
- An equivalent combination of education training and experience

**Skills and Abilities**

Ability to deal with others tactfully and effectively

Ability to communicate effectively both verbally and in writing

Physically able to carry out duties required

Ability to work in a fast-paced environment, prioritize competing needs, and multi task

Keyboarding at a minimum of 60 wpm

Strong prioritization and teamwork skills

Willingness to support and embrace a culture of change and continuous improvement.

Basic Computer Literacy including:

- Proficiency in using Comvida, Windows, Outlook, and other M365 communications tools.
- Proficiency in MS Excel and MS Word.
- Competency in file management, including creating, saving, and organizing files.
- Understanding of basic cybersecurity practices to protect data and systems from potential threats.
- Proficiency in facility specific payroll/scheduling computer program and inventory management systems

Pay: From $29.40 per hour

**Benefits**:

- Dental care
- Extended health care
- On-site parking

Flexible language requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Evening shift
- Monday to Friday
- Night shift
- Weekends as needed

Work Location: In person