Portfolio Scheduling Clerk

Job Responsibility: Portfolio Scheduling Clerk PHSA Corporate Vancouver, BC In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA's Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Team Leader, Scheduling & Timekeeping Services, the Portfolio Clerk-Scheduling is responsible for performing scheduling & timekeeping duties for a portfolio including preparing and adjusting staff rotations and allocating and calling in relief staff using an electronic system to fill vacancies, leaves of absence and sick leaves in accordance with applicable collective agreement, receiving and processing vacation and other staff requests from staff, and responding to written and verbal enquiries from staff regarding vacation accumulations and related requests. What you'll do

• Prepares and posts staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available.
• Makes arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, making any necessary calculations, such as patient-staff ratios, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answers inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required.
• Allocates and calls in staff to fill long and short term vacancies resulting from unfilled positions, vacations, leaves of absence and sick leaves in accordance with applicable collective agreements, utilizing a computerized staff scheduling & timekeeping system, to ensure adequate staff coverage. Notifies the Operations Manager of vacancies not filled and/or any difficulties, and posts designated hours according to departmental procedures.
• Receives and processes requests such as vacation by preparing appropriate documentation, verifying seniority and vacation entitlements against established documents, completing vacation schedule and forwarding to Operations Manager for approval. Receives and processes requests for leave of absence and/or terminations, makes necessary calculations, completes documentation according to established timeframes and departmental procedures and forwards to applicable Operations Manager for approval; sends information to Employee Engagement as applicable.
• Liaises with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes.
• Assists Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled.
• Maintains related records and documentation such as attendance records, leave requests, and relief staff availability.
• Maintains equipment and stationary needs by performing duties such as replacing toner cartridge and film, arranging for repair when required, ordering supplies, completing various requisitions, obtaining authorizing signature as required, and forwarding requisitions to internal department.
• Types a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets.
• Provides receptionist functions by performing duties such as greeting staff and volunteers, answering telephones, taking and/or relaying messages, and responding to general enquiries related to vacation accumulation and pay policies in accordance with established policies and procedures.
• Provides scheduling & timekeeping related information to departments by performing duties such as compiling statistics from a computerized staff scheduling & timekeeping system, submitting to Operations Manager for review, and forwarding to appropriate department as requested.
• Performs other related duties as assigned.

What you bring Qualifications

• Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.
• Ability to communicate effectively both verbally and in writing.
• Ability to deal with others effectively.
• Ability to organize work.
• Ability to operate related equipment.
• Physical ability to carry out the duties of the position

Skills & Knowledge

• Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
• As a strong asset for consideration, we are looking for our successful candidate to have: Knowledge of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (The Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

What we bring Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That's why we're focused on your care too - offering health, wellness, development programs to support you - at work and at home.

• Join one of BC's largest employers with province-wide programs, services and operations - offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
• Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San'yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
• Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
• Annual statutory holidays (13) with generous vacation entitlement and accruement.
• PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Temporary, Full-Time - Until return of incumbent Wage: $30.54 / Hour Location: 1867 W Broadway, Vancouver, BC V6J 1Y5 Closing date: Applications accepted until position is filled Hours of Work: 0700-1500 (Monday to Friday) Requisition # 170622E What we do The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people - Be compassionate - Dare to innovate - Cultivate partnerships - Serve with purpose. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services PHSA is committed to equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently marginalized groups identified under the B.C. Human Rights Code. One of PHSA's North Star priorities is to eradicate Indigenous-specific racism, which includes dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya'kula Team (Indigenous Recruitment & Employee Experience) for support at View email address on ca.edajobs.com. Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and marginalization faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and self-determination of Indigenous communities. PHSA must uphold legislative obligations and provincial commitments found in the foundational documents such as including Truth & Reconciliation Commission's Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study. ATTN: PHSA Employees: To be considered as a PHSA employee (internal applicant) for this position, you must apply online via your internal profile at Please note the internal job posting will no longer be accessible after the expiry date of August 15, 2024. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position. Please do not apply for the external job posting. If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the Internal Jobs Help Desk at View phone number on ca.edajobs.com or View phone number on ca.edajobs.com. Please note regular business hours are Monday - Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at View email address on ca.edajobs.com and a Help Desk Representative will contact you the next business day.