Scheduler and HR Administrative Assistant (Casual)

Job Responsibility:

Cheshire Homes Society of BC is looking for a Casual Scheduler and HR Administrative Assistant to provide coverage for vacation leave and sick calls.

Our Mission - To support persons with disabilities to achieve their optimal level of independence and enhance their quality of life through innovative services, education and community integration.

Our Vision - Cheshire Homes Society of British Columbia will be a recognized leader and dependable brand in delivering best practices and achieving successful outcomes for individuals with disabilities, throughout the province.

Our Values - Cheshire Homes Society of British Columbia values the clients that they serve, staff, volunteers and stakeholders through relationships that are of quality, meaning and purpose, promoting ability out of disability. Our values are represented under four key words whereby we recognize that each individual has the right to Acceptance, Empowerment , Independence and Opportunity .

The Cheshire Homes Society of British Columbia is a charitable, not-for-profit society, incorporated on October 2, 1973 (No. 10478). Please visit for a complete overview of our organization and programs.

Job Summary:

Under direct guidance from the Manager of Operations and Quality Assurance, develops and coordinates support service schedules by preparing and adjusting schedules in accordance with program operational requirements, service plans and applicable policies and collective agreements. Also, reporting to the Human Resources Generalist the HR admin assistant performs a variety of administrative support functions for the HR department such as word processing, data entry, composing correspondence, compiling departmental reports and documents. Perform other Human Resources support functions such as assisting with recruitment, orientations, and employee onboarding.

Job Duties:

• Prepares and adjusts schedules and allocates work assignments in accordance with client referrals, program operational requirements, service plans, and applicable policies and collective agreements.
• Schedules staff into assigned training and staff meetings.
• Receives and documents client referrals and obtains required client information. Operates and maintains a Client Services database.
• Communicates, updates, and informs clients regarding placement, including staff members' names, times of service, and changes to schedules. Informs staff of placement and client information.
• Receives notification regarding absences such as vacation, sick leave, and leaves of absence, and assigns staff in accordance with applicable policies and collective agreements upon approval.
• Operates and maintains a Human Resources Information System including scheduling and payroll software. Monitors employee training requirements and conditions of employment.
• Monitors staffing levels and advises of shortages in order to maintain adequate staffing levels to meet client needs and operational requirements.
• Informs supervisors regarding difficulties encountered in the placement of staff.
• Receives client feedback, and inquiries and complaints, and responds as required.
• Completes and provides reports and documentation for Client Services and Human Resources.
• Answers the telephone and performs reception duties such as directing calls, receiving and relaying messages, receiving and directing visitors, and referring telephone inquiries to the appropriate person.
• Performs administrative support duties such as filing, photocopying, and data entry.
• Provides information to managers for performance appraisals of staff.
• Reviews and verifies staff timesheets.
• Performs word processing duties such as inputting staff information, maintaining relevant databases, and preparing departmental reports, letters, records of employment, orientation material and newsletters, using software applications such as word processing, spreadsheets, graphics and databases.
• Sorts and distributes mail, completes forms for signature, and prepare items for shipping.
• Prepare job postings, print resumes for the HR Generalist to review, perform telephone interviews, reference checks, submit criminal record checks and gather and verify required document for new hires as assigned.
• Assists with staff intake by performing duties such as obtaining information, completing documentation required for new hires and liaising with information sources to obtain additional staff information. Schedules and confirms applicants and new hires for interviews, orientations and establishes and maintains recruitment records.
• Performs record management duties such as setting up and maintain numeric, alphabetical and subject filing systems, indexing files and materials to be filed, and conducting file searches for requested information.
• Composes general correspondence such as appointment confirmations, benefits and MPP enrollment reminders and information request. Drafts correspondence for review and signature.
• Gathers and compiles information as required, such as staff, benefits, union, and recruitment information and statistics.
• Arranges interviews as directed, books meeting rooms, and types and circulates schedules.
• Prepares union dues and required documentation for payment. Performs administrative functions in relation to both benefit providers and MPP, enrols new staff members and removes terminated employees, prepares benefits & MPP payments for review and signature.
• Performs general staffing functions such as calling in relief staff from a pre-established list, and answers general inquiries by telephone and in person and redirects to appropriate departments.
• Performs other related duties as assigned.

Qualifications:

• Grade 12
• Office Administration Certificate
• Recent, related experience of one year or an equivalent combination of education, training and experience or other qualifications determined to be reasonable and relevant to the level of work.

Skills and Abilities:

• Ability to communicate effectively, both verbally and in writing
• Physical ability to carry out the duties of the position
• Ability to work independently and in cooperation with others
• Ability to operate computers, including email, spreadsheet and scheduling software
• Ability to plan, organize, and prioritize
• Ability to type at 60 wpm
• Business writing skills
• Knowledge of general office procedures
• Ability to analyze and resolve problems
• Ability to establish and maintain rapport with staff

*** Experience with ComVida and ShareVision software systems considered an asset.***

The successful applicant will be called for available shifts between 9 am - 5 pm, Monday - Friday.

Job Type: Casual

Pay: From $24.76 per hour

Schedule:

• Day shift
• Monday to Friday

Experience:

• Administrative: 1 year (preferred)
• ComVida: 1 year (preferred)

Work Location: In person