Scheduling Clerk

Job Summary

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 Scheduling Clerk is responsible for performing scheduling & timekeeping duties handing the staffing requests for an assigned area by 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.

Duties/Accountabilities

• Performs scheduling and timekeeping responsibilities by utilizing electronic systems and by following standard business processes.
• Books long and short term vacancies and/or fills daily staffing requests for relief and support staff with regular and casual staff by methods such as receiving lists of staffing needs from Manager or designate, calling in staff according to established procedures, contractual requirements, availability and determined priority, notifying Manager or designate of vacancies filled and/or any difficulties and posting designated hours.
• Posts daily assignment sheets for staff by methods such as copying staffing lists from master hours onto daily sheet, forwarding to Manager or designate for approval and posting as required.
• Maintains master rotation schedules and vacation schedules. Maintains a variety of records on regular and relief staff such as names, addresses, telephone numbers, availability for work, statutory holidays and leave taken by methods such as receiving approved records after processing, updating a computerized database utilizing word processing or spreadsheet software and filing hard copies as appropriate.
• Receives and processes requests for items such as vacations, leave of absences and termination by methods such as receiving approved requests, preparing appropriate documentation, forwarding documentation to Manager or designate for review and approval and sending information to Employee Engagement when applicable.
• Performs other related duties as required.

Qualifications

Education, Training and Experience

• Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.

Skills And Abilities

• 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