Scheduling Clerk

Job summary

Working within the Provincial Health Services Authority’s mission, vision, values, and strategic priorities, this role places a strong emphasis on safety for patients and employees alike. The Scheduling Clerk reports to the Team Leader, Scheduling & Timekeeping Services and supports an assigned area by coordinating scheduling and timekeeping tasks. The position includes filling staffing gaps through an electronic system, handling relief calls for vacancies, absences, and sick leave in line with the applicable collective agreement, processing vacation and other staff requests, and answering employee questions about vacation balances and related matters.

Key duties

• Carry out scheduling and timekeeping work using electronic tools and established administrative procedures.
• Arrange coverage for short- and long-term vacancies and daily staffing needs by reviewing staffing requirements, contacting staff based on procedure, contractual rules, availability, and priority, then updating the manager or delegate on filled openings or issues and posting required hours.
• Prepare and post daily assignment sheets by transferring staffing information from master hours to daily schedules and sending them for approval when needed.
• Keep master rotation and vacation schedules current, and maintain records for regular and relief staff including contact details, availability, statutory holidays, and leave usage through database updates and filing of paper records where required.
• Handle requests for vacation, leaves of absence, and resignations by processing approved documents, preparing supporting paperwork, routing items for review and approval, and forwarding information to Employee Engagement when appropriate.
• Complete additional related duties as assigned.

Qualifications

Grade 12 plus three years of recent, relevant experience, or an equivalent combination of education, training, and experience.

Skills and abilities

• Strong verbal and written communication skills.
• Ability to work well with others.
• Good planning and organization skills.
• Comfort with using related office equipment.
• Physical capability to perform the duties of the role.

Additional information

Safety and continuous improvement in quality are expected parts of the job and apply across all work performed in this role.