Scheduling and Office Coordinator

Partners Community Health (PCH) is a new not-for-profit organization, focused on bringing healthcare services together around the needs of people living in Mississauga and West Toronto. PCH currently operates two new state-of the-art LTC homes and community hub in West Mississauga.  The new homes have a combined 632-beds and be part of PCH’s larger strategy that introduce innovative and inclusive programs and services and new models of care delivery. PCH is committed to building partnerships and connections that put people first, as well as a learning and leading healthcare community that provides best in class service across the aging continuum.

Position Summary:

Reporting to the Manager, Office Administration, and working collaboratively with other leaders, the Scheduling and Office Coordinator is responsible for scheduling of Wellbrook Place LTC positions. The Scheduling and Office Coordinator ensures all scheduling practices are followed and supports daily time and attendance is verified and accurate. The Scheduling and Office Coordinator works collaboratively with the Manager to ensure accurate payroll and hours of work are processed.

Key Responsibilities:

• Ensures all team member schedules are completed for all departments by facilitating the availability process, creating master schedules, collaborating with managers on time-off requests, scheduling team members returning from leaves of absence, and utilizing the call-in process to find replacements for sick/emergency call-ins, etc.
• Verifies schedules and assigns shifts on a daily basis by managing calls from team members, recording reasons for no-shows or decline of shifts, and liaising with management on areas of concern
• Reviews requests for paid time off (PTO), vacation, and other leaves of absence; determines if staffing levels can support approvals and makes recommendations to department managers
• Ensures all vacancies are filled and vacant positions are posted for recruitment, keeping managers informed of vacant position status
• Communicates with managers to schedule orientation for new team members and ensures all onboarding documentation is complete before scheduling the team member
• Completes daily verification that scheduled team members clock in/out and that timesheets are accurate according to scheduled shifts
• Seeks approvals for overtime and other schedule changes from the department manager
• Ensures all exceptions to timesheets are explained to the manager and that information regarding timesheets can be explained to the team member
• Provides orientation to new team members on the clock-in/out process and how to interpret their schedules
• Provides explanation and support on master schedules to department managers and team members
• Conducts oneself in a professional and courteous manner at all times
• Ensures all conflicts in scheduling are discussed with the department manager and team member, and that mutual respect is maintained
• Ensures all communication regarding scheduling is prepared professionally
• Maintains good relationships with all HMLTC team members and managers
• Supports the receptionist and Office Manager with other clerical tasks as needed to maintain operational effectiveness
• Other duties as assigned, including reception cover, office administration, procurement, and inventory management

Qualifications:

• College/university diploma/degree in Health Administration or equivalent
• Post-secondary education in Office Administration preferred
• 2 years Scheduling, Payroll or office administration experience
• LTC or healthcare experience preferred
• MS Office (Outlook, Word, Excel, PowerPoint, MS Teams/Zoom, EHR/PCC, etc.)
• Knowledge of HRMS programs and electronic time sheets/schedules
• Ability to understand scheduling language
• Demonstrated leadership and communication skills
• Enhanced knowledge of LTCHA, Ontario Reg 79/10, & Collective Agreements
• Proficiency in a second language is considered an asset
• Possession of strong motivational, team building and time management skills

PCH is an equal opportunity employer and is committed to Equity, Diversity, Inclusion and Anti-Racism. We believe diverse and inclusive teams support strong decision making, fosters a culture of belonging and allows us to better serve our people, residents, and community. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, we are committed to providing accommodations and will work with employees to meet their needs through the recruitment process. If you are a person with a disability and require assistance during the application process, please let us know. We embrace an inclusive work environment and welcome members of all backgrounds, experiences, and perspectives to apply.

To learn more about PCH, visit our website here: https://partnerscommunityhealth.ca/

To learn more about Wellbrook Place, the new long-term care homes and seniors hub, click here: https://www.partnerscommunityhealth.ca/wellbrook-place/

Applicants must be eligible to work in Canada. We would like to thank all applicants for their interest in this position, however, only those selected for an interview will be contacted.