Scheduler

At The Care Group we believe our residents deserve excellence in care and we strive to achieve this by working as a team towards our common goal - a happy and healthy resident. The Care Group (“TCG”) offers high-quality complex care services across our nine (9) homes in the Lower Mainland and Vancouver Island.

THE OPPORTUNITY

We’re looking for a highly organized, proactive Scheduler to join our team! In this vital role, you’ll be directly responsible for managing and maintaining schedules for care staff while ensuring coverage for both planned and unplanned absences. If you have experience in scheduling, are adept at using scheduling software, and can stay calm under pressure, this is the perfect opportunity for you to make an impact!

DUTIES AND RESPONSIBILITIES

1. In collaboration with Care Managers, maintain department schedules to cover day-to-day staffing, long-range staffing, and planned vacancies. Also, coordinate shift coverage for unplanned short-term vacancies (i.e., short calls due to sick calls, vacations, LOA, etc.) following established facility Collective Agreement guidelines/procedures.
2. Responsible for shift calls including after hours and weekends.
3. Update all scheduling changes into ComVida (payroll system used by the company).
4. Prepare and post staff rotations and schedules.
5. Process time off requests and update changes in CV.
6. Import Time File from Advanced Tracker to ComVida.
7. Reconcile swipes to scheduled shifts on a daily basis.
8. Clear exceptions and add extensions to shifts on a daily basis.
9. Audit daily line-up sheets to ensure that overtime worked has been approved by management.
10. Implement the Electronic scheduling call-out feature (Twilio).
11. Enroll all new hires in the time clock.
12. Coordinate care staff line and break schedule.
13. Initially develop staff lines/schedules, post and award lines (in consultation with management) to team members.
14. Work collaboratively with staffing designated to identify and resolve day-to-day staffing issues to meet staffing requirements. On designated days off, evenings and weekends may be required “on call basis” to assist with last-minute scheduling changes (i.e., sick calls), including but not limited to shift calls.
15. On a weekend assignment, required to hold the scheduling phone and cover short calls.
16. Other duties as required.

Conducting Administrative tasks

1. Prepare employment contracts for new hires.
2. Provide the applicable onboarding paperwork to all new hires.
3. Track Criminal Record Check and TB results.
4. Ensure all applicable documents are obtained for all new hires as per checklist.
5. Follow up with employees for missing documents to ensure personnel files are in compliance with the Health Authority.
6. Create, maintain, and file all employee personal correspondence.
7. Provide benefit/RRSP applications to eligible employees.
8. Forward payroll queries to Payroll Administrator.
9. Prepare change forms and send to Payroll Administrator for processing.
10. Perform other related duties as assigned by Management.
11. Adhoc HR project as assigned.

Qualifications

1. 1+ year of Scheduling and Administration experience in ComVida payroll system (preferred) or recent related experience or an equivalent combination of education, training, and experience.
2. Excellent time management skills.
3. Must have a valid Canadian work permit.
4. Solid understanding of the current Collective Agreement.
5. Communication skills to relate to staff and outside contacts in a professional, courteous manner.
6. Ability to plan and organize workload so that priorities developed are consistent with functional requirements.
7. Demonstrated ability to work cooperatively with others.
8. Demonstrated proficiency with MS Office, Word, Excel, Team, OneDrive, and ability to learn new software quickly.
9. Willingness to go above and beyond in order to meet deadlines.
10. Ability to exercise tact and discretion in dealing with sensitive and confidential information.
11. Ability to communicate effectively both verbally and in writing.

If this opportunity is not a fit for your background and experience, please feel free to forward to any interested colleagues.

We invite interested candidates to submit their resume in confidence. While we appreciate the interest of all applicants, we will contact only those selected for interviews.