Prepare and post staff rotations and schedules for units using master rotation/flow sheets and an electronic scheduling & timekeeping system.
Manage staff statutory holidays and adjust schedules to fill gaps and ensure appropriate skill coverage.
Schedule relief staff by recording calls, determining availability, contacting relief staff, and forwarding information to the Operations Manager.
Allocate and call in staff to fill long and short term vacancies (unfilled positions, vacations, leaves of absence, sick leaves) in accordance with collective agreements.
Notify the Operations Manager of vacancies not filled and/or difficulties; post designated hours per departmental procedures.
Receive and process vacation requests (documentation, verify seniority and entitlements, complete vacation schedule, forward for approval).
Receive and process requests for leave of absence and/or terminations (calculations, documentation, forward for approval).
Liaise with client Manager and Human Resources regarding present and future scheduling & timekeeping needs.
Assist with line and rotation assignment and plotting orientation shifts for new employees; track and backfill vacant positions until filled.
Maintain related records and documentation (attendance, leave requests, relief staff availability).
Provide receptionist functions and respond to general enquiries related to vacation accumulation and pay policies.
Provide scheduling & timekeeping information to departments by compiling statistics and forwarding as requested.
Perform other related duties as assigned
Requirements summary
Grade 12 and three years' recent related experience (or equivalent combination of education, training, and experience).
Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts.
Knowledge of Indigenous-specific mandates and commitment to eradicate Indigenous-specific racism and discrimination.
Understanding of legislative obligations and provincial commitments relevant to scheduling & timekeeping contexts (including TRC Calls to Action, In Plain Sight, BC Declaration on the Rights of Indigenous Peoples Act, UNDRIP, Reclaiming Power and Place, Declaration Act Action Plan, Remembering Keegan, BC Human Rights Code, BC Anti-racism Act).
Ability to keyboard 45 w.p.m..
Ability to communicate effectively verbally and in writing.
Ability to deal with others effectively and organize work.
Ability to operate related equipment.
Physical ability to carry out the duties.
Commitment to ongoing personal learning related to Indigenous-specific racism and dismantling systems of oppression; willingness to share learning experiences
Grade 12Microsoft ExcelMicrosoft WordMicrosoft PowerPointEffective verbal and written communicationOperating related equipmentOrganizing workScheduling & timekeepingWorkforce Management Solutions systemsJira ticketing email systemGenesys phone systemKeyboarding (45 w.p.m.)Staff rotation preparation and adjustmentAllocating and calling in relief staffVacancy/leave/sick leave coverage coordinationVacation request processing and documentationLeave of absence and termination request processingRecord keeping (attendance records, leave requests, relief staff availability)
Job description
Portfolio Clerk Scheduling Scheduling & Timekeeping Burnaby, BC In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. The Portfolio Clerk, Scheduling reports to the Team Leader and/or designate and is responsible for the scheduling & timekeeping duties for a portfolio by utilizing Workforce Management Solutions systems and computer programs such as Microsoft Word, Excel, and PowerPoint. The role performs duties that include preparing and adjusting staff rotations, and 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. The Portfolio Clerk supports their assigned portfolio by 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 using up-to-date communication tools such as Jira ticketing email system and Genesys phone system. What you’ll do
Prepare and post staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, managing staff statutory holidays, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available.
Make arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answer inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required.
Allocate and call in staff to fill long and short term vacancies resulting from unfilled positions, vacations, leaves of absence and sick leaves in accordance with applicable collective agreements, utilizing a computerized staff scheduling & timekeeping system, to ensure adequate staff coverage. Notify the Operations Manager of vacancies not filled and/or any difficulties, and post designated hours according to departmental procedures.
Receive and process requests such as vacation by preparing appropriate documentation, verifying seniority and vacation entitlements against established documents, completing vacation schedule and forwarding to Operations Manager for approval. Receive and process requests for leave of absence and/or terminations, make necessary calculations, complete documentation according to established timeframes and departmental procedures and forward to applicable Operations Manager for approval.
Benefits
Municipal pension plan
Comprehensive benefits package
WorkPerks discount program
Psychological health & safety programs
Holistic wellness resources
Annual statutory holidays (13)
Generous vacation entitlement and accrual
Professional development opportunities (in-house training programs, including San’yas Indigenous Cultural Safety Training course and Core Linx for Leadership roles)
Compiling statistics from computerized scheduling & timekeeping system
Liaise with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes.
Assist Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled.
Maintain related records and documentation such as attendance records, leave requests, and relief staff availability. Type a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets.
Provide receptionist functions by performing duties such as greeting staff and volunteers, answering telephones, taking and/or relaying messages, and responding to general enquiries related to vacation accumulation and pay policies in accordance with established policies and procedures.
Provide scheduling & timekeeping related information to departments by performing duties such as compiling statistics from a computerized staff scheduling & timekeeping system, submitting to Operations Manager for review, and forwarding to appropriate department as requested.
Perform other related duties as assigned. What you bring
Qualifications
Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.
Demonstrated knowledge of the historic and ongoing impacts of settler colonialism on Indigenous Peoples in social and health contexts, including supported by significant knowledge of Indigenous-specific mandates, including clear understanding of and commitment to eradicate Indigenous-specific racism and discrimination and embed Indigenous Cultural Safety and Humility.
Demonstrate comprehensive knowledge of the historic and ongoing impacts of settler colonialism and systemic racism on Indigenous Peoples within social and health contexts. This includes understanding how these factors contribute to current health disparities and barriers to care. Show a clear commitment to identifying, challenging, and eradicating Indigenous-specific racism and all forms of discrimination impacting equity-deserving groups within health care settings. This involves familiarity and understanding Indigenous Cultural Safety and Humility recognizing personal biases, institutional barriers, engaging in anti-racism education and training and advocating for systemic change.
Demonstrated knowledge and understanding of legislative obligations and provincial commitments within Scheduling & Timekeeping contexts found in the foundational documents including Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study - BC Human Rights Code, BC Anti-racism Act and how they intersect across the health care system. Core Competencies
Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.). Skills & Knowledge
Ability to keyboard 45 w.p.m.
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.
Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach. What we bring Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth, development, and recognition programs that honour the commitment and contribution of all employees.
Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
Annual statutory holidays (13) with generous vacation entitlement and accruement.
PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more. Job Type: Regular, Full-Time Wage: $32.39 / Hour Location: 1795 Willingdon Ave, Burnaby, BC V5C 6E3
Closing Date
Applicants accepted until position is filled Hours of Work: Monday to Friday 0700 -1500, 0800 -1600, 0900 -1700 Requisition #: 200414E What we do The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Create equity – Be courageous. Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services PHSA is committed to anti-racism and equity in our hiring and employment practices. With learning and compassion, we are addressing existing inequities and barriers throughout our systems. PHSA is seeking to create a diverse workforce and to establish an inclusive and culturally safe environment. We invite applications and enquiries from all people, particularly those belonging to the historically, systemically, and/or persistently excluded groups identified under the B.C. Human Rights Code. One of PHSA’s North Star priorities is to eradicate Indigenous-specific racism, which includes ongoing commitments to Indigenous recruitment and employee experience as well as dismantling barriers to health care employment at every level. We welcome Indigenous individuals to apply and/or contact the Sanya’k̓ula Team (Indigenous Recruitment & Employee Experience) for support at indigenous.employment@phsa.ca. Indigenous-specific anti-racism initiatives are rooted in addressing the unique forms of discrimination, historical and ongoing injustices, and exclusion faced by Indigenous peoples. These initiatives align with an Indigenous rights-based approach, recognizing the inherent rights and title of BC First Nations and self-determination of all First Nations, Inuit and Métis communities. PHSA is mandated to uphold legislative obligations and provincial commitments found in the foundational documents including the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan and Remembering Keegan: A First Nations Case Study. Attention current employees of PHSA: You must apply via your internal profile at http://internaljobs.phsa.ca. The internal job posting expires on June 26, 2026 and will no longer be accessible. If the internal job posting has expired, please e-mail internaljobshelpu@phsa.ca with the six-digit job requisition number and your PHSA employee ID number to be considered as a late internal applicant. Please do not apply for the external job posting. If you have not yet set up an internal profile, please e-mail internaljobshelpu@phsa.ca with your PHSA employee ID number to obtain your temporary password. Our business hours are Monday-Friday 8:30am-4:30pm, excluding Statutory Holidays and a Help Desk Representative will respond to you with 1-2 business days. If you are not a current employee of PHSA and require assistance with your application, please contact the External Careers team at careers@phsa.ca.
More openings at Provincial Health Services Authority (PHSA)
