Portfolio 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 Portfolio Clerk-Scheduling is responsible for performing scheduling & timekeeping duties for a portfolio including 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, 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: 1. Prepares and posts staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available. 2. Makes arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, making any necessary calculations, such as patient-staff ratios, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answers inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required. 3. Allocates and calls 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. Notifies the Operations Manager of vacancies not filled and/or any difficulties, and posts designated hours according to departmental procedures. 4. Receives and processes 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. Receives and processes requests for leave of absence and/or terminations, makes necessary calculations, completes documentation according to established timeframes and departmental procedures and forwards to applicable Operations Manager for approval; sends information to Employee Engagement as applicable. 5. Liaises with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes. 6. Assists Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled. 7. Maintains related records and documentation such as attendance records, leave requests, and relief staff availability. 8. Maintains equipment and stationary needs by performing duties such as replacing toner cartridge and film, arranging for repair when required, ordering supplies, completing various requisitions, obtaining authorizing signature as required, and forwarding requisitions to internal department. 9. Types a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets. 10. Provides 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. 11. Provides 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. 12. Performs other related duties as assigned.