REPORTING TO: Site Leader or Designate

Full-time Days 0830-1430 7.5 hours day

JOB SUMMARY: The Scheduler/Administrative Assistant is responsible to ensure staffing levels are maintained, process all paperwork, and update schedules. The Scheduler/Administrative Assistant is also responsible for providing overall administration and clerical support to the Nursing Care Team.

TYPICAL DUTIES AND RESPONSIBILITIES: Duties and Responsibilities may include all or some of the following responsibilities depending on the size of the home and may be combined with another Job Title if applicable.

Scheduling Duties:

• Create weekly schedules for all clinical staff.
• Fill sick and vacation requests.
• Update the master schedule for all Health Care Aides (HCA) and Nurses.
• Process shift exchange, vacation, leave, employee change forms and other payroll forms.
• Maintain staff lists and update availability/seniority lists monthly.
• Be knowledgeable in the collective agreements applicable to the Home.
• Verify time & attendance for all HCA & Nursing staff (Vacation, Sick, Shift Swaps, etc.).
• Ensure proper payroll coding for all employees (WCB light duties, STAT pay, etc.).
• Coordinating schedules with schools and student programs
• Supports the workers compensation administration and return to work planning.
• Participates in attendance awareness initiatives
• Other scheduling duties as assigned

Administrative Responsibilities:

• Greet Residents and Visitors at the desk in a friendly, courteous manner. Always present a positive image while directing Residents, Visitors, and employees to appropriate areas. Make all Residents and Visitors feel welcome and cared for.
• Assist Care Management with the Move-In process. Assemble Resident Chart. Place labels and forms on the Chart. Enter demographic information in the “PointClickCare (PCC)” system.
• Assure that current family information is recorded in the Resident Chart.
• Coordinate Move-Out/ transfer of Residents. Prepare medical record for Move-Out.
• Coordinate activities of other departments of nursing. Note departure and return of Residents to and from the facility.
• Complete order forms for needed equipment or supplies from approved vendors. Place nursing orders every week.
• Maintain Chart and medical records in an orderly manner. Keep Charts supplied with needed forms and make sure all forms have the Resident label attached.
• Complete lab and x-ray requisitions weekly and as needed.
• Two days prior to each month end, replace appropriate forms into the Resident Family binder.
• Make appointments for Residents, outside medical and dental visits and arrange for transportation by family, DATS, or inter-hospital transfer.
• Manage emergency 911 request, including contacting EMS, completing forms, photocopying Chart, MARS, and Level of Care.
• Schedule & confirm Resident Care Conferences. Email the schedule to the Leadership Team.
• Advise the RN/ LPN when a physician or specialist is “on rounds” or visiting the Home.
• File and maintain the Move-Out health records.
• Update podiatrist list, maintain podiatrist appointment. In the Nursing Communication Books, provide a reminder of the date of the podiatrist visit.
• Thin, maintain and update the Nursing Communication Book, Resident In/ Out Binder, and Resident Label Binder.
• Deliver mail to the Residents every afternoon.
• Keep Nursing Station areas clean, tidy, and free of clutter
• Ensure that Resident personal clothing that requires labelling is placed in a clear bag and sent to the laundry. Attach a Resident label to the bag.
• Stock needed clerical supplies and forms in designated areas.

Other Responsibilities:

• Demonstrates an awareness of accident and injury prevention.
• Adheres to safe work practices and procedures.
• Promotes and fosters our positive workplace culture and workplace Health and Safety Program for a safe environment for co-workers, Residents, families, visitors, and volunteers.
• Responsible for maintaining self-wellness and reduced absenteeism.
• Promotes, encourages, and demonstrates excellent customer relations and consistently shows courtesy, caring, understanding, compassion, and respect for Residents, Families, Visitors, co-workers, and Volunteers.
• Other duties as assigned

QUALIFICATIONS AND EXPERIENCE:

• Graduation from a recognized Health Care Aide program, Unit Clerk Certificate and/or Diploma or equivalent.

• Experience in scheduling 80+ Staff in a similar setting. Equivalences may be considered.

• Asset with knowledge of MDS/ InterRai

• Intermediate computer skills, including Outlook, Word, and Excel

• Prefer at least two years of prior experience as a Unit Clerk in a long-term care is preferred

• Prior work or volunteer experience working with seniors is preferred

• Must be an individual who enjoys working in a fast-paced setting

• Good verbal and written communication skills are essential

• Must be able to maintain a high degree of accuracy under stress

• Must have excellent time management skills and the ability to meet deadlines

SKILLS AND ABILITIES:

• Ability to communicate effectively in both written and verbal English.
• High Attention to detail; strong organizational skills & skills in Microsoft Office
• Clear criminal record security clearance with Vulnerable Sector included (no more than 6 months old)
• Must be physically fit to perform lifting and transferring and able to be on your feet for long periods of time
• Appropriately dressed
• Effective written and oral communication skills in the English language
• Must be able to work independently, and as part of the interdisciplinary team

PHYSICAL DEMANDS:

• significant amount of lifting, walking, reaching, bending, pushing, standing, and sitting; sitting 70% (2-6 hours on average), standing 5%, walking 25%
• In an average day the employee spends 2 to 6 hours sitting.
• lifts a maximum of 30 lbs.
• must be able to manage stressful work situations with dexterity.

. HEALTH AND SAFETY RISKS – ENVIRONMENT Physical: Strain on shoulder, neck and back, cuts/ scrapes/ injection Environmental: Draft, dust exposure, working alone situation, using equipment with moving parts Chemical: Equipment cleaners minimal Biological: Exposure to communicable diseases, i.e., colds, influenza, GI. Radiation: None