Scheduler/Admin Assistant - BCC - FT

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.

• 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 codingfor 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.

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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

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