Job Description Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a LTC facility. This role will ensure all unfilled shifts are covered to ensure smooth operations and quality of resident care at the facility. In addition, the role may provide administrative support for the Operations Manager and/or Clinical Leadership. Applications are invited for the Permanent Part-Time position of Scheduling and Attendance Coordinator at Extendicare Fenelon Court, our 67-bed facility located in Fenelon Falls, ON RESPONSIBILITIES Actively assign employees work schedules and maintain staffing schedules for all departments at the home/facility using Workday Scheduling System. Manage all vacant schedules due to employee absences, including unplanned absences, vacation requests, LOAs and termination. Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach. Validates and reconciles scheduled hours worked by employees through daily reports. Capture activities in time blocks accurately. Ensure actual time is reflected for payroll approvals and submissions. Submit validated hours to payroll. Assists with leave administration activities including completing forms, challenging claims, and liaising with WCB. Assist with new resident administration processes, such as entering residents into PCC, creating clinical charts, liaising with families and community. Order, receive, distribute, and store nursing supplies. Investigate Health and Safety incidents and administer incident reports. Conduct Joint Health and Safety meetings, record, and post meeting minutes, and track corrective actions to closure. Provides administrative, coordination and communication support to Operations Manager and other LTC facility leadership as required. Acts as a strategic resource and/or member of the bargaining committee representing the employer Member of the labour management committee representing the employer Adheres to responsibilities and requirements for reporting adverse resident occurrences subject to regulatory and legislative direction. QUALIFICATIONS Post-secondary diploma/certificate in office or business administration, bookkeeping, accounting or equivalent work experience managing employee time and attendance. Experience working with seniors in a long-term care setting or general healthcare industry experience is an asset. Ability to work in a fast-paced environment with changing priorities, have exceptional time management skills and to perform well under pressure with tight deadlines. Demonstrates technical knowledge and experience working with Workday, PointClickCare or cloud-based software preferred. Demonstrates strong communication and interpersonal skills with internal and external stakeholders of the organization. Knowledge and experience with office and computer equipment. Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams). Working knowledge of HR, payroll, scheduling; interpretation and application of collective agreement provisions. Strong data analytics with high attention to detail; critical thinker. Pro-active and solutions focused individual with ability to foresee issues and correct them before they turn into large issues. Knowledge of Occupational Health & Safety practices, principles, and legislation. Extendicare is a leading provider of care and services for seniors throughout Canada. Through our network 123 owned and operated long-term care homes, as well as our home health care operations serving more than 10,000 patients annually, we provide people with the care they need wherever they call home. Our qualified and highly trained workforce of 22,000 individuals are united by a dedication to quality care and by our vision for a future where everyone in Canada has access to the care and support they need to live their best lives. Time Type: Part time When you choose to build your career with Extendicare, you’re joining a team dedicated to making a difference. By focusing our energy on enriching the lives of our residents every day, we transform both the quality of their lives and the quality of our own work experiences. If you have a passion for caring, turn it into a rewarding career with Extendicare! Extendicare and affiliated organizations including our partner homes in Extendicare Assist, accommodate the needs of job applicants throughout its recruitment and selection processes upon request. Extendicare is a leading provider of care and services for seniors across Canada. We deliver quality care to meet the needs of a growing seniors’ population. We also provide management and consulting support through a range of services, including recruitment and building strong, qualified teams, to a network of independently owned long-term care and retirement homes. Our Mission “Helping People Live Better.” We help our residents and clients live better by promoting quality of life. We create remarkable moments through highly engaged and motivated team members. Stakeholders know this because we continuously measure, improve and publicly share our performance. Our Vision Our vision is to be the best senior care and services company in Canada. Our Values At Extendicare, we value our customers and our team who cares for them. We are committed to treating them with dignity and respect in an atmosphere of compassion. As health care professionals, we take pride in being responsive to the needs of those who rely on us. Customer Satisfaction. We strive to provide care and services to our customers which exceed their expectations. Excellence. We believe aspiring to excellence leads to continuous quality improvement in our provision of care to residents. Respect. We value each employee, encourage equal opportunity for growth and recognize achievement. Integrity. We believe in honesty and fairness in our relationships with others. Accountability. We believe we are accountable for the quality of services we provide to our customers. Communication. We listen to each other and foster open and honest communication. Teamwork. We believe that working as a team creates an environment that allows us to reach our potential. Environment. We believe that environmental issues should be integrated into business decisions that promote environmental protection, preservation, safety and a homelike atmosphere.
