Summary

JOB SUMMARY:

Reporting to the Supervisor, Staff Scheduling & Systems, the position directs work assignments for short call and/or other designated staff in Providence Health Care's centralized Staff Scheduling Office by coordinating Staffing Clerk's designated work assignments as appropriate, reviewing and checking work to ensure completion and adherence to standard guidelines, troubleshooting issues, making adjustments as required, and reassigning work. Liaises with Clinical Coordinator/Charge Nurse and/or Leader On-Call to review issues, and to identify potential barriers and/or discrepancies. Performs staffing and clerical duties such as allocating and calling relief nursing and/or allied health staff, including daily staffing requests according to contractual requirements, staff availability and determined priority, utilizing computerized staffing systems, and performs related clerical functions.

In addition, the position processes requests for vacation and/or leaves of absences, compiles statistical data for reporting purposes, and provides orientation to new staff as required.

QUALIFICATIONS:

Education

Grade 12, plus three years' recent related experience, or an equivalent combination of education, training and experience.

Skills and Abilities

Ability to communicate effectively both verbally and in writing.

Ability to deal with others effectively.

Physical ability to carry out the duties of the position.

Ability to organize work.

Ability to operate related equipment.

Directs work assignments for short call or other designated staff by performing duties such as coordinating the Staffing Clerk's designated work assignments, reviewing and checking work to ensure work completion and staff compliance with Department Specific Guidelines (DSGs and overtime policies,



troubleshooting issues and making adjustments as required, reassigning work, and escalating issues/discrepancies to the Supervisor if needed. Provides input to Supervisor regarding staff performance as required.

Communicates new or changed policies and procedures to staff and follows up to ensure that they are adhered to. Refers issues to Supervisor as required.

Liaises with Clinical Coordinator/Charge Nurse and/or Leader On-Call to review issues including staffing requirements, and to identify and resolve potential barriers and/or discrepancies. Submits daily report to designate as required.

Receives multiple requests for relief coverage from various nursing units utilizing computerized staffing systems such as ESP, determines applicable action, priority and availability of existing staff according to established guidelines.

Participates in testing of system changes and provides feedback to Supervisor. Acts as the key contact for the team on the off-shift for contingency planning.

Allocates staff based on employee skill set, unit needs and independent judgment and calls in relief staff to fill vacancies resulting from unfilled positions, vacations, leaves of absences and sick leaves in accordance with applicable collective agreements and inputs into computerized staffing systems; consults with Staffing Supervisor when requests exceed needs identified.

Receives and processes approved requests such as vacation,



leaves of absence and terminations by preparing appropriate documentation, making necessary calculations such as vacation and seniority entitlements, forwarding documentation to designated staff for review and approval and sending to applicable area for final processing.

Produces and edits timekeeping records for nursing staff and submits to payroll; liaises with payroll re employee inquiries and makes adjustments as required; answers employee inquiries regarding scheduling.

Maintains computerized records on relief staff such as names, addresses, phone numbers, availability for work, suitable work area and hours worked.

Collects and compiles workload statistics and reporting information, such as staff requirement, hours not filled and number of casual relief shifts required, utilizing computerized systems.

Acts as an active member of the Staff Scheduling team by participating in department meetings, providing input into team goals and objectives, and on issues related to staff scheduling including observed impacts to staffing processes as a result of collective agreement changes.

Provides orientation to recent staff as required to ensure standardization of procedures. Updates and maintains staff training materials as directed. Distributes accordingly.

Performs a variety of clerical duties such as answering telephone, accessing and responding to computerized messages, scheduling meetings and maintaining related files.

Performs other related duties as assigned.

Job Accuracy Posting Flag

The hours of work, including start and stop times, days off, work area and work site may be subject to change consistent with operations requirements and applicable provisions of the Collective Agreement and statutes. Testing may be required. *A criminal record check may be required

📌 Staffing Clerk Lead Hand (Vancouver)
🏢 Providence Health Care
📍 Vancouver