Scheduling Clerk EX22-1113

Posting date: September 21, 2022

Job Title: Scheduling Clerk

Number of Vacancies: 1

Posting number: EX22-1113

Status: Limited regular part time position

Estimated Probable Duration: One (1) year

Hours of Work: Up to 48 hours bi-weekly

Shift Work Required: Yes (varied, mostly weekends)

Range of Pay: $27.09 to $31.92 per hour

Start date: To follow selection process

Initial Reporting Location: 960 Notre Dame Avenue
Eligible to Work from Home: No

Section: Administration
Division: Long Term Care Services
Department: Community Development

Main Function:  Schedule shifts for all employees using a computerized time and attendance and scheduling software in accordance with the guidelines established in Pioneer Manor’s Corporate Policies and the ONA and CUPE Local 148 Collective Bargaining Agreements (CBA).

Duties:  Under the general supervision of the Scheduling Co-ordinator.    

  1. Telephone employees on a daily basis to fill vacancies using a computerized time and attendance and scheduling software in accordance with the guidelines established in Pioneer Manor’s Corporate Policies and the ONA and CUPE Local 148 Collective Bargaining Agreements and Employment Standards.
  2. Process approved post schedule requests (e.g. statutory holidays, vacation, days in-lieu, leaves of absence and shift exchanges) and confirm they are in accordance with CBA, policy and employment legislation.
  3. Assist the Rehabilitation and Claims Officer with reporting and scheduling for modified work programs as required.
  4. Access confidential employee files, including matters relating to human resources, as required. 
  5. Check for accuracy of daily sheet and schedule changes, and post daily staff assignment sheets.
  6. Respond to questions regarding the shift schedule, shift exchanges, work assignments, vacations, leave requests and job posting results.
  7. Assist the Scheduling Co-ordinator with backfilling of vacant positions.
  8. Assist the RN Supervisors with the implementation of contingency plans to ensure appropriate staffing throughout the Home.
  9. Assist the RN Supervisors with the assignment of employees on a modified work program.
  10. Schedule new employee orientation shifts and provide information on area assignments (e.g. assigned trainer, home area/floor).
  11. Assist with tracking and reporting to management on employee attendance.
  12. Liaise with the Timekeeper, Supervisors and appropriate staff to ensure continuity and accuracy in the overall scheduling functions.
  13. Provide historical analysis of past schedules as required.
  14. Provide Employee Assistance Program (EAP) information to employees as required.
  15. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
  16. Perform other related duties as required.

Qualifications:

Education and Training:

Successful completion of Secondary School (Grade XII) Education.

Experience:

Minimum of one (1) year directly related experience in the preparation and maintenance of work schedules in a unionized environment.

Knowledge of:

Applicable legislation and related regulations.

ONA and CUPE Collective Bargaining Agreements and the Pioneer Manor policies and procedures.

Employment Standards Act

Best practices within areas of responsibility.

Kronos functionality as it relates to scheduling an asset.

Abilities to:

Demonstrate organizational and administrative skills.

Demonstrate interpersonal skills in dealing with people.

Demonstrated ability to interpret and apply policies, Employment Standards and Collective Bargaining Agreements.

Demonstrate and proven ability related to microcomputer software and administrative systems (e.g. files maintenance, word processing, computerized spreadsheet applications, information input and retrieval, PeopleSoft, Kronos).

Understand and meet the needs of customers.

Balance conflicting demands from stakeholders.

Work evenings and weekends, as required.

Personal Suitability:

Mental and physical fitness to perform essential job functions.

Language:

Excellent use of English; verbally and in writing.

French verbal skills highly desirable; written skills an asset.

Other:

Provide, at own cost, a Criminal Record Check.

Provide, at own cost, a Two-step Mantoux Test (TB).

Provide, at own cost, N-95 Mask Fit Test.

Note: A Criminal Record Check will be requested by the Hiring Manager should you be the candidate of choice.  Please do not submit your Criminal Record Check with your application.

Leadership Competencies: Tactical Coordination and Direction- Non Supervisory (I):

Competency

Competency Definition

Level

Level Definition

Shaping the Future

Innovation

Take a creative approach to problems or issues, “think outside the box”, go beyond the conventional, and explore creative uses of resources.

3

Proposes innovative ideas

Judgment and Decision Making

Make sound decisions involving varied levels of complexity, ambiguity and risk.

2

Assimilates and interprets data to make competing decisions

Delivering Business Results

Collaboration

Work and communicate collaboratively within City of Greater Sudbury to create alignment within and across teams and groups.

3

Collaborates beyond one’s area

Customer/Citizen Focus

The desire to work closely with internal and external customers to meet and exceed their expectations.

2

Addresses underlying customer/stakeholder needs

Impact & Influence

Persuade, convince, influence or gain the commitment of others to get them to accept a point of view, adopt a specific direction, commit to an idea, or take a course of action.

2

Adapts actions or words to persuade

Organizational Awareness

Learn and understand the key relationships, diverse interest groups and power bases within one’s own and other organizations.

2

Understands and uses formal structures/networks

Planning, Coordination & Execution

Plan and coordinate work to achieve desired results on a consistent basis.

3

Coordinates activities involving others within one’s team

Enhancing Personal Effectiveness

Commitment to Continuous Learning

Continuously develop and enhance one’s own and others’ personal and professional skills, knowledge and abilities.

4

Models a learning orientation

Flexibility/Adaptability

Adapt and work effectively within a variety of situations, and with various individuals or groups.

2

Applies rules flexibly

Interpersonal Communication

Communicate effectively by reflecting on verbal and non-verbal behaviour, being attuned to the needs, perspectives and sensitivities of others and acting with them in mind.

3

Effectively uses empathy

Managerial Courage/Integrity

Acting with integrity, ensuring one’s actions are consistent with City of Greater Sudbury’s values and expectations.

2

Is publicly candid with the team, acting with integrity consistent with one’s beliefs

Leadership Presence

Develop and maintain a sense of presence and emotional maturity and have an inner confidence that one can succeed and overcome obstacles.

3

Demonstrates personal courage

 

For more information on leadership competencies, please see our Leadership Competency Dictionary.

How to Apply:

Résumés quoting EX22-1113 are invited and will be received by the City of Greater Sudbury’s Human Resources and Organizational Development Division, by e-mail at hrjobs@greatersudbury.ca or fax at 705-688-3979, for the above noted position until 4:30 p.m. on Tuesday, October 4, 2022.  Any application received after this deadline will not be considered.

For further instructions on how to apply to this position, please visit our How to Apply section.

All Pioneer Manor employees are required to be fully vaccinated as a condition of hire in accordance with the Minister's Directive: Long-term care home COVID-19 immunization policy. Please do not submit your proof of vaccination with your resume. This information will only be required if you are selected as the candidate of choice.

All applicants are thanked for their interest in this position.  Only those selected for an interview will be contacted.  If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

The City of Greater Sudbury has launched a survey to understand what prospective employees are looking for from an employer. Please take a few minutes to provide us with your input. Your responses will be anonymous. Thank you in advance for your participation in the survey!

The City of Greater Sudbury is dedicated to maintaining a fair and equitable work environment,  and are happy to hire qualified (including education credential) applicants from anywhere. In order to hire a candidate one must be legally entitled to work in Canada, with legally entitled being defined as having all of the necessary paperwork processed, approved and responded to, by way of a work permit being issued and received.  Personal information submitted will be used for the purpose of determining suitability for this competition only in accordance with The Municipal Freedom of Information and Protection of Privacy Act.