Portfolio Scheduling Clerk, Workforce Management Solutions, PHSA Corporate, Vancouver BC Job at PHSA
Portfolio Scheduling Clerk, Workforce Management Solutions,
PHSA Corporate,
Vancouver BC
As per the current Public Health Order, full vaccination against COVID-19 is a condition of employment with PHSA as of October 26, 2021.
The Portfolio Clerk, Scheduling reports to the Team Leader and/or designate and is responsible for the scheduling & timekeeping duties for a portfolio by utilizing Workforce Management Solutions systems and computer programs such as Microsoft Word, Excel, and PowerPoint. The role performs duties that include preparing and adjusting staff rotations, and allocating and calling in relief staff using an electronic system to fill vacancies, leaves of absence and sick leaves in accordance with applicable collective agreement. The Portfolio Clerk supports their assigned portfolio by receiving and processing vacation and other staff requests from staff, and responding to written and verbal enquiries from staff regarding vacation accumulations and related requests using up-to-date communication tools such as Jira ticketing email system and Genesys phone system.
What you’ll do
- Prepare and post staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, managing staff statutory holidays, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available.
- Make arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answer inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required.
- Allocate and call in staff to fill long and short term vacancies resulting from unfilled positions, vacations, leaves of absence and sick leaves in accordance with applicable collective agreements, utilizing a computerized staff scheduling & timekeeping system, to ensure adequate staff coverage. Notify the Operations Manager of vacancies not filled and/or any difficulties, and post designated hours according to departmental procedures.
- Receive and process requests such as vacation by preparing appropriate documentation, verifying seniority and vacation entitlements against established documents, completing vacation schedule and forwarding to Operations Manager for approval. Receive and process requests for leave of absence and/or terminations, makes necessary calculations, complete documentation according to established timeframes and departmental procedures and forwards to applicable Operations Manager for approval.
- Liaise with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes.
- Assist Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled.
- Maintain related records and documentation such as attendance records, leave requests, and relief staff availability. Type a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets.
- Provide receptionist functions by performing duties such as greeting staff and volunteers, answering telephones, taking and/or relaying messages, and responding to general enquiries related to vacation accumulation and pay policies in accordance with established policies and procedures.
- Provide scheduling & timekeeping related information to departments by performing duties such as compiling statistics from a computerized staff scheduling & timekeeping system, submitting to Operations Manager for review, and forwarding to appropriate department as requested.
- Perform other related duties as assigned.
What you bring
Education, Training and Experience
- Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.
Skills & Knowledge
- Ability to keyboard 45 w.p.m.
- Ability to communicate effectively both verbally and in writing.
- Ability to deal with others effectively.
- Ability to organize work.
- Ability to operate related equipment.
- Physical ability to carry out the duties of the position.
- Commitment to upholding the shared responsibility of creating lasting and meaningful reconciliation in Canada as per TRC (2015) and BC's Declaration on the Rights of Indigenous Peoples Act (2019).
- As a strong asset for consideration, we are looking for our successful candidate to have; knowledge of social, economic, political and historical realities impacting indigenous communities and familiarity with Indigenous Cultural Safety and anti-racism and accompanying reports (BC DRIPA, TRC, etc.).
What we bring
Every PHSA employee enables the best possible patient care for our patients and their families. Whether you are providing direct care, conducting research, or making it possible for others to do their work, you impact the lives of British Columbians today and in the future. That’s why we’re focused on your care too – offering health, wellness, development programs to support you – at work and at home.
- Join one of BC’s largest employers with province-wide programs, services and operations – offering vast opportunities for growth and development.
- Access to professional development opportunities through our in-house training programs, including +2,000 courses, such as our San’yas Indigenous Cultural Safety Training course, or Core Linx for Leadership roles.
- Enjoy a comprehensive benefits package, including municipal pension plan, and psychological health & safety programs and holistic wellness resources.
- Annual statutory holidays (13) with generous vacation entitlement and accruement.
- PHSA is a remote work friendly employer, welcoming flexible work options to support our people (eligibility may vary, depending on position).
- Perks include access to fitness classes and discounts to 350 BC-wide recreational programs, travel, technology, car and bike sharing, and more.
Job Type: Temporary Full-Time, End date: 12/29/23
Wage: 29.64/hr.
Location: 1867 W. Broadway, Vancouver BC V6J 1Y5
Hours of Work: 700-1500, Mon-Fri
Requisition # 144762
What we do
The Provincial Health Services Authority (PHSA) plans, manages and evaluates specialized health services with the BC health authorities to provide equitable and cost-effective health care for people throughout the province. Our values reflect our commitment to excellence and include: Respect people – Be compassionate – Dare to innovate – Cultivate partnerships – Serve with purpose.
Learn more about PHSA and our programs: jobs.phsa.ca/programs-and-services
PHSA is are committed to employment equity, encouraging all qualified individuals to apply. We recognize that our ability to provide the best care for our diverse patient populations relies on a rich diversity of skills, knowledge, background and experience, and value a safe, inclusive and welcoming environment.
ATTN: PHSA Employees:
To be considered as a PHSA employee (internal applicant) for this position,
you must apply online via your internal profile at http://internaljobs.phsa.ca
Please note the internal job posting will no longer be accessible after the expiry date of
May 5, 2023. If the internal job posting has expired, please contact the Internal Jobs Help Desk and advise that you would like to be considered as a late internal applicant for this position.
Please do not apply for the external job posting.
If you have not registered your internal profile, a password is required to log in for the first time. To obtain your password, please contact the
Internal Jobs Help Desk at 604-875-7264 or 1-855-875-7264. Please note regular business hours are Monday – Friday (excluding stats), 8:30am to 4:30pm. For inquiries outside of regular business hours, please email the Internal Jobs Help Desk at internaljobshelpu@phsa.ca and a Help Desk Representative will contact you the next business day.
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