Portfolio Clerk Scheduling, BC Cancer

Scheduling Clerk

BC Cancer

Vancouver, BC

Reporting to the Team Leader, Scheduling & Timekeeping Services, the Portfolio Clerk-Scheduling is responsible for performing scheduling & timekeeping duties for a portfolio including 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, 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.

What you’ll do

• Prepares and posts staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available.
• Makes arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, making any necessary calculations, such as patient-staff ratios, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answers inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required.
• Allocates and calls 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. Notifies the Operations Manager of vacancies not filled and/or any difficulties, and posts designated hours according to departmental procedures.
• Receives and processes 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. Receives and processes requests for leave of absence and/or terminations, makes necessary calculations, completes documentation according to established timeframes and departmental procedures and forwards to applicable Operations Manager for approval; sends information to Employee Engagement as applicable.
• Liaises with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes.
• Assists Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled.
• Maintains related records and documentation such as attendance records, leave requests, and relief staff availability.
• Maintains equipment and stationary needs by performing duties such as replacing toner cartridge and film, arranging for repair when required, ordering supplies, completing various requisitions, obtaining authorizing signature as required, and forwarding requisitions to internal department.
• Types a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets.
• Provides 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.
• Provides 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.
• Performs other related duties as assigned.
  
  

What you bring

Qualifications

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

Core Competencies

• Brings an understanding of the Indigenous specific racism and the broader systemic racism that exists in the colonial health care structure, and has demonstrated initiatives in breaking down barriers and ensuring a safe environment ensuring a sense of belonging to all and informed by Indigenous Cultural Safety.
• Awareness of social, economic, political and historical realities of settler colonialism on Indigenous Peoples and familiarity with addressing Indigenous-specific anti-racism, anti-racism and Indigenous Cultural Safety and foundational documents and legislative commitments (the Declaration Act, the Declaration Action Plan, TRC, IPS, Remembering Keegan, etc.).

Skills and Abilities

• 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 
• Demonstrates a commitment to beginning and/or continuing their personal learning journey related to Indigenous-specific racism and dismantling systems of oppression, as well as addressing racism more broadly. Shows willingness to articulate and share their learning experiences to contribute to a culture of motivation and inspiration among peers.
• Demonstrates foundational knowledge of the social, economic, and political realities of settler-colonialism and its impacts on Indigenous peoples and equity-deserving groups within social and health contexts. Understands the impact of social determinants of health-on-health outcomes. Shows a commitment to learning about and upholding legislative obligations and provincial commitments outlined in foundational documents such as the Truth & Reconciliation Commission’s Calls to Action (2015), In Plain Sight (2020), BC's Declaration on the Rights of Indigenous Peoples Act (2019), United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP), Reclaiming Power and Place: Missing and Murdered Indigenous Women & Girls Calls for Justice (2019), the Declaration Act Action Plan, Remembering Keegan: A First Nations Case Study, the BC Human Rights Code, Anti-Racism Data Act, and the Distinctions Based Approach.

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, development, and recognition programs that honour the commitment and contribution of all employees.
• 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).
• Access to WorkPerks, a premium discount program offering a wide range of local and national discounts on electronics, entertainment, dining, travel, wellness, apparel, and more.

Job Type: Regular, Full-Time 
Wage: 1795 Willingdon Avenue, Burnaby BC, V5C 6E3 
Location: 4500 Oak Street, Vancouver BC V6H 2N9
Closing Date: Applications accepted until position is filled
Hours of Work: Monday - Friday; 700-1500
Requisition #: 188732E