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Portfolio Scheduling Clerk

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The Provincial Health Services Authority (PHSA) plans, manages and evaluates selected specialty and province-wide health care services across BC, working with the five geographic health authorities to deliver province-wide solutions that improve the health of British Columbians. PHSA embodies values that reflect a commitment to excellence. These include: Patients first • Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose

PHSA Corporate

Portfolio Scheduling Clerk
Regular Full-time
 (1.00 FTE)
Pay Rate: $24.22/hr
Start Date: 
February 26, 2018
Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. 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.

Examples of Duties/Accountabilities:

1. 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. 

2. 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.   

3. 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. 

4. 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. 

5. Liaises with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes. 

6. 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. 

7. Maintains related records and documentation such as attendance records, leave requests, and relief staff availability.  

8. 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. 

9. Types a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets. 

10. 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. 


Education, Training and Experience 

• Grade 12 and 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. 
• Ability to organize work. 
• Ability to operate related equipment. 
• Physical ability to carry out the duties of the position

We invite you to apply by clicking the "Apply Online Now" button where you can register for the first time or enter your Username and Password in order to re-access your profile on our system.

***Employees of PHSA must apply via the "Internal Application Process".Current PHSA staff who apply to this posting using this external site will be considered with other external candidates.Seniority will not apply.*** 

Please to register your internal profile and apply online for internal jobs.  If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk

Internal competition closesFebruary 16, 2018.Internal applications received after this date will be considered as late applications. 

Applications will be accepted until the position is filled.

For more information on all that the PHSA has to offer, please visit:

PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.

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