Admin II - Physician Scheduler

Sioux Lookout First Nations Health Auth; Sioux Lookout; On-site; CAD 63,000 - 84,000; Full time

Job summary

Sioux Lookout First Nations Health Authority is hiring an Admin II - Physician Scheduler to oversee the day-to-day regional scheduling for Physician Services Inc. The role includes coordinating monthly physician schedules, maintaining PetalMD data, and liaising with physicians and leadership to ensure timely updates and accuracy.

The successful candidate will have an office administration background, strong organizational and communication skills, and familiarity with health scheduling

Qualifications

• Certificate/Diploma in Office Administration is an asset.
• Minimum 1 year of administrative or clerical experience is required.
• Knowledge of Health Force Ontario and Emergency Department Locum.
• Proficient with Microsoft Office (Word, Excel).
• Working knowledge of PetalMD scheduling software.

Responsibilities

• Create and maintain physician monthly schedules in consultation with leadership.
• Input and maintain resident and learner schedules in PetalMD.
• Engage with permanent and locum physicians to fill shifts.
• Keep PetalMD accurate with on-call contact information.
• Maintain EDLP shift scheduler and communicate changes to stakeholders.
• Attend department meetings and communicate updates to the team.

Skills

Office administration

Microsoft Office

Scheduling software

Time management

Independent work

Interpersonal skills

Confidentiality

Decision making

Project management

Communication

Cultural awareness

First Nations dialects

Education

Office administration certificate/diploma

Tools

PetalMD scheduling software

Job description

Description

Salary Range:$62,867 - $84,442 Annually

Position Type:Full-time

Posting Type: This job posting is for an existing vacancy

Closing Date: September 29, 2026 @8:30a.m. CST

Job Summary:
The Admin II - Physician Scheduler is responsible for the day-to-day operations of advanced scheduling of regional Physician Services Inc. (SLRPSI).

Under the Sioux Lookout First Nations Health Authority (SLFNHA) Physician Services management agreement, the Admin II - Physician Scheduler's role works within the vision, mission and values of the Sioux Lookout Regional Physicians’ Services Inc. (SLRPSI) supporting the delivery of regional physician services to the Sioux Lookout Area and 31 First Nation communities, Sioux Lookout region).

Accountability

The Admin II - Physician Scheduler is directly accountable to the Supervisor - Physician Contracts.

Qualifications:

• Certificate/Diploma in Office Administration is an asset
• Minimum 1 year of administrative or clerical experience is required
• Knowledge of Health Force Ontario and Emergency Department Locum
• Program programs will be considered an asset
• Proficient with Microsoft Office (Word, Excel) Products
• Working knowledge of databases and/or scheduling software
• Superior time management, organizational and administrative skills
• Ability to work independently to meet aggressive deadlines and manage multiple priorities while continuing to pay close attention to detail
• Ability to establish and maintain effective working relationships
• Ability to manage confidential and sensitive material in strict confidence
• Ability to problem solve and have strong decision-making skills
• Possess project management skills
• Proactive role in advancements of schedule communication and programs
• Possess excellent interpersonal and communication skills (both verbal and written)
• Must have experience and understanding of Native culture, and the geographic realities and social conditions within remote First Nation communities
• The ability to perform the requirements of the position on a regular basis
• Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment).
• Ability to communicate in one of the First Nations dialects in the Sioux Lookout Zone is an asset.

Roles and Responsibilities:

• Create, complete, update, maintain and distribute the Physician’s monthly preferred work schedule, based on guidelines and in consultation with scheduling team and supervisor and selected Physicians leadership.
• Collect, input and maintain resident and learners schedules in PetalMD regional scheduling software.
• Proactively engage with permanent and locum Physicians to fulfil the to be announced (TBAs) shifts in the Physician’s schedule.
• Ensure PetalMD is kept accurate at all times, with public and visible on-call contact information of Physician providers. Maintenance of PetalMD group members and teams; removal in active users and enter accurate start and end dates for locum assignments.
• Maintain and update the Emergency Department Locum Program (EDLP) Shift Scheduler and communicate changes with all stakeholders.
• Communicate weekly schedule revisions as necessary to various stakeholders via phone, email, fax and text.
• Maintain and update First Nations contact information including phone and fax numbers.
• Maintain tracking spreadsheets as required and requested; communicate practice needs to Physicians, scheduling team and supervisor as required.
• Collaborate with administration, supervisor, Physicians and Management to enhance the scheduling process.
• Sensitive and confidential material must be processed and secured in strict accordance with SLFNHA policies.
• Maintain SLRPSI mandated services statistical information ie. North Community Day Allocation, current TBA listing and others as deemed necessary.
• Ensure nursing stations are kept up to date on all scheduled Physician Nation visits, confirm accommodations and maintain clear documentation of all communications and confirmations.
• Attend all department meetings to communicate updates on new and returning locums, Emergency Department Locum Program (EDLP) and Broader Network Physicians.
• Provides back up support to Physician Services Provider Organization’s (PSPO’s) when required to ensure PetalMD is updated in a timely manner.
• Collect, enter, and maintain up-to date on-call schedules, including but not limited to Obstetrics, Surgeon, Psychiatry, Pediatrics and Internal Medicine.
• Add applicable allied health schedules (dental, optometry, and general practitioner specialty clinics) to PetalMD.
• Submit relevant updates and contribute content for inclusion to the monthly Physician Newsletter.
• Participate in a rotational after hours on-call schedule.
• Participate in a rotational schedule for transporting Physicians to and from accommodations upon arrival in Sioux Lookout.
• Provide assistance with special projects when required and any other duties as assigned.

Sioux Lookout First Nations Health Authority focuses on hiring Indigenous employees whenever possible.
Candidates are encouraged to self-identify on their application. Self-identification is voluntary and the information is used to assist SLFNHA in hiring Indigenous people from the region whenever possible and to support candidates in their application.

Working Conditions

• Prolonged sitting
• Frequent use of computer, keyboard and mouse
• Prolonged viewing of computer screens
• Must be willing to relocate to Sioux Lookout
• Must be willing and able to work flexible hours.
• Required to work days, sometimes evenings and weekends, if necessary.
• Preapproved overtime as required

We offer competitive and comprehensive employment benefits to Full-Time employees: