Client Service Associate - Planning & Scheduling - Full-time

VON Canada (Nova Scotia); New Minas; On-site; CAD 40,000 - 50,000; Full time

Job summary

A health care organization in New Minas is seeking a full-time Client Services Scheduler. You will be responsible for scheduling client visits and maintaining daily operations in a fast-paced environment. The ideal candidate has strong organizational skills, experience in customer service, and proficiency in scheduling software. This position offers competitive benefits and a dynamic work environment.

Benefits

Competitive salaries

Health and dental benefits

Defined Benefit Pension Plan

Opportunities for skill development

Qualifications

• Detail-oriented approach in a dynamic environment required.
• High proficiency in office software.
• Previous customer service and scheduling experience considered an asset.

Responsibilities

• Assign client visits to nursing staff based on client needs.
• Receive and process client referrals, respond to inquiries.
• Ensure sufficient staffing levels and quality client care.

Skills

Customer service orientation

Problem-solving

Proficiency with MS Office

Scheduling software experience

Education

High School Diploma

University/College education preferred

Office Administration Certificate

Tools

Procura

Database management software

Job description

Requisition Details: Employment Status: Regular, Full-time (1.0 FTE) | Program Name: Client Services | Number of Hours Bi-Weekly: 75 | Work Schedule: Days, Evenings, Weekends | Union/Bargaining Unit: NSGEU | On-Call: No | Existing Vacancy: Yes - we're currently hiring candidates for an existing vacancy in this position.

Looking for a career in health care that provides you with an opportunity to make a difference in your community? If you are tech-savvy, customer service-oriented, and enjoy problem-solving in a fast-paced environment, we have a career in planning and scheduling for you. Join our Client Service Team today!

About us: VON provides home and community care to more than 10,000 people every day in Ontario and Nova Scotia. As a registered charity and not-for-profit, our organization is all about the difference we can make in people’s lives. Working at VON is more than just a job, it is a career that impacts how Canadians live. Our Client Service Team operates 365 days per year and is provided with consistent schedules which have day shifts and an evening and weekend rotation.

What you’ll do:

• Assign client visits to nurses and home support workers using knowledge of local geography, client needs, and continuity of care while following collective agreement guidelines and established planning procedures.
• Daily activities include receiving and processing client referrals and updates, responding to phone inquiries from clients, doctors, service providers, and other agencies, advanced scheduling, daily scheduling changes (i.e., sick calls, client cancelations, new client admissions), and other administrative duties.
• Work closely with team members and management to ensure daily staffing levels are sufficient, and the delivery of quality client care and service are met, as well as forecasting weekly staffing needs.
• Support clients, nurses, and home support workers to ensure delivery of quality care.
• Work in a fast‑paced environment with rapidly changing priorities while meeting daily and weekly scheduling deadlines.
• Ensure that confidential information relating to clients, work colleagues, suppliers, and VON’s operations are properly protected and not disclosed to third parties.
• Other duties/tasks as assigned by manager.

What we offer you:

• Competitive salaries and vacation time.
• Tiered Benefits (health, dental, LTD) & an Employee Assistance Program for eligible employees.
• Defined Benefit Pension Plan with company contribution for eligible employees.
• Comprehensive orientation program.
• Opportunities for skill development, eLearning, and career advancement.
• Experience with new health care technology such as CellTrak and Procura.
• Be part of a health care team that provides support to people in your community and frontline workers.

What you need:

• University/College education preferred, High School Diploma required.
• Office Administration Certificate, Medical Terminology Certificate, or equivalent experience is an asset.
• Proficiency with MS Office programs, Outlook, faxing software, and database management.
• Experience in a logistics or scheduling environment and experience with scheduling software such as Procura is an asset.
• Experience in a health care environment is an asset.
• Previous customer service experience in a contact center environment is considered an asset.
• Experience in a unionized environment is considered an asset.
• A current and original copy of a satisfactory Criminal Records Check is required upon the start of your employment.
• The use of Personal Protective Equipment (PPE) may be required.

Working conditions and physical demands: This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in the role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

Attention Current Employees (Internal Applicants):

If you are applying to a unionized position and you are a member of its bargaining unit, please be aware that this posting may remain open beyond the deadline if there are not enough applicants to fill the position(s). If the posting remains open after the initial deadline, VON may close the posting at its discretion or a rolling deadline equivalent to the posting period specified in your Collective Agreement will be deemed, and each successive period will be treated as a separate posting for purposes of comparing seniority between candidates.

Other commonly searched for terms: Administrative Assistant, Medical Office Administrative Assistant, Clerk, Scheduling Clerk, Scheduler.