FT - Administrative Assistant (Scheduler 2)

Shepherd Village Inc.; Toronto; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player in senior care is seeking an Administrative Assistant to support the Nursing Department. This role involves scheduling, maintaining staff relations, and ensuring compliance with policies. The successful candidate will thrive in a collaborative environment, contributing to the well-being of seniors. With competitive compensation and comprehensive health benefits, this position offers a chance to make a significant impact in a supportive community. Join a team that values your contributions and promotes work-life balance through generous vacation and sick time policies.

Benefits

Comprehensive Extended Health Care

Dental Coverage

Employer Paid Life Insurance

Paid Sick Time

Enhanced Vacation Time

Matching Contributions to RRSP

Location on Major Transit Line

Qualifications

• Certificate or Diploma in Business or Medical Secretarial course.
• Previous administrative and healthcare experience preferred.

Responsibilities

• Maintain efficient performance and amicable relations with staff and residents.
• Create and post accurate staff schedules ensuring compliance with policies.
• Review and verify hours in staff timecards for payroll processing.

Skills

Administrative Experience

Healthcare Experience

Microsoft 365

Excel Proficiency

Time and Attendance Systems

Education

Certificate in Business

Medical Secretarial Course

Job description

Organization Background

Shepherd Village is Toronto’s largest not-for-profit senior community and has been dedicated to the well-being of seniors since 1961. We’re committed to meeting the changing physical, spiritual and social needs of seniors through quality care and compassionate service. Everything we offer is designed to enhance the quality of life and peace-of-mind of our residents, and their family and friends.

Shepherd Village is currently accepting applications from qualified candidates for the position of Administrative Assistant (Scheduler 2). This position is from 8 am to 4 pm and every other weekend

What You Will Work On

Reporting to the Director of Care, the successful applicant will perform administrative and staff scheduling required by Shepherd Lodge Nursing Department, showing proficiency in general office and communication procedures, Word processing, spreadsheets, and computer programs, including Time and Attendance.

What You Can Expect From Us

• Great culture as confirmed by the Organization having receive the Great Places to Work certification in October 2024.
• An opportunity to participate in and contribute to the work of the largest seniors care community in Toronto.
• Competitive compensation.
• Comprehensive Extended Health Care and Dental coverage.
• Employer paid Life insurance benefits; employee paid long-term disability insurance.
• Paid sick time.
• Enhanced with vacation time plan plus additional float days each year supporting work-life balance.
• Matching contributions to a group RRSP.
• Location on a major transit line with a bus stop positioned at the Organization’s property.
  
  

How You’ll Create Impact

• Maintains efficient and effective performance in all aspects of the position, maintaining amicable relations with staff, residents, family members, and other responsible parties.
• Upload nursing Master schedules, create and post accurate staff schedules, ensuring all lines are filled as per collective agreements and SV policies and procedures.
• Organizes replacement staff as required per the pre-scheduling and call-in procedures.
• Liaise with the Human Resources Department, advising when “lines” become vacant for job posting purposes and keeping track of postings and assignments (permanent and temporary).
• Review and verify hours in staff timecards to ensure the accurate processing of payroll and wages.
• Monitors the usage of nursing hours and reports variances to the Director of Nursing.
• Review and confirm the accuracy of nursing agency invoices for approval signatures.
• Assist the Director of client care services when required.
• Takes minutes of meetings, as assigned.
• Work alongside the Scheduler, ensuring all shifts are filled before shift change.
• Other duties as assigned.
  
  

What Are Your Skills And Experience

• Certificate / Diploma in Business, Medical Secretarial course, or equivalent combination of education and experience.
• Previous administrative experience required.
• Previous healthcare experience preferred.
• Microsoft 365, with high proficiency in Excel.
• Experience with Time and Attendance/Scheduling systems preferred.
  
  

How To Apply

Interested candidates should apply at: https://shepherdvillage.org/work-here/

Deadline: May 14, 2025

We thank all applicants for their interest, however, only those selected for an interview will be contacted.

We are committed to accessibility in the candidate application and selection process. Requests for accommodation can be made at any stage of the recruitment process, providing the applicant has met the bona-fide requirements of the vacant position. Applicants are asked to please make their accommodation requirements known when contacted.

Successful candidates must provide a complete and current (i.e. within six months prior to hire date) Vulnerable Sector Check (including a Criminal Background Check) or be willing to obtain one.

This position is from 8 am to 4 pm and every other weekend.