NURSING UNIT CLERK

Southbridge Care Homes; Pickering; Hybrid; CAD 26,000 - 36,000; Part time

Job summary

Southbridge Care Homes is seeking a Nursing Unit Clerk at Orchard Villa (Long-Term Care) in Ontario for a part-time day shift (6:30am-2:30pm). The role focuses on scheduling, clerical tasks, and care coordination to support nursing staff and residents.

The incumbent will maintain accurate records, prepare admissions and notices, manage supplies, and participate in quality improvement initiatives within a fast-paced long-term care environment.

Qualifications

• High school diploma required; post-secondary education in office/medical administration or healthcare administration preferred.
• Scheduling or clerical/administrative experience in healthcare or long-term care strongly preferred.
• Knowledge of medical terminology, PCC (electronic health records), and collective agreements an asset.
• Strong organizational, time-management, and multitasking skills in a fast-paced environment.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling/database software.
• Ability to work independently while collaborating effectively with the nursing team.

Responsibilities

• Create, post, and maintain accurate nursing schedules for all shifts, ensuring compliance with staffing regulations, collective agreements, and resident care needs.
• Monitor daily staffing levels and make timely adjustments to ensure safe coverage.
• Track and process staff availability, vacation, sick calls, and leaves of absence.
• Communicate schedule changes, open shifts, and overtime opportunities to staff.
• Assist with replacement calls and coverage during evenings, weekends, and absences.
• Prepare scheduling-related reports (over-time, absenteeism, staffing trends).
• Provide clerical support at the nursing station, including filing, scanning, and chart maintenance.
• Maintain and update resident health cards in PCC; process new cards, renewals, and removals.
• Schedule and organize resident care conferences, prepare notices, contact families/POAs, and ensure materials are ready.
• Prepare admission packages and coordinate documentation with families, physicians, and the care team.
• Receive, distribute, and monitor nursing supplies, equipment, PPE, and forms; maintain accurate inventory.
• Participate in audits (hand hygiene, supply rooms, dignity items, etc.) and support quality improvement and accreditation processes.
• Maintain a professional, organized, and confidential environment at the nursing station.

Skills

Communication

Interpersonal skills

Organization

Time management

Multitasking

Independent work

Team collaboration

Scheduling software

Education

High school diploma

Post-secondary education in office/medical administration or healthcare administration

Tools

Microsoft Office

Scheduling software

PCC (EMR)

Job description

Home/Location: Orchard Villa, Long-term care

Status: Part-Time vacancy, 6:30am - 2:30pm

Wage: $22.44

Southbridge Care Homes provides exceptional acquisition, management, and redevelopment services for long-term care homes and retirement communities across Ontario. Our mission is to maintain a best-in-class portfolio that consistently delivers excellence in care and services while ensuring economic sustainability.

The Nursing Unit Clerk plays a key role in supporting the nursing department by coordinating staffing schedules and providing clerical/administrative support. This position ensures accurate records, effective communication, and smooth daily operations within the long-term care home. The role balances scheduling responsibilities with resident care documentation, admissions support, supply management, and quality improvement initiatives.

Key Responsibilities:

Scheduling & Staffing

• Create, post, and maintain accurate nursing schedules for all shifts, ensuring compliance with staffing regulations, collective agreements, and resident care needs.
• Monitor daily staffing levels and make timely adjustments to ensure safe coverage.
• Track and process staff availability, vacation, sick calls, and leaves of absence.
• Communicate schedule changes, open shifts, and overtime opportunities to staff.
• Assist with replacement calls and coverage during evenings, weekends, and absences.
• Prepare scheduling-related reports (overtime, absenteeism, staffing trends).

Clerical & Administrative Support

• Provide clerical support at the nursing station, including filing, scanning, and chart maintenance.
• Maintain and update resident health cards in PCC; process new cards, renewals, and removals.
• Schedule and organize resident care conferences, prepare notices, contact families/POAs, and ensure materials are ready.
• Prepare admission packages and coordinate documentation with families, physicians, and the care team.
• Receive, distribute, and monitor nursing supplies, equipment, PPE, and forms; maintain accurate inventory.
• Participate in audits (hand hygiene, supply rooms, dignity items, etc.) and support quality improvement and accreditation processes.
• Maintain a professional, organized, and confidential environment at the nursing station.

Knowledge and Skills Required:

• High school diploma required; post-secondary education in office/medical administration or healthcare administration preferred.
• Scheduling or clerical/administrative experience in healthcare or long-term care strongly preferred.
• Knowledge of medical terminology, PCC (electronic health records), and collective agreements an asset.
• Strong organizational, time-management, and multitasking skills in a fast-paced environment.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and scheduling/database software.
• Ability to work independently while collaborating effectively with the nursing team.

Working Conditions

• Based in an office or nursing station within the long-term care home.
• Frequent interaction with residents, families, staff, physicians, and leadership.
• Regular use of computer systems, scheduling software, and telephones.
• May be required to work flexible hours (days, evenings, weekends, and statutory holidays) to address urgent staffing needs.
• Fast-paced environment with frequent interruptions and competing priorities.
• Occasional walking throughout the home to communicate with staff and deliver supplies; light lifting of materials may be required.
• Exposure to confidential and sensitive information, requiring discretion and professionalism at all times.

Southbridge Care Homes welcomes those applicants with disability related needs and those whom a need for accommodation in the recruitment process.