Program Scheduler (Full Time Permanent)

Carefor Health & Community Services; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Benefits offered by this job

HOOPP pension plan

Great benefits

Flexible schedule

Paid orientation

Professional development

Job summary

Carefor Health & Community Services in Ottawa is seeking a Program Scheduler to develop and maintain the master rotation for Homemakers and PSW staff across Champlain. The role ensures staffing coverage by responding to absences and coordinating with contracted service providers.

The successful candidate will have 2–3 years scheduling experience, be proficient in MS Office, and hold a high school diploma. Bilingualism in French is required, with HOOPP benefits and a flexible schedule.

Qualifications

• 2–3 years scheduling experience required.
• Proficiency in MS Office programs (Outlook, Word, Excel).
• Experience scheduling within collective agreements/ labour standards is an asset.
• Bilingualism in French is a requirement.

Responsibilities

• Respond to and manage employee absences to ensure client visits are assigned.
• Coordinate orientation/training for new staff in applicable programs.
• Create and distribute master rotations and schedules.
• Provide timely information to field staff, contracted providers, and clients to ensure staffing meets service delivery needs.
• Ensure compliance with health and safety policies and procedures.

Skills

Scheduling

MS Office

Office administration

Bilingual French

Communication

Education

High school diploma

Tools

Alayacare

Caredove

Job description

Carefor is Eastern Ontario’s largest home care and community support services not-for-profit, with over 1,200 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897.

For our staff, we are proud to help them be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule, we’re looking out for you and your family. At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives.

Under the direction of the Manager, Client Care, Homemaking & Going Home, the Program Scheduler works as part of the Client Services Team to implement Carefor’s approved and prescribed processes to develop and maintain the master rotation for Homemakers and PSW staff across Champlain.

• Responds to and manages employee absences to ensure client visits are assigned
• Acts as support contact to contracted service providers
• Completes all required tasks to ensure there is adequate staff scheduled to meet service requirements, which involves anticipating and monitoring needs and initiating appropriate action
• Provides work schedules and grants time off to staff in consultation with Manager, while working within the provisions of program policy and procedures
• Works in liaison with the Manager to inform of any scheduling and/or contracted service provider issues
• Supports waitlist management principles
• Coordinates orientation/training for new staff in applicable programs
• Creates and distributes various schedules and master rotations
• Provides timely information, using technology (Alayacare, Caredove, telephone, e-mail, voicemail), to field staff, contracted service providers, co-workers, supervisors, and clients, ensuring staff scheduling meets service delivery needs
• Gathers and prepares program statistics as required - staffing numbers, admissions
• Contributes to the principles of customer-focused service and continuous quality improvement
• Handle time sensitive incoming staffing and/or client requests (time off, hospitalization, complaints)
• Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures, and participates in training as required
• Minimum high school diploma
• Minimum 2-3 years scheduling experience
• Minimum 2-3 years scheduling experience in supporting contracted service providers
• Experience scheduling within the confines of collective agreements and labour standards
• Proficiency in MS Office programs, including Outlook, faxing software, and database management
• Must have office administration or office information technology expertise
• Experience in clinical environment is considered an asset
• Bilingualism (spoken French) is a requirement

Competencies

• This position requires someone with the ability to deal with issues and tasks proactively and simultaneously, with a calm demeanour and a customer centric approach.
• Good organizational, time management, time management, and prioritization skills.
• Proven ability to work both independently as well as collaboratively as part of a team and with managers/supervisors
• Well-developed communication skills (English) both oral and written
• Ability to proactively provide effective, timely solutions.
• Ability to plan, organize, and coordinate activities in a fast paced environment
• Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
• Employee Group Benefit Plan
• Paid Orientation
• Paid professional development and training
• Employee Assistance Program

Carefor is committed to providing an inclusive, barrier-free recruitment and selection process. Please let us know in your application if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.