Scheduler

Retirement Concepts; Courtenay; On-site; CAD 30,000 - 39,000; Full time

Job summary

West Coast Seniors Housing Management is seeking a dedicated Scheduler to ensure consistent staffing at our community. You will manage shift coverage, update seniority lists, and coordinate with managers on scheduling while handling data entry for payroll.

The role requires proficiency in Excel/Word, English, and the ability to work in a team-focused environment. You will also support administrative duties, maintain timekeeping records, and assist with resident billing and onboarding tasks,

Qualifications

• Grade 12 education or equivalent with recent, two years related experience or an equivalent combination of education, training or experience.
• Scheduling experience in a unionized environment an asset.
• Interpreting and applying collective agreement language in a unionized environment preferred.
• Basic accounting and payroll experience an asset.
• Experience preparing medium to large payrolls an asset.
• Ability to plan, organize and prioritize with multiple critical timelines.
• Ability to work independently and in cooperation with others.
• Computer literate with intermediate to advanced Excel and Word.
• Ability to read, write and speak English proficiently and understand verbal and written instructions.
• All successful applicants must pass the vulnerable sector Criminal Record Check applicable to Provincial guidelines.
• Must be in good health, physically able to perform the duties of the job which include sitting and computer work for extended periods.

Responsibilities

• Be an engaged collaborative team player, developing and maintaining professional relationships to support the organizational culture.
• Follows collective agreement scheduling procedures by arranging shift coverage for short calls and planned absences.
• Maintain and update seniority lists as per collective agreement.
• Data entry into schedule and payroll system.
• Liaises with department managers on scheduling needs and reviews rotations.
• Maintains timekeeping records for payroll and employee contact details.
• Reception coverage as required.
• Greets residents, visitors, staff and volunteers courteously.
• Answers and transfers telephone calls pleasantly and professionally.
• Takes appropriate messages when necessary.
• Follows community policies and procedures.
• Support other departments in administrative capacity when possible.
• Reviews unfilled shifts and staff availability concerns.
• Assist and cross-train with Administrative Coordinators on resident billing, payroll, onboarding.
• Organize meetings and meeting rooms for other departments.
• Attend community and education programs.
• Maintain safe environment through accident prevention, emergency procedures, infection control.
• Performs other related duties as required.

Skills

Scheduling

Union experience

Interpreting collective agreements

Payroll basics

Time management

English proficiency

Education

Grade 12 or equivalent

Tools

Excel

Word

Job description

This position is covered under the HEABC wage levelling. Please note the wage is currently being adjusted and topped up by the government and the displayed wage is therefore reflective of such initiative.

About Us

At West Coast Seniors Housing Management, we see our communities as a family and we are equally committed to our residents and our staff. We provide an engaging work environment and treat each other with respect and dignity. We invest in the growth and development of our teams to actively participate in the creation of memories and moments that matter to our residents.

About the Role

The Scheduler reports to the General Manager and/or designate and is responsible for all aspects of scheduling to ensure that the community has adequate staffing levels at all times to serve all persons in care.

Responsibilities

1. Be an engaged collaborative team player, developing and maintaining professional relationships that support and strengthen the organizational culture and purpose.

2. Follows various collective agreement scheduling procedures by arranging shift coverage for short calls and longer term planned absences.

3. Maintain and update seniority lists as per collective agreement.

4. Data entry into schedule and payroll system.

5. Liaises with department managers on scheduling needs including reviewing and adjusting employee rotations as needed.

6. Maintains timekeeping records for staff for payroll purposes, as well as, maintaining related records such as staff names, addresses, phone numbers and availability for work.

7. Reception coverage as required.

8. Greets and communicates with all residents, visitors, staff, and volunteers in the community in a courteous and professional manner.

9. Answers and transfers all telephone calls in a pleasant, friendly, and helpful manner.

10. Takes appropriate messages when necessary.

11. Follows policies and procedures of the community.

12. When possible support other departments in an administrative capacity.

13. Reviews and reports unfilled shifts, casual call in list, and staff availability concerns as applicable.

14. Assists and cross- trains with the Administrative Coordinators as required in the clerical aspects of resident billing, comfort fund, invoicing, payroll, employee files and onboarding paperwork.

15. Organizing meetings and meeting rooms for other departments as required.

16. Attends and participates in community and education programs.

17. Maintains a safe environment for residents, family and staff, through:

• accident prevention,
• knowledge of emergency procedures and regulations,
• the safe use of supplies and equipment and reporting when repairs are necessary, and
• Utilizing infection control procedures

18. Performs other related duties as required

Qualifications and Skills

1. Grade 12 education or equivalent with recent, two (2) years related experience or an equivalent combination of education, training or experience.

2. Scheduling experience in a unionized environment an asset.

3. Prior experience in interpreting and applying a collective agreement language in a unionized environment, preferred.

4. Basic accounting and payroll experience an asset.

5. Experience preparing medium to large payrolls an asset.

6. Ability to plan, organize and prioritize with multiple critical timelines.

7. Ability to work independently and in cooperation with others.

8. Computer literate with intermediate to advanced Excel and Word.

9. Ability to read, write and speak English proficiently and understand verbal and written instructions.

10. All successful applicants must pass the vulnerable sector Criminal Record Check applicable to Provincial guidelines.

11. Must be in good health, physically able to perform the duties of the job which include sitting and computer work for extended periods of time.

West Coast Seniors Housing Management

is an equal opportunity employer.