Scheduler

The Salvation Army Canada and Bermuda Territory; Victoria; On-site; CAD 29,000 - 44,000; Full time

Job summary

The Salvation Army Canada and Bermuda Territory is seeking an organized Administrative Coordinator to manage scheduling, timekeeping, and staffing coordination across care facilities. You will support managers, monitor attendance, and ensure accurate records while maintaining compassionate service.

Reporting to the Operations team, this role involves updating scheduling systems, handling shift changes, and assisting with emergency staffing.

Qualifications

• Grade 12 diploma; administrative courses preferred.
• Minimum 3 years related administrative or financial experience.
• Ability and willingness to undergo required background checks (The Salvation Army Abuse Registry) and provide an original copy.

Responsibilities

• Staffing Coordination: Work with Managers to ensure adequate staffing levels.
• Staffing Coordination: Continuous Operation: Support scheduling to avoid service disruptions.
• Schedule Updates: Input and update schedules in scheduling systems.
• Schedule Updates: Verify accuracy of schedule data.
• Shift Changes and Attendance: Maintain a detailed log of shift changes.
• Shift Changes and Attendance: Track and update attendance data.
• Emergency Staffing: Immediate response to staffing needs; develop contingency plans.
• Training Records: Track in-service training participation for employees.
• Timekeeping System Management: Input accurate attendance data into the system; ensure data integrity.
• Attendance Tracking and Reporting: Monitor leave types and analyze attendance patterns.
• Shift Adjustments and Approvals: Update schedules; manage overtime and shift exchanges.
• Policy Compliance: Ensure records comply with agreements; report irregularities.
• Employee Communication: Notify employees of discrepancies; provide guidance on attendance rules.

Skills

Customer service

Typing

Office equipment

Time management

English communication

Physical stamina

Education

Grade 12 diploma

Tools

Microsoft Office

Scheduling software

Job description

Who We Are

For more than 130 years, The Salvation Army has served people in need in communities across Canada and Bermuda. Building on our roots as a world-wide Christian church, each year we help more than 2 million people, providing necessities such as food, clothing and shelter. In addition, we support people experiencing unemployment, addiction and family challenges. We continually adapt and innovate to meet emerging needs and live out our mission, vision and values of hope, service, dignity and stewardship. As a faith- and values-based organization, we hire and serve people of all backgrounds and walks of life - there is a place for everyone to belong here.

Mission Statement

The Salvation Army exists to share the love of Jesus Christ, meet human needs and be a transforming influence in the communities of our world.

Job Description:

POSITION PURPOSE SUMMARY:

Responsibilities of the position include receiving visitors, answering telephones, scheduling and time and attendance for all departments, Staffing coordination, emergency staffing, timekeeping system management, shift adjustment and approvals and providing clerical support to facility personnel.

KEY ACCOUNTABILITIES:

Staffing Coordination

• Collaboration: Work with Managers to ensure adequate staffing levels.
• Continuous Operation: Support scheduling to avoid service disruptions.

Schedule Updates

• Workday Management: Input and update schedules in scheduling systems.
• Verification: Ensure accuracy of schedule data.

Shift Changes and Attendance

• Shift Logs: Maintain a detailed log of shift changes.
• Attendance Records: Track and update attendance data.

Emergency Staffing

• Immediate Response: Contact Managers or RNs for urgent staffing needs.
• Contingency Planning: Develop plans for unexpected staffing shortages.

Training Records

• Log Maintenance: Track in-service training participation for employees.

Timekeeping System Management

• Record Maintenance: Input accurate attendance data into the system (Responsible for Care Aide).
• Data Integrity: Regularly audit records for consistency (Responsible for Care Aide).

Attendance Tracking and Reporting

• Leave Management: Monitor vacation, sick days, and other leave types (Responsible for Care Aide).
• Trend Analysis: Prepare reports on attendance patterns (Responsible for Care Aide).

Shift Adjustments and Approvals

• Schedule Changes: Update schedules to reflect approved adjustments (Responsible for Care Aide).
• Overtime Management: Log and track overtime hours.
• Shift Exchange Management: Log and track shift exchange hours.

Policy Compliance

• Monitoring: Ensure all records comply with agreements and policies.
• Reporting: Alert management to attendance irregularities.

Employee Communication

• Discrepancy Notifications: Communicate errors and corrections to employees.
• Guidance: Educate employees on attendance rules.

Additional Responsibilities

• General Contribution: Perform other related duties as required, enhancing the overall efficiency and professionalism of the office.

Health & Safety:

The incumbent’s work environment is typically located at care facilities. The incumbent will work under the following disagreeable conditions:

• Dealing with crisis situations
• Dealing with difficult residents The incumbent has no travel required.

Exposure to Hazards:

The job incumbent may be exposed to the risk of minor to moderate risk of injury or illnesses due to:

• Exposure to infectious diseases
• Other potentially dangerous situations (rare)

Precautionary Measures:

The incumbent must take the following precautionary measures (in addition to health and safety rules):

• Universal Precautions
• Hand wash with anti-bacterial soap
• Aware of resident’s issues
• Non-violent crisis intervention training

Education and Experience Qualifications:

Education, Qualifications and Certifications:

• Grade 12 diploma. Administrative courses preferred.
• Minimum 3 years related experience in an administrative and/or financial position.
• Ability and willingness to undergo applicable screening and background checks successfully that are satisfactory to The Salvation Army, in its sole discretion (i.e., The Salvation Army Abuse Registry) and provide an original copy of a Background Check screening.

Skills and Capabilities

• Friendly, outgoing attitude and good customers service skills.
• Ability to type and utilize a variety of computer software applications effectively.
• Ability to operate related equipment.
• Ability to organize & prioritize work, meeting deadlines.
• Ability to communicate effectively in English - both verbally and in writing.
• Physical ability to carry out duties of this position.

PHYSICAL EFFORT/DEXTERITY REQUIRED:

The performance of the job requires a moderate amount of standing, walking, physical intervention, and some data input.

The incumbent is required to lift less than 20 pounds.

CONCENTRATION REQUIRED:

The performance of the job requires attentive listening, analyzing, and helping employees regarding to schedule.

Compensation:

The target hiring range for this position is $21.28 to $26.60 with a maximum of $31.92.

Placement in the salary range will be based on factors such as market conditions, internal equity, and candidate experience, skills, and qualifications relevant to the role.

The Salvation Army will provide reasonable accommodation upon request. Please email [e-mail] if you have a need for any accommodation and we will be pleased to discuss this with you.