Scheduler/Administrative Support/PAD Assistant

Grey County; Owen Sound; On-site; CAD 55,000 - 75,000; Full time

Job summary

Grey County's Paramedic Services Department is hiring a permanent full-time Scheduler/Administrative Support/PAD Assistant. The role focuses on scheduling all paramedic staff and providing admin support to the PS department and the PAD program.

Responsibilities include managing confidential documents, payroll data, and coordinating with managers and MOHLTC. The position requires post-secondary Office Administration training and strong organizational skills.

Qualifications

• Post-secondary education in Office Administration (1 year college program).
• Excellent keyboarding and math skills.
• Experience with computers, clerical and accounting procedures.
• Good interpersonal skills.
• Knowledge of scheduling and accounting software.
• Ability to maintain confidentiality.
• Ability to work independently.

Responsibilities

• Schedule all paramedic employees and manage scheduling software.
• Provide administrative support to the PS department and PAD program.
• Prepare and file confidential documents and payroll information.
• Attend team and management meetings as directed.
• Coordinate payroll, MOHLTC, and base hospital hiring documentation.
• Answer inquiries and liaise with staff and the public.

Skills

Keyboarding

Math skills

Interpersonal skills

Clerical experience

Accounting procedures

Confidentiality

Independence

Scheduling software

Education

Office Administration (1 year college)

Tools

Scheduling software

Accounting software

Office equipment

Job description

The Paramedic Services Department is hiring a permanent full-time Scheduler/Administrative Support/PAD Assistant. This recruitment is for a current vacancy.

Purpose

Responsible for scheduling all paramedic employees and to provide administrative and clerical support services to the PS department. Also provides administrative support to the Public Access Defibrillation (PAD) Program.

Responsibilities

General

• Lead and coordinate all components of scheduling human resources for the PS department.
• Provides administrative support to the PS department.
• Provides administrative support to the PAD program.
• Sorts and files confidential documents. For example; Ambulance patient care call reports, payroll information, investigations involving paramedic staff, and incident/occurrence reports.
• Preparing drafts and updating operational manuals and forms as directed and distributing same to staff.
• Attend applicable team meetings and management meetings as directed.
• Backup for coordinating management and labour management meetings. For example; books rooms, typing and distributing agendas and minutes, maintaining files, ordering refreshments, etc.
• Backup for booking appointments for Managers.
• Backup for coordinating the completion of documentation in conjunction with various Managers, for payroll, MOHLTC, Base Hospital regarding the hiring of new staff.
• Directs telephone inquiries, complaints and emergencies to proper staff.
• Professionally deals with County paramedic employees, the public and their concerns.

Financial Accountability

• Receives and codes invoices to the correct G/L account for signing by the Director.

• Ensures staff expense forms include all required information for approval and are submitted to the Director.
• Determines eligibility for paramedic meal allowances as per collective agreement.
• Responsible for data entry of accounts payable invoices into the accounting software.

Payroll

• Responsible for completion for payroll of full time and part time paramedics, backup for administrative staff within the scheduling software, and ensuring that accurate payroll information is entered.
• Responsible for balancing payroll in the accounting software and ensures data is accurate.
• Responsible for maintaining staff union and non-union tracking of banked hours, vacation and sick time.
• Responsible for completion of seniority lists and to update in the scheduling software.

Human Resources

• Responsible for maintaining a data base for Human Resources Inventory as per the legislation regarding qualifications as outlined in the Ambulance Act, R.R.O 257/00.
• Prepares reports, correspondence and presentation material, etc. relating to maintenance of staff qualifications.
• Responsible for maintaining personnel records in a confidential manner.
• In accordance with the collective agreement, develop and maintain staffing schedules including co-ordination of the replacement of staff as required for the monthly and daily scheduling needs.

Scheduling of Employees as shifts occur after the posted Schedule

• Maintains and coordinates the scheduling software which includes; maintaining up to date contact information for each paramedic, maintaining and updating accuracy for each paramedics schedule, ensuring end of shift overtime and overtime shifts are accurate.
• Preparation of schedule for all paramedics each month, maintaining and updating as changes occur.
• Shift scheduling for replacing sick and ensuring that the Supervisors are aware of needs.
• Maintaining paramedic availability format for managers and staff, to use for shift replacement.

Provides backup administrative support to the Quality Assurance Manager, Operations Manager and Duty Supervisors

• Assists in completing purchase orders for equipment, etc. as per the department’s requirements.
• Assists with maintaining accurate records on all ambulances in Maintenance Management System.
• Assists in coordinating that all records are maintained in a confidential manner.
• Prepare mail out and tabulate results of customer satisfaction surveys.

Provides administrative support to the Public Access Defibrillation Program

• Scheduling training and re-certifications for PAD sites within Grey County.
• Completing site spot checks to ensure proper adherence to Grey County PAD program policies.
• Managing the ordering of supplies for sites and for the program.
• Updating the defibrillator units when needed or when recalls may occur.
• Developing and maintaining the website application for Grey County PAD program.
• Ensuring all sites and new sites have completed and signed the Grey County PAD Agreement Memorandum of Understanding.
• Liaison with Heart and Stroke Foundation for budget and new units during needs analysis.
• Liaison with Heart and Stroke Foundation for any public service training and announcements.
• Recommended but not mandatory to hold CPR Instructor certification.
• Provide assistance to site as required.
• Site visits for quality and assurance purposes.

Responsible for providing Reception Services for the Department

• Answers telephone calls for general information about the department, refers calls to appropriate staff; takes messages as required.

1. Greets guests and responds to inquiries.
2. Liaise with staff of the Base Hospital, CACC, MOHLTC, other County departments, Paramedics and Suppliers.
3. Maintains communications with staff at various bases via telephone, email and inter-office mail.

• Directs public complaints and concerns to appropriate staff.
• Assists with maintaining a complaint database and ensuring that complaints have been resolved.

Other Duties

• Responsible, as an employee, for occupational health and safety practices.
• Performs such other associated duties and tasks as may be assigned from time to time.
• Support the Uniform program for replacement pieces and new pieces for all Paramedic staff.

Working Conditions

Works primarily in administrative office locations. Works in an accessible area with visitors and staff who require assistance and information. Will be required to work occasional overtime to meet demands of the job.

The position will work an ongoing schedule in a 2-week period as follows:

Week 1 Week 2

Monday, Tuesday - on Monday, Tuesday - off

Wednesday, Thursday - off Wednesday, Thursday - on

Friday, Saturday, Sunday - on Friday, Saturday, Sunday - off

Working hours are 6:00 a.m. to 5:00 p.m. with a 1-hour lunch working out of the Grey County Administration building in Owen Sound.

70 hours per every 2 weeks.

Internal Working Relationships

Contact with Councillors, Director, Managers, Supervisors, PS Administration Manager and Staff.

External Working Relationships

Contact with suppliers, repair personnel, contractors, couriers and the general public.

Knowledge and Skill

• Post-secondary education with specialty in Office Administration (1 year college program).
• Excellent technical keyboarding and math skills.
• Experience and knowledge of computers, clerical and accounting procedures are necessary.
• Must possess good interpersonal skills.
• Knowledge of business office and office equipment is essential.
• Knowledge of scheduling and accounting softwares.
• Ability to maintain confidentiality of information, deal with constant interruptions, and to work independently.
• Ability to work effectively with elected and appointed officials, other staff and the general public.
• Must be able to obtain a MOHLTC identification card as per the legislation (Ambulance Act).

Impact of Error

Clerical errors result in delays, disruptions and duplication of effort.

Errors, miscommunication and breach of confidentiality could result in unfavourable relations between staff, council and the public.