Scheduling Clerk

Halton Region; Oakville; On-site; CAD 49,000 - 62,000; Part time

Job summary

Halton Region is seeking a scheduling professional to accurately plan staff across three long-term care homes at Halton Regional Centre in Oakville. This contract role focuses on time and attendance management, payroll entry, and ensuring compliant staffing levels.

You will coordinate with home management, use workforce software, and maintain confidentiality while delivering reliable schedules. The position requires strong organization and teamwork in a 365-day environment.

Qualifications

• Post-secondary education in office administration with at least two years’ experience in office administration with an emphasis on payroll and scheduling in a 24X7 long term care (or health care) environment and computerized scheduling/payroll /workforce software.

Responsibilities

• Perform current and future scheduling of the time and attendance management system.
• Apply and mak[e] manager approved changes to staff schedules in accordance with applicable collective agreements and legislation.
• Maintain accurate documentation to support the centralized scheduling service.
• Review and respond to emails both personal and the centralized email accounts.
• Coordinate scheduling functions for their home of responsibility. Assists as needed for all homes.
• Complete daily edits in payroll system.
• Provide regular updates to home management regarding staffing status.
• Ensure accurate and timely data entry in Workforce Management and Daily Attendance Tracker.
• Maintain accurate records on employee attendance including hours worked, time off and orientation.
• Prioritize and handle multiple work demands using exceptional organizational and problem solving skills, work within strict deadlines; maintain adequate coverage for shifts; and understand and work within legislation and collective agreements.
• Respond to changes in the homes needs, understanding homes staffing patterns and care needs, as per direction from the home management team, scheduling supervisor or Nurse in Charge as applicable
• Understand and apply Regional policies and procedures, related agreements and legislation i.e. collective agreements, Employment Standards Act, MoHLTC Homes Act, Workplace Safety and Insurance Board and payroll regulations to scheduling function
• Respond to inquiries, requests, and concerns from staff and management with a customer service approach and participates as an effective team member.
• Maintain confidentiality at all times and uses discretion when processing employee scheduling information.
• Generate and assist with development of documents, reports, statistical information, and schedules.

Skills

Payroll scheduling software

MS Office

Teamwork

Education

Office administration education

Tools

MS Teams

Job description

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Halton Region is committed to fostering a diverse, inclusive, and equitable workplace that reflects the communities we serve. We value, welcome and respect the unique perspectives and contributions of all individuals. We encourage applications from Indigenous Peoples (First Nation, Métis, Inuit), Black and racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available at any point upon request for candidates participating in the selection process.

We are proud to operate three non-profit long-term care homes where our employees make a meaningful contribution on the lives of the residents by providing quality care in a family‑like atmosphere. As an employee, you will be part of a progressive, service‑focused and award winning employer with a diverse and inclusive work environment. We are also recognized as a Registered Nurses' Association of Ontario (RNAO) Best Practice Spotlight organization.

You make a positive difference in people’s lives because you provide high quality customer centered services. You operate within a highly ethical environment and will be accountable for going the extra mile, listening to your customers, creatively meeting needs and always being respectful to those you serve. As a result, you will be part of a qualified and strategic team recognized widely for caring, excellence, integrity, inclusiveness and flexibility.

Posting ID: 5516
Department: Social & Community Services
Division: Services For Seniors
Pay Range: $35.85 - $44.81 /hour
Job Type: Contract < 1 Year
Contract Duration:6 months
Hours of Work: 7 hours per week, Variable shifts: Days, Afternoons, Nights, Weekends
Work Location: Halton Regional Centre - 1151 Bronte Road, Oakville
Employee Group: OCT
Vacancy Status: This posting is for an existing vacancy
Posting Date: September 30, 2026
Application Deadline: October 7, 2026

Please be advised that the results of this competition may be used to fill subsequent vacancies of the same position within the next 18 months.

If this position becomes eligible to be filled permanently, the successful candidate from this competition may be appointed to the role.

Job Summary

This position is responsible for the accurate and efficient scheduling of staff for our three long-term care homes.

Duties & Responsibilities

• Performcurrent and future scheduling of the time and attendance management system.
• Applyand makemanager approved changes to staff schedules in accordance with applicable collective agreements and legislation.
• Maintainaccurate documentation to support the centralized scheduling service.
• Review and respondto emails both personal and the centralized email accounts.
• Coordinatescheduling functions for their home of responsibility. Assists as needed for all homes.
• Complete daily edits in payroll system.
• Provideregular updates to home management regarding staffing status.
• Ensure accurate and timely data entry in Workforce Management and Daily Attendance Tracker.
• Maintainaccurate records on employee attendance including hours worked, time off and orientation.
• Prioritizeand handlemultiple work demands using exceptional organizational and problem solving skills, work within strict deadlines; maintain adequate coverage for shifts; and understand and work within legislation and collective agreements.
• Respond to changes in the homes needs, understanding homes staffing patterns and care needs, as per direction from the home management team, scheduling supervisor or Nurse in Charge as applicable
• Understandand applyRegional policies and procedures, related agreements and legislation i.e. collective agreements, Employment Standards Act, MoHLTC Homes Act, Workplace Safety and Insurance Board and payroll regulations to scheduling function
• Respondto inquiries, requests, and concerns from staff and management with a customer service approach and participates as an effective team member.
• Maintainconfidentiality at all times and uses discretion when processing employee scheduling information.
• Generateand assistwith development of documents, reports, statistical information, and schedules.

Skills & Qualifications

• Post-secondary education in office administration with at least two years’ experience in office administration with an emphasis on payroll and scheduling in a 24X7 long term care (or health care) environment and computerized scheduling/payroll /workforce software.
• Strong computer ability using MS Office and TEAMs is needed along with excellent organizational, analytical, customer service and communication skills.
• Ability to work well in a team environment and independently is essential.

Preferred

• A good understanding of general accounting practices, experience working in a unionized setting is preferred.
• An equivalent combination of education and experience will be considered.

Working/ Employment Conditions

WorkingConditions

• Must be available to work shifts, weekends, and statutory holidays as required throughout the year (365 days).
• Must be able to work in office as required.

Employment Conditions

• Current (obtained within the past six (6) months), original and acceptable Criminal Records Check by the first day of employment.

Halton Region serves more than 650,000 residents throughout Burlington, Halton Hills, Milton and Oakville. We are committed to delivering high-quality programs and services that make Halton a great place to live and work. We engage great people who contribute to meaningful work that makes a positive difference in our community. At Halton, you are encouraged to grow and succeed in your career and are recognized for your accomplishments and contributions. As an employee, you will be part of a progressive, service-focused, and award-winning employer with a diverse and inclusive work environment.