Staffing Office Assistant

Halton Healthcare; Oakville; Hybrid; CAD 43,000 - 54,000; Full time

Job summary

Halton Healthcare is seeking a Staffing Office Assistant to support the Central Staffing and Scheduling Office. The role involves receiving inbound requests, identifying available staff via API scheduling software, and offering shifts in line with collective agreements.

You will ensure timely schedule updates, collaborate with unit representatives, and perform filing and clerical duties to support efficient nursing resource deployment.

Qualifications

• Ontario College Diploma (or equivalent) required.
• Experience with a computerized scheduling program (API preferred).
• Excellent customer service skills and telephone etiquette.
• Strong organizational and problem-solving skills.
• Understanding of hospital operations and unit context.

Responsibilities

• Receive staffing requests from inpatient units and allocate shifts.
• Use API scheduling software to identify available staff and offer shifts per collective agreements.
• Ensure accurate and timely updates to the electronic schedule.
• Deploy Nursing Resource Team nurses per SOP and assist with clerical duties as needed.

Skills

Customer service

Telephone etiquette

Attention to detail

Organizational skills

Education

Ontario Community College Diploma (or equivalent)

Tools

API scheduling software

Job description

• Shift Schedule (Hours are subject to change based on operational needs): Mon - Sun - All Shifts, weekends and holidays
• Employment Status: Temporary Full-time
• Department: OT Staffing Office
• Length of temporary contract: Approx. 6 months

Company Description

Halton Healthcare’s vision of Exemplary patient experiences, always, goes beyond just the patient experience; it has shaped our entire culture and remains at the core of every interaction in our organization, from our patients & families to our staff, physicians and volunteers. We believe in exemplary PEOPLE experiences always!

At Halton Healthcare you will thrive in a healthcare culture and environment that embraces inclusion, diversity and belonging with ‘exemplary patient care, always’ at the heart of everything we do.

We empower our people to be the very best they can be so they can make a difference for our patients and the communities we serve.

Halton Healthcaretakes great pride in providing quality, compassionate healthcare services to our rapidly growing communities. As a progressive and vibrant healthcare organization, we arecommitted to being an innovative center of excellence in community hospital care.

Job Description

The Staffing Office Assistant exercises independent prioritization and decision making in the allocation of staffing resources across the organization.This role is an extension of the established process for the deployment of the Nursing Resource Team.

The Central Staffing and Scheduling Team is dedicated to providing efficient, accurate, and courteous service to ensure the appropriate utilization of nursing resources in meeting the staffing needs of Halton Healthcare Services.An opportunity iscurrently available to join this team in demonstrating excellent customer service and supporting the HHS mission of providing quality and compassionate care.

The Staffing Office Assistant will act as the first point of contact for the Staffing Office. Receive requests from inpatient units with staffing requirements. Use API scheduling software program to identify available staff and offer shifts according to applicable collective agreements.Ensure accurate and timely updates to the electronic schedule.Use courteous and efficient communication with assigned staff and unit representatives to confirm shifts. Deploy Nursing Resource Team nurses in accordance with the Central Staffing and Scheduling Office standard operating procedure manual. Filing/clerical duties as necessary.

Qualifications

Halton Healthcare endeavors to hire individuals who are competent in their chosen profession and who exemplify our mission, vision and values of accountability, respect and compassion which guide our individual behaviours and attitudes.

Ontario Community College Diploma (or equivalent)

Experience with a computerized scheduling program (API preferred)

Previous experience in Staffing/scheduling an asset

Previous experience in a Hospital setting an asset

Excellent customer service skills, telephone etiquette, and display of Halton Healthcare'score values

Understanding of Collective Agreements and staffing rules in a hospital environment preferred

Excellent computer skills with supreme accuracy and attention to detail (awareness and consideration of hospital operations – unit context taken into consideration).

Strong organizational and problem-solving skills

Positive teamwork skills

Satisfactory employment and attendance record required

Additional Information

Hours:Monday to Sunday; various rotating shifts (Hours are subject to change based on operational needs)

Salary: $31.147 to $38.907 per hour

Halton Healthcare is an equal opportunity employer who is committed to integrating diversity, equity and inclusion throughout our operations, policies and culture.

We thank all those who apply but only those individuals selected for further consideration will be contacted.

Halton Healthcare is committed to providingaccommodations for applicants with disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, Halton Healthcare will provide accommodations throughout the recruitment and selection process. If you require an accommodation, we will work with you to meet your accommodation needs to ensure your equal participation.

The Ontario Public Hospitals Actmandates that hospitals establish health surveillance programs for all individuals working within the hospital.This regulation requires proof of immunity for certain diseases and as a result, Halton Healthcare requires all new hires to receive pre-employment medical clearance by our Health, Safety & Wellness team, prior to their start date, as a condition of employment. This includes demonstrating compliance with Halton Healthcare’s Immunization Policies.

All new hires must be fully compliant with our Vaccination Policy as a condition of employment with Halton Healthcare. Successful applicants will be required to provide proof of vaccination or proof of a documented medical exemption as part of the hiring process.

All personal information is collected under the authority of the Freedom of Information and Protection of Privacy Act.