Staffing/Scheduling Clerk PT - SSC

Kingston General Hospital Inc.; Kingston; Remote; CAD 37,000 - 41,000; Part time

Job summary

Kingston Health Sciences Centre is seeking a part‑time Staffing & Scheduling Clerk at the Kingston General Hospital site. You will allocate staff, manage scheduling changes in real time, and support department managers with staffing requests within union contracts and protocols.

Ideal candidates have an Office Administration certificate, strong multitasking abilities and meticulous attention to detail. The role emphasizes patient‑centered care and operational efficiency in a high‑paced setting.

Qualifications

• Office Administration Certificate or equivalent education/experience required.
• Two years of clerical experience, including at least six months in scheduling within 5 years.
• Ability to work in a Windows environment and handle sensitive information.
• Strong multitasking, organization and communication skills under pressure.
• Able to comply with collective agreements and maintain accurate staff data.

Responsibilities

• Allocate and reassign scheduled staff and call in additional employees per contracts.
• Enter coding and schedule changes in the scheduling system in real time.
• Process staffing requests from managers to meet operational needs per agreements.
• Maintain accurate employee files and profiles in the scheduling system.
• Provide system and process support to other users and staff.
• Monitor staffing levels and report status to managers and advisors.
• Create, revise and maintain work assignments and cost centres in the system.

Skills

Interpersonal skills

Multitasking

Communication

Attention to detail

Teamwork

Education

Office Administration Certificate

Tools

Windows

Job description

Department: Staffing & Scheduling Centre

Hours of Work: Part -Time Position

Rotating Shifts : 05:00-13:00, 05:00-17:00, 06:00-14:00, 08:00-16:00, 10:00-18:00, 11:00-19:00, 12:00-00:00, 13:00-21:00

Pay Band: BAND-C $27.15 - $30.08

Union: CUPE

Location: Kingston General Hospital Site

In accordance with Article 9.05, where the previous incumbent returns to this position within the thirty (30) day trial period this position shall be deemed not vacant and the posting will be cancelled. Should the vacancy be cancelled, applicants to this posting shall be notified.

Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

DESCRIPTION:

Under the direction of the Advisor, Scheduling and Time; the Staffing/Scheduling Clerk can be assigned to one of two functional areas: Staffing & Scheduling.

Within this role the employee is accountable for contributing to the delivery of the KHSC strategy. As an employee, one must demonstrate an awareness of and be responsible for actively promoting and supporting patient and family centered engagement and care in all we do.

DUTIES & RESPONSIBILITIES:

• Allocates and reassigned scheduled employees and calls in additional employees as needed in accordance with the relevant collective agreements (ONA, CUPE, OPSEU, Non-Union).
• Enters employee coding and schedule changes into the automated scheduling system in a timely manner as close to “real time” as possible. Updates work sheets and spreadsheets as required.
• Receives staffing and scheduling requests from department Managers or leads to meet operational needs based on the collective agreement or terms of employment, while taking into consideration correct employee classifications and staff skill set. Makes recommendations to the Specialist regarding balancing of the scheduled employees to meet budgeted baseline plans of the department.
• Ensures that employee files, assignments and profiles in automated scheduling system are up to date and accurate at all times.
• Acts as a resource for other users of the automated scheduling system, staffing/ scheduling practices and departmental processes and procedures.
• Informs the department Manager or delegate when unable to secure adequate staff or when there is surplus staff and ensures that the Advisor or delegate is aware of the status of departmental staffing and scheduled levels.
• Maintains staffing/ scheduling statistics and generates reports as required.
• Creation, revision and maintenance of work assignments in the automated scheduling system. This includes employees and cost centres.

NOTE: The above duties are representative but are not to be construed as all inclusive. A complete job description is available from People Services on Watkins 4.

BASIC QUALIFICATIONS:

• Office Administration Certificate (one year) or equivalent combination of education and experience required.
• Two years clerical experience including a minimum of six months experience in staff scheduling within the last 5 years.
• Ability to work in a Windows environment.
• Ability to perform in a high paced, high demand role.
• Excellent interpersonal skills with demonstrated ability to multitask and communicate effectively and courteously at all times.
• Familiarity with computer scheduling systems (excluding excel).
• Ability to appropriately handle sensitive and confidential information concerning staff and patients.
• Evidence of good organizational skills with the ability to work under peak pressure and time constraints is essential.
• Attention to detail with a high level of accuracy.
• Proven ability to attend work regularly.
• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical requirements of the position.

KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.

Unless specifically stated, all job postings are for existing positions at KHSC. KHSCis committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace in compliance with legislation such as the Employment Standards Act and Accessibility for Ontarians with Disabilities Act. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups. Kingston Health Sciences Centre may use artificial intelligence systems to assess and screen applicants. All hiring decisions are made in accordance with KHSC policies and applicable employment legislation.

We thank all applicants, but only those selected for next steps will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.