Position Overview

In keeping with the philosophy, objectives, policies and procedures of Hawthorne Seniors Care Community, this role provides assistance and support to members of the Leadership Team, other staff members, residents and tenants to meet financial and legal obligations and to ensure appropriate staffing to achieve desired resident and tenant quality of life outcomes.  

Summary of Role Responsibilities

Reporting directly to the Director of Care, the Clerk/Scheduler provides clerical and scheduling assistance to complex care, residential services, and cottages programs.

Duties and Responsibilities

Clerk Duties

•         Sets up charts for Admissions

•         Thinning charts/resident files for long term storage

•         Maintains and updates variety of lists and databases

•         Receives and distributes mail. Signs for deliveries as required

•         Answers general inquiries from residents and family members

•         Directs visitors to the appropriate person and/or area

•         Orders office supplies required by the admin staff and staff in the Lodge and Cottages following established procedures

•         Orders supplies including those for renal dialysis; organizes the supply and med rooms in the Lodge

•         Labels and photographs equipment.  Enters equipment into the inventory management system.[EG1] [2] 

Scheduling Duties

Calls in relief staff to fill known vacancies resulting from unfilled positions, vacations, leave of absence and know sick leaves in accordance with baseline staffing requirements and applicable collective agreements

•         In accordance with established procedures, staffing algorithms, and baseline staffing requirements, fills short term staffing needs such as sudden vacancies due to illness, special leave, added care, workload, etc.

•         Receives leave requests such as vacation and leaves of absence and prepares relevant information, such as seniority, vacation accruals, availability of relief staff, and submits to the appropriate Director or delegate for approval

•         Maintains timekeeping records for staff; enters scheduling data into automated timekeeping program; manages computerized scheduling system; answers employee inquiries about scheduled hour of work and makes necessary changes

•         Maintains accuracy of computerized scheduling system in real time, communicates scheduling information as required.

•         Maintains list of Occupational First Aid Attendant (OFA) and prepares a weekly schedule for the facility.

•         Maintains records on staff attendance, updates Comvida, reports significant variances or no-shows with program leader. [EG3] [EG4] 

•         All other related duties

Education, Training and Experience

Grade 12

Three years recent related experience or

An equivalent combination of education training and experience

Skills and Abilities

Ability to deal with others tactfully and effectively

Ability to communicate effectively both verbally and in writing

Physically able to carry out duties required

Ability to work in a fast-paced environment, prioritize competing needs, and multi task

Keyboarding at a minimum of 60 wpm

Strong prioritization and teamwork skills

Willingness to support and embrace a culture of change and continuous improvement.

Basic Computer Literacy including:

•         Proficiency in using Comvida, Windows, Outlook, and other M365 communications tools.

•         Proficiency in MS Excel and MS Word.

•         Competency in file management, including creating, saving, and organizing files.

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