Job Summary:

In accordance with the Mission, Vision, Values and strategic direction of PHSA, safety, including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA. As such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

The Portfolio Clerk, Scheduling reports to the Team Leader and/or designate and is responsible for the scheduling & timekeeping duties for a portfolio by utilizing Workforce Management Solutions systems and computer programs such as Microsoft Word, Excel, and PowerPoint. The role performs duties that include preparing and adjusting staff rotations, and allocating and calling in relief staff using an electronic system to fill vacancies, leaves of absence and sick leaves in accordance with applicable collective agreement. The Portfolio Clerk supports their assigned portfolio by receiving and processing vacation and other staff requests from staff, and responding to written and verbal enquiries from staff regarding vacation accumulations and related requests using up-to-date communication tools such as Jira ticketing email system and Genesys phone system.

Duties/Accountabilities:

1.    Prepares and posts staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, managing staff statutory holidays, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available.

2.    Makes arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answers inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required.   

3.    Allocates and calls in staff to fill long and short term vacancies resulting from unfilled positions, vacations, leaves of absence and sick leaves in accordance with applicable collective agreements, utilizing a computerized staff scheduling & timekeeping system, to ensure adequate staff coverage.  Notifies the Operations Manager of vacancies not filled and/or any difficulties, and posts designated hours according to departmental procedures.

4.    Receives and processes requests such as vacation by preparing appropriate documentation, verifying seniority and vacation entitlements against established documents, completing vacation schedule and forwarding to Operations Manager for approval.  Receives and processes requests for leave of absence and/or terminations, makes necessary calculations, completes documentation according to established timeframes and departmental procedures and forwards to applicable Operations Manager for approval.

5.    Liaises with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes.

6.    Assists Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled.

7.    Maintains related records and documentation such as attendance records, leave requests, and relief staff availability.  Types a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets.

8.    Provides receptionist functions by performing duties such as greeting staff and volunteers, answering telephones, taking and/or relaying messages, and responding to general enquiries related to vacation accumulation and pay policies in accordance with established policies and procedures.

9.    Provides scheduling & timekeeping related information to departments by performing duties such as compiling statistics from a computerized staff scheduling & timekeeping system, submitting to Operations Manager for review, and forwarding to appropriate department as requested.

10.    Performs other related duties as assigned.

Qualifications:

Education, Training and Experience

•    Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

•    Ability to keyboard 45 w.p.m.
•    Ability to communicate effectively both verbally and in writing.
•    Ability to deal with others effectively.
•    Ability to organize work.
•    Ability to operate related equipment.
•    Physical ability to carry out the duties of the position.

** Please note: Support for nomination with the BC Provincial Nominee Program is not a guarantee or an employee benefit upon receiving a full time job offer with PHSA**