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Full-Time Scheduling Coordinator
OHaH 034-25 2025-10928
Are you highly organized, detail-oriented and able to work accurately in a busy environment with frequent interruptions? Are you seeking a rewarding career that cares for others, in an organization that cares for you? You're looking in the right place.
As a Scheduling Coordinator, you will provide support for the assigned team in their daily activities to ensure coordinated, effective and accurate scheduling practice consistent with the performance objectives of the organization.
By applying your health care administrative support experience - you will have the opportunity to play a key role in providing connected, accessible, patient-centred care - and be supported by our collaborative team that includes over 9,000 regulated health care and other professionals.
As a valued team member, your mission will be to help our patients be healthier at home, while you benefit from our support for professional growth, personal wellness and work-life balance.
What will you do?
Daily AbsencesObtain and process daily absences via sick call line
Enter into appropriate scheduling spreadsheets and into Quadrant (Human Resources Information System (HRIS))
Replace/reassign staff in schedule as needed and communicate scheduling changes
Leave Management Request FormsReceive, review and process requests for time off (i.e. vacation, lieu, flex, sick, family sick, bereavement, union, education, LOA). Approve/Deny requests when necessary, using authority as delegated by Management.
Delegate Leave Management Requests (LMRs) to Managers when necessary
Input into appropriate schedule(s) and offer shifts or reassign staff in schedule where necessary.
Scheduling
Routinely ensure proper administration of Collective Agreements(s)
Prepare and post schedules for all bargaining units; revise and repost on a regular basis according to Collective Agreement(s)
Prepare weekend staffing information sheets and update seniority lists for the Manager and Scheduler on-call
Obtain additional staff to fill any weekend vacant positions and update seniority lists
Obtain additional staff to work OT at end of day, when necessary
Vacation selection process completed annually for each bargaining unit group
Maintain seniority list for offer(s) of premium shift(s)
Update spreadsheet if calls were made outside regular office hours
Prepare weekly assignment for Float staff
Assist Payroll Department with changes in Quadrant systemEnter information for staff work assignments, extra shifts worked into the Quadrant payroll system (for budget allocation)
Assist Payroll with missing LMRs, verification of shifts worked, etc., prior to bi-weekly payroll run
Staff Orientation and Administrative WorkProvide an overview of schedules for new staff
Demonstrate HR tab and where to find schedules
Review coding in scheduling spreadsheets
Provide an overview and process of ONA/CUPE vacation calendar and the vacation selection process
Demonstrate use of Leave Management Requests (LMR) for absences, overtime requests
Provide information on how to communicate scheduling changes.
Provide information on process to call Absentee line when unable to work due to illness, etc.
What must you have?
College Diploma and/or 2-5 years' experience in a unionized environment with administrative, payroll or scheduling experience
Knowledge of scheduling software
Knowledge of related legislation (i.e. Employment Standards Act)
Good working knowledge of computerized payroll system, Microsoft Outlook, Excel and Word
Previous experience in generating reports
Good working knowledge of computerized payroll system
Good knowledge of Ontario Health atHome operations and organizational structure, and collective agreements (i.e. entitlements, scheduling processes, Letters of Understanding)
Effective problem solving and decision making skills, organizational, time management, interpersonal skills, ability to multi-task, prioritize and adjust to changing priorities. Ability to pay attention to detail, accuracy and adjust to constant interruptions
Effective oral and written communication skills are required in addition to tact, persuasion, courtesy and diplomacy when resolving problems with various levels of staff (i.e. interpretation of Collective Agreement, scheduling as there can be difficulties preparing for upcoming staff shortages due to training sessions, peak vacation periods, etc.)
Ability to communicate in French or another language an asset
Other duties as assigned
We have a mandatory COVID-19 vaccination policy. As a condition of employment, all employees are required to submit proof of COVID-19 vaccination status prior to start date
What would give you the edge?
A college diploma in the health or social services field, or business/office administration
Familiarity with medical terminology, and office administrative procedures/concepts
Knowledge of services provided by Ontario Health atHome
Ability to speak French or another second language
What do we offer?
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