Job Description

Job title: Ward & Scheduling Aide

Position Type: Full-Time & Part Time Positions available

Location: Springhill, NS

PURPOSE:

1. The purpose of the Ward & Scheduling Aide position is to provide logistical, clerical, and scheduling support on the nursing units, enhancing communication and workflow and ensuring frontline staff have the information and tools needed for effective resident care.

2. This position supports the nursing and care teams by coordinating unit-level administrative tasks, assisting with staff scheduling logistics, and maintaining effective communication between departments.

AUTHORITIES, ACCOUNTABILITIES & DISCRETIONS:

The Ward & Scheduling Aide is a support position accountable to the Scheduling Clerk.

The Ward & Scheduling Aide must demonstrate professionalism, discretion, and confidentiality in all matters involving staff, residents, and families.

The Ward & Scheduling Aide is expected to comply with all facility policies, procedures, and organizational culture, especially those related to confidentiality, communication, and quality service delivery.

Performance will be measured by indicators including scheduling accuracy, clerical task completion, responsiveness to unit needs, and adherence to established processes.

The Ward & Scheduling Aide may be requested to assist in direct resident care during periods when all other staffing replacement options (as defined in the CCA Call-In Contingency Plan) have been exhausted, in order to ensure resident safety and continuity of care. In this capacity, the Ward & Scheduling Aide will function temporarily as a Long Term Care Assistant (LTCA) under the supervision of a Nurse and in alignment with JD-240 Long Term Care Assistants, the CCA Call-In Contingency Plan, and the Assignment and Delegation Guidelines established by the Nova Scotia College of Nursing (NSCN). Duties performed will fall within the defined LTCA scope of skills as outlined in JD-240, and the Ward & Scheduling Aide will receive appropriate direction and delegation from the supervising Nurse.

FUNCTIONS:

1. Scheduling Support

- Support the Scheduling Clerk by helping to maintain daily staff schedules, track absences, and assist with shift call-ins when needed.

- Maintain up-to-date staff contact lists and relief worker records.

- Prepare daily shift assignments or updates as directed.

2. Clerical and Administrative Support

- Answer phones, route calls and messages, and support communication on the unit.

- Organize and maintain unit records, staffing forms, and internal communications.

- Assist with filing, copying, faxing, and distributing documentation as required.

3. General Unit Support

- Prepare and distribute schedules, assignment sheets, and notices to staff.

- Liaise with Environmental Services, Dietary, and Maintenance for resident or unit-related requests.

- Enter maintenance requests into MaintenanceCare.com and track for completion.

- Stock blanket warmers and ensure nursing station and personal work areas are kept neat and tidy.

- Thin charts and files medical records as needed, following facility policy and procedure.

- Conduct weekly inventory of needed office supplies, order via the main office, track receipt, and put away upon arrival.

- Conduct weekly inventory of needed medical supplies, order via the main office, track receipt and put away upon arrival.

- Restock all forms and ensure all supplies are organized and stored appropriately at the nursing station.

4. Information Management & Communication

- Maintain communication boards and postings on the unit.

- Help coordinate interdepartmental communication to support workflow and service delivery.

- Assist with onboarding new staff by providing orientation materials and checklists.

5. Project and Task Coordination

- Support administrative audits and data collection under direction.

- Assist with time-sensitive communications, forms distribution, or event logistics.

- Provide flexible support for any other administrative or organizational tasks as delegated by the Scheduling Clerk.

POLICY ATTACHMENTS:

COMPETENCIES REQUIRED:

- Demonstrate effective interpersonal and communication skills.

- Able to take direction, work well with others, and function independently.

- Demonstrate strong organizational, time management, and task prioritization skills.

- Ability to manage change and adapt to evolving needs of the unit.

- Maintain professionalism, discretion, and confidentiality.

- Demonstrate effective teamwork and flexibility to adapt to changing unit needs.

- Maintain effective and professional communication with staff, residents, families, and external partners.

- Skilled in basic computer applications (word processing, spreadsheets, communication tools).

Knowledge of relevant policies and procedures (IT & Communication, Service, Concerns & Complaints, Ethics & Conduct, CCA Call-In Contingency Plan, JD-240 Long Term Care Assistants).

Job Types: Full-time, Permanent

Benefits:

Dental care Discounted or free food Extended health care On-site parking Vision care
Ability to commute/relocate:

Springhill, NS: reliably commute or plan to relocate before starting work (preferred)
Experience:

Scheduling : 1 year (preferred)
Work Location: In person