The Royal Careers

Position Information

Posting Number:	ROM24-411E
Title:	Scheduling Clerk (Casual)
Position Status:	Casual
FTE:	0
Job Schedule:	Days/Evenings/Weekends
Department:	Scheduling
Union:	CUPE Local 942
Site:	Royal Ottawa Mental Health Centre
Number of Vacancies:	2

About The Royal

As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education. 

• Collaborates with the Program Managers to ensure adequate and appropriate staffing of the hospital is maintained throughout the designated programs.
• Maintains and enters data into the ESP staffing system under the direction of the Supervisor, Central Scheduling Office.
• Utilizes technical support from IT and Kronos (ESP Scheduling system) as appropriate.
• Ensures all staff hours are supplied to the payroll department either electronically via the payroll generating component of ESP or via manual Empath pay cards if necessary.
• Provides a written report at the end of each shift of the relevant information for the oncoming Scheduling Clerk, the Program Manager, as well as a verbal report to the Program Managers when they are on duty. 
• Gives a verbal update on relevant staffing issues to the Program Manager on request and apprises the relevant Program Manager of any urgent and/or pertinent staffing issues i.e. late book offs, shortage of staff for a shift, overtime of nurses and orderlies, etc.
• Keeps Supervisor, Central Scheduling Office apprised when casual employees are not submitting availability as per protocol.
• Provides requested reports, schedules and rotations which can be generated by the ESP system.
• Maintains confidentiality (Non-disclosure of staff names, addresses or phone numbers to other staff members and /or general public)
• Ensures all requests for information, which may have been generated or retained in the scheduling office, are directed to the Program Manager for nursing.
• Provides customer service related to scheduling and timecards.
• Enhances the quality, organization, delivery and outcomes of assigned units through staffing related functions.

• Schedules in accordance to and following all the collective agreement guidelines.
• Assures unit coverage by calling in staff as necessary for short and long term replacement for vacation, stats, illness, leave of absence, education, etc as requested by Program Managers and/or Directors.
• Advises Program Manager on relief availability and quotas if requests exceeds guidelines on replacement or availability of relief staff
• Books agency staff through external agencies following depletion of internal staff availability & informing the Program Manager.
• Processes staffing requests from Program Manager for leaves and Master schedule changes.
• Monitors, updates and maintains availability for employees and all units.
• Track vacancies and follow up with Program Managers biweekly for any changes, movements, terminations, new hires, etc.
• Under direction of Supervisor, Central Scheduling Office create temporary assignments as requested.
• Identifies staffing replacement problems as they arise and informs Program Managers and Supervisor, Central Scheduling Office.
• Communicates with OHSS and the Program Manager concerning employees on modified work or accommodated employees and ensure proper coding for payroll.
• Maintains clear and timely communication with co-workers, Manager, unit staff and Program Managers
• Produces bi-weekly schedules for all units.
• Meets with Program Managers to discuss their needs/assignments/lines, etc.

• Enters and changes shift codes in the system to reflect any changes in daily activities which affects payroll.
• Ensures overtime worked, in charge premiums and responsibility pay is recorded.
• Informs Program Managers and employees of discrepancies in pay information for clarifications prior to time card entry and does appropriate corrections.
• Ensures entries to timecards prior to time card generation and submission to payroll.
• Maintains and creates manual pay cards for staff not in the computerized staff scheduling system (ie. new staff, fix pay errors)
• Informs the Program Manager, when an employee seeks information re concerns with coding, balances and errors etc.  If the Accounting department and/or HR must be involved involve the Supervisor, Central Scheduling Office as well as the Program Manager
• Develops a process for maintaining Nursing Employment Agency invoices under the direction of the Supervisor, Central Scheduling Office. Verifies invoices received from Nursing Employment Agencies, investigates any discrepancies and brings to attention of nursing Program Manager.  Prepares the agency invoices for sign off by nursing administration.
• Downloads new employee information & ongoing information from HR, updates seniority lists & sets employees up in ESP
• Imports updates for banks for vacation/sick time & comp time for all employees.
• Ensures changes from sick sheets and CTEs are entered accurately in ESP.
• Runs pay – responds and corrects any errors flagged by payroll.
• Researches issues and call log protocol information as directed by the Manager

• Assists the Program Managers in development and maintenance of master schedules for their units.  Inputs clerical information in the system.
• Produces vacation schedules, provides planners three times a year to post on all units as well as organizing a blitz once a year under the direction of the Supervisor, Central Scheduling Office. 
• Provides training and ongoing support of Program Managers in interpreting schedules and understanding the centralized scheduling system.
• Updates, prints and distributes daily flow sheets to each unit on a daily basis and checks against schedule to ensure accuracy.  Verifies and enters additional information entered on the daily flow sheets, investigates discrepancies and brings to the attention of the Supervisor, Central Scheduling Office.  Prepares corrected daily flow sheets for manager/director’s signature.
• Creates and provides a variety of reports from the ESP system as requested by the Program Managers and/or the Supervisor, Central Scheduling Office.

• Utilizes the ESP staffing system to maintain availability, current telephone numbers, etc.
• Maintains an easily accessible filing system for manual forms (ie: Availability data, education, orientation)
• Ensures updated availability forms are accessible on OREO for staff.

• Maintains current knowledge of Collective agreements (ONA, CUPE and OPSEU) and seniority for scheduling.
• Follows the interpretation of union contracts as advised by the Supervisor, Central Scheduling Office and Human Resources.
• Conducts the orientation of new scheduling office staff.
• Provides education sessions to new employees on scheduling office protocols.
• Photocopies and/or faxes relevant documents related to staffing office daily to programs.
• Proactively informs Supervisor, Central Scheduling Office when staffing office supplies need replenishing.
• Works in a manner that is in compliance with staff and patient/client safety practices, policies and procedures of the ROHCG.
• Ensures a work environment that is conducive to The Royal’s Anti-Racism, Harassment & Discrimination Free Workplace Policy.
• Functions in accordance with policies, procedures and guidelines of the ROHCG as well as specific staffing office guidelines.
• Identifies and actively pursues learning needs.

• OSSD or equivalent required.
• Minimum of six months recent experience with a computerized staff scheduling system required.
• Typing and data entry skills.  Familiarity with MS Office software.
• Good attention to detail.
• Familiar with scheduling guidelines in collective agreements and the Employment Standards Act.
• Good oral & written communication skills.
• Demonstrated positive & productive interpersonal skills.
• Good organizational skills with ability to prioritize and multi-task.
• Ability to work under pressure when required to meet deadlines
• Ability to operate photocopier, FAX machine, printer, Phone System
• Attention to detail and ability to work independently.
• Experience in payroll preparation
• Current with WHMIS training and fire demo (within past 12 mths)
• English level A- is required in oral comprehension, expression, reading, and writing. Bilingual (French/English) is considered an asset.  

Salary Range:

$31.59 to  $34.24 per hour

Additional Information

• All applicants must provide a recent resume that clearly indicate that they meet the required qualifications.
• Please apply by clicking on the Apply button below.
• The Royal sincerely thanks all applicants for their interest in a career with us; however, only those applicants selected for an interview will be contacted.
• All new hires will be required to obtain a clear and valid Criminal Record or Vulnerable Sector Records Check as a pre-condition of employment.
• The Royal is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the recruitment process.