Scheduler And Admin Specialist

Select Senior Services Ltd. provides compassionate seniors care services. e offer many care choices, from home support to complex care. Our care staff provide a wide range of therapies – including physical, mental, social and recreational. Our staff of care professionals is interviewed and screened to verify their experience and qualifications. We invest in our staff through robust training programs.

We are looking for Scheduler and Admin Specialist to join our team at Select Senior Services in Vancouver, B.C.

You will be working at Casa Mia Care. This expanded and updated heritage home will offer 90 long term care beds, consisting of primarily single occupancy rooms. Many with expansive views over the Fraser River and towering trees. Casa Mia is a storied 1930’s mansion boasting views of gorgeous grounds, the Fraser River, Georgia Straight, and the mountains of Vancouver Island. Casa Mia works in collaboration with the Vancouver Coastal Health Authority. We offer 58 subsidized care beds and 32 private pay.

This is Monday to Friday 9am to 5pm role, pay range from $26-$28 per hour

You will be responsible for

• Processing time off requests, and maintaining a timekeeping system
• Import Time file from Advanced Tracker to ComVida
• Import Time File from Advanced Tracker to ComVida
• Enroll all new hires in the time clock
• Processing time off requests, and maintaining a timekeeping system
• Audits daily line-up sheets to ensure that overtime worked has been approved by management
• Prepare and post staff rotations and schedules
• Data entry of all scheduling changes into ComVida (payroll system used by the company)
• Actively follow up with employees for missing documents to ensure personnel files are in compliance with the Health Authority
• In collaboration with Care Managers maintains department schedules to cover day to day staffing, long range staffing and planned vacancies. Also coordinates shift coverage for unplanned short-term vacancies (i. e short calls; due to sick calls, vacations, LOA etc.). Following established facility Collective Agreement guidelines/procedures.
• Implement the Electronic scheduling call out feature (Twilio)
• Clearing of exceptions and adding extensions to shifts on a daily basis

Conducting administrative human resources tasks

• Audits daily line-up sheets to ensure that overtime worked has been approved by management
• Filling and actively follow up with employees for missing documents to ensure personnel files are in compliance with the Health Authority.
• Clearing of exceptions and adding extensions to shifts on a daily basis
• Forward payroll queries to Payroll Administrator
• Implement the Electronic scheduling call out feature using Twilio
• Enroll all new hires in the time clock
• Provide the applicable onboarding paperwork to all new hires
• Performs other related duties as assigned by Management
• Prepare employment contracts for unionized employees
• Create, maintain, and file all employee personal correspondence
• Ensure all applicable documents are obtained for all new hires as per checklist.
• Tracking of Criminal Record Check and TB results.
• Provide benefit/rrsp applications to eligible employees

Qualifications

1+ year of payroll & HR administration experience and experience in ComVida payroll system(preferred) or recent related experience or an equivalent combination of educations, training and experience

• Ability to plan and organize workload so that priorities developed are consistent with functional requirements
• Solid understanding of the current Collective Agreement
• Demonstrated proficiency with MS Office, Word, Excel, Team, OneDrive and ability to learn new software quickly
• Willingness to go above and beyond in order to meet deadlines
• Ability to exercise tact and discretion in dealing with sensitive and confidential information
• Ability to communicate effectively both verbally and in writing
• Excellent time management skills
• Communication skills to relate to staff and outside contacts in a professional, courteous manner
• Demonstrated ability to work cooperatively with others

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