Scheduling Clerk
Care At Home Trust
Edmonton, AB

KEY RESPONSIBILITIES

The Administrative Assistant/Scheduling Clerk is responsible for:

  • Coordinates staffing for all home care clients.
  • Finds staff replacements for “sick calls”, vacation relief or other unexpected absences
  • Maintain accurate records of shift schedules
  • Organize and manage health information within clients’ medical records with accuracy for easy retrieval.
  • Manages incoming medical documents and distributes information to the appropriate department(s) or individual(s) in a timely manner.
  • Organizes and maintain forms, office stationary, and ensures office equipment is operational by collaborating with designated manager/supervisor. Manages ordering weekly office supplies as needed.
  • Complies with organizational policies and procedures, Supportive Living/ Home Living health service standards, accommodation standards, and relevant legislation and regulations.
  • Responds and reports all concerns and complaints from residents, families and staff to the Program Manager/Site Supervisor in accordance with the concern resolution process.
  • Ensures cost-effective use of resources on assigned unit or site.
  • Maintains accurate and current staff list

 Administrative Assistant – Provides professional, accurate administrative support.
 Typing of letters, ensure electronic files are maintained
 General clerical duties – faxing, photocopying, shredding documents
 Assists with various projects as required
 Greets public and residents (in person or by phone), answers and re-directs calls and responds to general questions and requests for assistance

  • Promote a safe environment for residents, team, family members, co-workers and self.
  • Reports unsafe conditions within the living and working environment. Takes required action to decrease the risk of injury immediately and/or notifies immediate supervisor.

 Avoid unsafe work practices and provide feedback and support promptly to team members involved in unsafe working practices.
 Utilize the reporting process for Employee Injury and Hazardous conditions and resident unusual incidents.
 Actively participates in fire drills and understands fire, WHMIS, Musculo- skeletal injury prevention, and general safety procedures.
 Demonstrate knowledge of and adhere to infection control policies and procedures
 Actively participate in meetings, and in-services.
 Identify ongoing learning needs for self.
 Attend relevant workshops, seminars and conferences and apply learning to workplace.
 Demonstrates commitment to learning new skills, methods and ideas, and to broaden experience through work on projects and committees.

  • Attend mandatory training and continuing education programs as required.
  • Actively supports, promotes and implements the mission, vision, values and strategic directions of Care at Home Trust.

JOB SPECIFICATIONS/QUALIFICATIONS

Minimum Recruitment Standards

  • Medical Office Administrative Assistant Certification or equivalent.
  • Medical experience in hospital or medical office settings preferred.
  • Knowledge of basic computer programs is essential. Other computer software applications will be an asset.
  • Knowledge of basic medical terminology.

EXPERIENCE
 Two years previous experience in a general administrative support position.
 Previous experience working in a staffing office is an asset.
 Knowledge of computer staffing programs is beneficial. Understanding of staffing patterns for Home Care is an asset.
 Experience working with the elderly, chronically ill or the disabled is an asset.

KNOWLEDGE, SKILLS AND ABILITIES
 Ability to maintain confidentiality.
 Ability to work as a member of a multidisciplinary team.

  • Excellent, teamwork, customer service and ability to assess work needs, prioritize and adapt to changing routines and multi-task.

 Good body mechanics and lifting/transferring techniques.
 A demonstrated commitment to the mission, values and beliefs of Care at Home Trust.
 Courtesy, caring and respect for residents, families, visitors, medical staff, co-workers, supervisors, and other members of the multidisciplinary team.
 Awareness of accident and injury prevention, hazard identification and control; adherence to safe work practices and procedures; responsibility for maintaining wellness and reduced absenteeism.

  • Strong organizational skills are required in this position.
  • Maturity and ability to deal effectively with the demands of the job.

 Presentation of a positive image of the organization in the community.
 Requires the ability to understand and assess the needs of residents
 Requires readiness to respond to emergent situations as required.

  • Computer skills including but not limited to MS Office, MS Excel.
  • Effective written and oral communication skills.

Job Type: Full-time