Portfolio Clerk Scheduling
Vancouver, BC
BC Women’s Hospital & Health Centre (BCW) is the only facility in British Columbia devoted primarily to the health of women, newborns and families. It provides a broad range of specialized women’s health services that address the health needs of women of all ages and backgrounds. BC Women’s is one of the largest maternity facilities in Canada, with over 7,000 births a year, and is both the major primary and secondary maternity services provider in the Lower Mainland and the cornerstone of the provincial tertiary care system. As an academic health centre BCW’s mandate includes providing strong leadership in research and the education and professional development of health care professionals in areas related to the health of the populations we serve.

BC Children's Hospital (BCCH) cares for the province's most acutely ill or injured children and youth, provides developmental and rehabilitation services to children and youth throughout BC, and offers a broad range of health services. Sunny Hill Health Centre for Children (SHHC), a leading provincial facility offering specialized services to children and youth with developmental disabilities from birth to age 19, works collaboratively with BCCH. SHHC focuses on the child and their family while supporting health care professionals in their community. BCCH also operates a wide number of specialized health programs, is a leading acute care teaching facility, and conducts research to advance health and care through the Child and Family Research Institute and in partnership with the University of British Columbia.

BCW and BCCH are agencies of the Provincial Health Services Authority (PHSA) which plans, manages and evaluates specialty and province-wide health care services across BC. PHSA embodies values that reflect a commitment to excellence. These include: Respect people • Be compassionate • Dare to innovate • Cultivate partnerships • Serve with purpose

Children's & Women's Health Centre
PHSA Work Force Management
Portfolio Clerk Scheduling
Reference # 81340
Regular Full-Time (1.00 FTE)

Salary: $25.11/hour
Start Date: March 22, 2019
Vancouver, BC

In accordance with the Mission, Vision and Values, and strategic directions of PHSA, safety including both patient and employee safety, is a priority and a responsibility shared by everyone at PHSA’s Agencies/Divisions/Services, and as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Reporting to the Team Leader, Scheduling & Timekeeping Services, the Portfolio Clerk-Scheduling is responsible for performing scheduling & timekeeping duties for a portfolio including preparing and adjusting staff rotations and allocating and calling in relief staff using an electronic system to fill vacancies, leaves of absence and sick leaves in accordance with applicable collective agreement, receiving and processing vacation and other staff requests from staff, and responding to written and verbal enquiries from staff regarding vacation accumulations and related requests.

Prepares and posts staff rotations and schedules for units by reviewing master rotation and flow sheets transferring information into an electronic scheduling & timekeeping system, adjusting schedules to fill gaps, identifying staff shortages, and checking that staff with relevant skills is scheduled and/or available.
Makes arrangements for relief staff by performing duties such as receiving notification from staff and scheduling & timekeeping office, recording calls, making any necessary calculations, such as patient-staff ratios, determining availability of existing staff according to established procedures, contacting relief staff and forwarding information to Operations Manager. Answers inquiries related to scheduling & timekeeping issues and refer complex problems to Team leader Scheduling and Timekeeping Services as required.
Allocates and calls in staff to fill long and short term vacancies resulting from unfilled positions, vacations, leaves of absence and sick leaves in accordance with applicable collective agreements, utilizing a computerized staff scheduling & timekeeping system, to ensure adequate staff coverage. Notifies the Operations Manager of vacancies not filled and/or any difficulties, and posts designated hours according to departmental procedures.
Receives and processes requests such as vacation by preparing appropriate documentation, verifying seniority and vacation entitlements against established documents, completing vacation schedule and forwarding to Operations Manager for approval. Receives and processes requests for leave of absence and/or terminations, makes necessary calculations, completes documentation according to established timeframes and departmental procedures and forwards to applicable Operations Manager for approval; sends information to Employee Engagement as applicable.
Liaises with client Manager and Human Resources regarding present & future staff scheduling & timekeeping needs, in order to anticipate any changes.
Assists Manager with the line and rotation assignment and plotting of orientation shifts for new employees and in tracking and backfilling vacant positions until filled.
Maintains related records and documentation such as attendance records, leave requests, and relief staff availability.
Maintains equipment and stationary needs by performing duties such as replacing toner cartridge and film, arranging for repair when required, ordering supplies, completing various requisitions, obtaining authorizing signature as required, and forwarding requisitions to internal department.
Types a variety of technical and non-technical material such as correspondence, memos, minutes, agendas, notices, reports, flow charts and spreadsheets.
Provides receptionist functions by performing duties such as greeting staff and volunteers, answering telephones, taking and/or relaying messages, and responding to general enquiries related to vacation accumulation and pay policies in accordance with established policies and procedures.
Provides scheduling & timekeeping related information to departments by performing duties such as compiling statistics from a computerized staff scheduling & timekeeping system, submitting to Operations Manager for review, and forwarding to appropriate department as requested.
Performs other related duties as assigned.

Education, Training and Experience

Grade 12 and three years' recent related experience or an equivalent combination of education, training and experience.

Skills and Abilities

Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Ability to organize work.
Ability to operate related equipment.
Physical ability to carry out the duties of the position.
We invite you to apply by clicking the "Apply Online Now" button where you can register for the first time or enter your Username and Password in order to re-access your profile on our system.

***Employees of PHSA must apply via the "Internal Application Process". Current PHSA staff who apply to this posting using this external site will be considered with other external candidates. Seniority will not apply. ***

Please visit internaljobs.phsa.cato register your internal profile and apply online for internal jobs. If you require a temporary password outside of regular business hours, please email the Internal Jobs Help Desk internaljobshelpu@phsa.ca

Internal competition closes March 18, 2019. Internal applications received after this date will be considered as late applications.

Applications will be accepted until the position is filled.

For more information about the Agency that you are interested in, please visit the website at: www.bcchildrens.ca or www.bcwomens.ca

PHSA is committed to employment equity and hires on the basis of merit. We encourage applications from all qualified individuals, including Aboriginal peoples, persons with disabilities and members of visible minorities.