Scheduler/Admin Assistant
Trillium Communities
Victoria, BC
Education, Training and Experience

Grade 12 and three years’ recent, related experience; or an equivalent combination of education, training and experience.
Experience with staffing software
Experience providing payroll entry and audits
Canadian Payroll Association training preferred
Experience and/or training in word processing, spreadsheet and accounting software

Utilizing a variety of specialized computer software applications and working in a time sensitive, deadline driven environment, the Administrative Coordinator functions as a frontline member of the home and deals with residents, staff and public.

Allocates and calls in relief staff to fill planned leaves, ongoing and short-call

vacancies and workload requests in accordance with established Staffing Services processes, and policies and procedures.

Reference to collective agreements to ensure compliance.

Performs a variety of staffing duties, such as:
Receiving and entering employee information and status, such as name, address, contact numbers, suitability for work, orientation and skills status, hours worked, etc. into computerized scheduling system; gathering and entering for a 24 hour multi-department facility.
Posts positions in accordance with collective agreement and implements schedule changes
Scheduling for planned and unplanned absences;
Recording daily and relief staffing and schedule changes;
Investigating pay inquires;
Making timekeeping adjustments in computerized scheduling program;
Generating scheduling, staffing and timekeeping records and data/statistics for retention; and
Filing and maintaining records, such as phone logs, schedules, timecards, flow sheets and approved vacation and leave of absence forms.
Ensures employees meet annual and regular registrations with professional bodies as applicable, ensures checks are recorded in personnel files
Preparation of hire packages
Notifies Executive Director regarding incremental increases of employees for approval
Maintains union seniority list
Maintains phone list

Answers the telephone, recording and relaying messages as required. Answers routine inquiries, including emails and faxes, relating to staffing and timekeeping.
Audit and maintain confidential resident & staff information files and lists.
Performs a variety of related general clerical duties such as word processing and spreadsheet data entry and creation, filing and photocopying, as required.
Manage, maintain stock and order supplies throughout the building
Participates on committees as required. Responsible to maintain OH & S committee meeting minutes
Preparation of sales/marketing admission materials
Completes forms/screening
Maintains up to date rent roll
Complies with all relevant legislation and regulations
Participates in the development of facility procedures and monitors company and facility policies & procedures to ensure compliance.
Ensures the proper maintenance of all records in accordance with policy and relevant legislation and notifies Executive Director of issues and concerns.
Process and maintain maintenance binder.
Complete mail outs for staff and residents as required
Work collaboratively with other members of the Health Care Team and other programs within the facility.
Refers public relations accordingly
Tracks and refers enquires for resident placement to Executive Director/Director of Marketing/Community Relations
Organization and correspondence for care conferences
Promotes positive communication, cooperative working relationships and good public relations within and outside facility.
Performs other related duties as required.

Founded in 2003, Trillium Care Services is rooted in family and a deep respect for the elderly. Trillium’s philosophy is to provide seniors with the highest standard of care, improving their quality of life and maintaining their independence and dignity at every age. All Trillium homes are to be centrally located with a warm, welcoming and safe atmosphere and a reputation for giving unparalleled, personalized care. And, without exception, all caregivers and staff must share in Trillium’s approach to resident-centered care, respect, collaboration and choice.
Today, true to its roots, Trillium remains a local, family-operated business with locations in Victoria, Colwood, Nanaimo, Shawnigan Lake and Abbottsford, serving 400 seniors in B.C.
To apply, email your resume: