Staffing Clerk

City Mission
Job ID 2022-19989
Administrative / Accounting Clerical
Posting Date
4 days ago(8/9/2022 7:00 PM)
Closing Date
8/23/2022
Employment Type
Relief Full Time
FTE
1.00
Scheduled Start & Stop Times
0730-1530
Program/Service
Employee Experience - People Services
Salary at Time of Posting
$24.08-$26.26 per hour

Why Fraser Health?

We invite you to apply today and find out why more than 95% of new employees recommend Fraser Health to their friends as an exceptional place to work. A 2022 BC Top Employer, we value diversity in the work force and seek to maintain an environment of Respect, Caring & Trust.

 

We hire great people for outstanding jobs and need your help to expand the ability to deliver prompt and professional service. We are looking for a Relief Full Time Staffing Clerk to provide support within our Workforce Optimization Staffing Services team in Home Health located in Mission, B.C. Bring your expertise for staffing, scheduling, and timekeeping within various collective agreements, policies, procedures, and guidelines to a challenging and rewarding role! This Relief Full Time position is available until April 29, 2023 or return of incumbent.

 

Fraser Health is responsible for the delivery of hospital and community-based health services to over 1.9 million people in 20 diverse communities from Burnaby to Fraser Canyon on the traditional territories of the Coast Salish and Nlaka’pamux Nations. Our team of 43,000 staff, medical staff and volunteers is dedicated to serving our patients, families and communities to deliver on our vision: Better health, best in health care. 

 

Effective October 26th 2021, all new hires to Fraser Health will need to have full COVID 19 vaccination (have received a full series of a World Health Organization “WHO” approved vaccine against infection by SARS-COV-2, or a combination of approved WHO vaccines).  Please note this applies to all postings, and individual medical exemptions must be approved by the Provincial Health Officer.

 

Curious to learn what it’s like to work here? Like us on Facebook (@fraserhealthcareers), follow us on Twitter & Instagram (@FHCareer), or connect with us on LinkedIn (fraserhealthcareers) for first-hand employee insights.

 

Detailed Overview

Performs staffing functions such as preparing and adjusting staff rotations, allocating and calling in staff to fill vacancies in accordance with applicable collective agreements; makes arrangements for staff by receiving calls and making necessary calculations to determine availability of existing staff according to established procedures; processes requests such as vacation, leaves of absence, termination, maternity and parental leaves; maintains timekeeping records using a computerized payroll system and maintain related records/documentation; performs clerical duties such as typing technical and non-technical material utilizing various computer software; arranges meetings and appointments, as directed; greets, receives and directs visitors, responds to general inquiries, sets up and maintains client files and produces related reports, as required.

Responsibilities


  1. Prepares staff rotations for an assigned area by transferring information from a master rotation and makes adjustments to account for items such as vacations, leaves of absence, terminations, vacancies and scheduled hours based on applicable collective agreement; identifies staff shortages and notifies the Staffing Supervisor accordingly; maintains daily client visit spreadsheets and records and distributes staff rotations/client schedules to staff.

  2. Makes short term staffing arrangements by performing duties such as receiving notification from staff, recording calls and making necessary calculations to determine the availability of existing staff according to established procedures; contacts relief staff and forwards information to the Staffing Supervisor; responds to inquiries related to staffing and refers complex matters, as required.

  3. Allocates and calls in staff to fill vacancies resulting from unfilled positions such as shift changes, vacations, leaves of absence and sick leaves; processes requests in accordance with applicable collective agreement and prepares revised staff and relief staff schedules; maintains related records and documentation such as relief staff availability records.

  4. Prepares vacation charts for the assigned program(s) and performs related duties such as gathering information related to staff vacation time and processing requests such as vacation, leaves of absence, termination, maternity and parental leave; prepares documentation, makes necessary calculations and forwards to the Manager, Staffing Services or designate for approval; entered approved vacation time and requests further information from employees when vacation time is denied; identifies vacation and statutory days that must be used by year end and notifies staff, as required.

  5. Maintains records and documentation including attendance records and staff availability; prepares forms by completing the form and ensuring the position control tracking on the documentation is correct; forwards information to the Manager or designate for approval and submits information to Human Resources, as required.

  6. Maintains timekeeping records for an assigned area utilizing a computerize payroll system and submits information to Payroll; liaises with Payroll regarding inquiries and makes adjustments as required such as payroll corrections.

  7. Types technical and non-technical material such as correspondence, procedures, memorandums, reports and minutes utilizing various computer software applications and/or transcribing from dictation or draft.

  8. Arranges meetings and appointments by booking interviews, seminars, staff meetings, meeting rooms and contacting appropriate personnel.

  9. Performs receptionist duties such as answering/directing incoming calls, taking messages, answering routine enquiries, providing information of a general nature and receiving visitors, as required.

  10. Sets up and maintains filing system for materials such as correspondence, personnel records and equipment/supply records by indexing binders, creating and labeling files and filing material; compiles workload statistics related to staffing functions and relief staff, as requested.

  11. Maintains office supplies by monitoring supply levels according to pre-determined levels; completes and forwards purchase requisitions for approval, as required.

  12. Performs other related duties as assigned.

Qualifications

Education and Experience

Grade 12, completion of an Office Administration or Medical Office certificate program and two (2) 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

  • Physical ability to carry out the duties of the position

  • Ability to work independently and in cooperation with others

  • Ability to operate related equipment

  • Ability to plan, organize and prioritize

  • Ability to type 40 wpm

  • Business writing skills

  • Knowledge of general office procedures

  • Ability to analyze and resolve problems

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