Staffing Clerk Job Description

Posted in Nursing

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POSITION: Staffing Clerk
DEPARTMENT: Nursing
RESPONSIBLE TO: Director of Care

Under the direction of the Director of Care the Staffing Clerk is responsible for the accurate and timely data entry of staff scheduling and payroll submission. Using a manual or computerized scheduling application, the Staffing Clerk works as a team member to support the staffing needs of the RK Mac Donald Nursing Home. Every employee of the RK Mac Donald Nursing Home has a responsibility to be involved in providing a stimulating environment for the residents. In keeping with our Mission, Vision and Values and our philosophy of Resident Centered Care, the Ward Clerk serves as a positive role model as a partner in the provision of care and support of our Residents, and represents the home in a positive, professional, efficient and confidential manner.

Key Responsibilities

1. Scheduling

  • Implements approved schedules for unionized staff
  • Accepts Director approved requests for scheduling changes and implements as staffing replacement allows
  • Discusses any variances with Director
  • Follows the appropriate collective agreements in addressing requirements
  • Follows direction of Directors with replacement of staff and overtime authorization

2. Staffing

  • Replaces unionized staff as directed for illness, approved LOA, vacations, and statutory holidays
  • Ensures this process is accurate and timely and following the applicable collective agreement
  • Verifies staffing requirements against current schedule including but not limited to, accepting staff call-ins
  • Ensures confidentiality at all times
  • Inputs, maintains and updates data utilizing the computerized scheduling system
  • On a daily basis, reviews time sheets to insure adequate staffing
  • Monitors casual relief list for need and notifies appropriate Director when required
  • Maintains casual staff information and availability records
  • Assists Charge Nurse/RN, staff, & Ward Clerks with information and resources to develop appropriate staffing plans/decisions during times when staffing office is closed

3. Payroll

  • Accurately records and verifies schedule in preparation for bi-weekly payroll submission

4. Planning

  • Consult with and advise managers on any concerns regarding staffing levels
  • Maintain staffing levels as per Department of Health & Wellness guidelines
  • Suggest alternate scheduling patterns that meet the resident care and staff needs

Required Education

  • Completion of Academic Grade 12
  • Completion of post-secondary business/administrative assistant/office management or related health care course.

Required Experience

Previous experience in scheduling and staffing an asset

Required Competencies

  • Demonstrated proficiency in computer applications
  • Demonstrated critical thinker and ability to multi-task
  • Demonstrated ability to work independently and under time constraints
  • Demonstrated positive interpersonal & communication skills.
  • Constructive communication skills
  • Demonstrated problem solver.
  • Excellent organizational skills.