Staffing Clerk

Apr 8, 2024

POSITION: Staffing (Scheduling) Clerk
RESPONSIBLE TO: Director of Care

Under the direction of the Director of Clinical Services 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


  • 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


  • 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


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


  • 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.

Please note:  This is not a job listing, this is a job description. For current opportunities click here.

Approved by: CEO/Director of Clinical Services

Safe Work Practices / Responsibilities

The R.K MacDonald Occupational Health and Safety Home Policy establishes employee expectations for working safely.  To achieve these expectations employees at all levels of the organization must adhere to Core Values of Safety and Safety Responsibilities listed below:
  • Commit to working safely.
  • Adhere to Safety Rules.
  • Conduct Inspections.
  • Conduct JTA`S & Develop SWPs.
  • Adhere to SOPs & SWPs.
  • Report Incidents / Hazards.
  • Wear PPE.
  • Apply their training.

We are committed to upholding the Human Rights of all R.K MacDonald employees, including the right of all people to enjoy a physically and psychologically safe work environment; the right of all people to just and favourable terms of employment; and the right of all people to be respected and valued for their differences with equitable opportunities and outcomes in an inclusive environment where all can thrive.