Job Summary
This position provides comprehensive administrative and scheduling support to ensure the efficient operation of the Hospice House Residential Program. The Administrative & Scheduling Coordinator supports the Program Administration Lead, Director of Care, and interdisciplinary care team by coordinating staffing schedules, maintaining accurate records, and supporting daily administrative functions. This role also provides cross-coverage for key administrative positions to ensure continuity of operations.
Duties
Care Team Support
- Maintain accurate resident records, including charts, Medical Administration Records, Kardex, care plans, and electronic systems (Medi-tech, InfoAnywhere, NOHS database).
- Support inventory management, including monitoring, ordering, and organizing supplies.
Administrative Support
- Provide administrative support to the Program Administration Lead, Director of Care, and residential care team.
- Perform reception duties at the care station.
- Report and track in-house maintenance issues.
- Complete data entry across systems including InfoAnywhere, DonorAnywhere, program attendance tracking, and quality improvement initiatives.
- Provide coverage during absences for related administrative roles.
- Delegate appropriate administrative tasks to office and reception volunteers.
Scheduling
- Receive and document staff absence notifications.
- Coordinate staffing replacements in accordance with BCNU guidelines and organizational policies.
- Maintain and update staff schedules.
- Track and maintain call-out logs and leave records.
- Maintain and update staff call-out lists.
- Other duties as assigned.
Requirements
- Required Qualifications:
- Confirmation of completion of Grade 12
- Experience with staff scheduling in a healthcare or unionized environment is an asset
- Experience working in a hospice, healthcare, or not-for-profit environment is preferred
- Medical terminology/ Medical or Unit Clerk experience preferred
- Proficiency in Microsoft 365 and relevant administrative systems
- Intermediate knowledge of computer hardware and software functions
- Attention to detail and accuracy required
- Strong organizational skills
- Ability to prioritize work
- Ability to work in a busy environment
- Exceptional interpersonal skills to work in a team environment
- Ability to work effectively in a sensitive and confidential manner
- High level of discernment and professionalism
- Clear Criminal Record
Skills and Attributes:
- Cultural Competency: Demonstrates respect, sensitivity, and understanding of diverse cultural perspectives and practices.
- Leadership: Inspires and motivates staff and community partners to achieve shared goals in cultural safety, grief support, and reconciliation.
- Communication: Communicates effectively with clarity, empathy, and cultural sensitivity across diverse audiences. Demonstrates clear, compassionate, and effective communication with residents, families, staff, and external stakeholders. Actively listens and ensures information is conveyed accurately and empathetically.
- Teamwork: Fosters collaboration, respect, and shared responsibility among staff, volunteers, and community stakeholders.
- Initiative: Identifies opportunities for growth and improvement in grief support and cultural care services. Strong problem-solving, decision-making, and conflict resolution skills. Demonstrates resourcefulness and a solution-oriented mindset.
- Self-Management: Demonstrates resilience, adaptability, and accountability in a role that requires emotional intelligence and professional self-care.
- Attitude: Models a positive, empathetic, and professional attitude that aligns with the values of hospice care. Maintains composure and compassion in emotionally challenging situations. Empathy, compassion, and a deep commitment to the dignity and well-being of residents and families.
Pay: $17.85-$32.07 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Work Location: In person
