Are you interested in an opportunity to put your scheduling skills to practice in a Community Support setting? If yes, then we have a great opportunity for you to consider!
As a Casual Scheduler & Human Resources Administrative Assistant, you would serve as ICS's scheduler of casual/relief employees and provide a variety of clerical assistance to ICS's HR Department.
We are currently hiring for 1 Casual Scheduler & HR Administrative Assistant Position. The successful candidate would fill shifts during these times as necessary:
- Mon-Friday 6:00am-12:30pm and 7:30pm-11:30pm
- Saturday and Sundays 6:00am-2:30pm and 3:00pm-11:30pm
- The successful candidate must be willing to work any of the shifts noted and be able to work on statutory holidays when needed.
Position is to cover for vacation and sick time.
Why you should work for ICL:
- Recipient of the Canadian Non-Profit Employer of Choice Award (neoc.ca) since 2017!
- Opportunity to positively impact the community and contribute to a “Centre of Excellence"
- Culture of appreciation, recognition and inclusiveness
- Training and development opportunities
What you’ll do as the Scheduler & HR Administrative Assistant:
- Enters employee information into the human resources database.
- Enters advanced bookings, such as vacations and other pre-approved leaves, and rotation assignments into the scheduling system.
- Receives and documents any short notice absence calls and arranges coverage for the vacant shift (following the procedures outlined in the Collective Agreement).
- Calls casual/relief employees to inform them of their short notice assignments.
- Tracks availability of casual/relief employees and follows-up with them for on boarding, class 4 licensing requirements, probation period requirements.
- Identifies scheduling challenges/obstacles for casual/relief employees and escalates it to the Human Resources Manager.
- Schedules, prepares, records and maintains training requirement records for ICS employee (including sending out reminders about upcoming training sessions).
- Liaising with ICS Core Facilitators regarding upcoming training sessions, which employees are registered to attend, confirming location for training session and ensuring facilitators complete the attendance list in the Staff Training Registration ShareVision List.
- Communicating and informing the payroll department about the attendance lists for ICS trainings.
- Work with each ICS Manager to develop a strong knowledge of the specific staffing needs required for all programs and services (to ensure quality scheduling).
- Work with Managers to manage and schedule shift assignments for ICS casual/relief employees, as needed, including coverage for sick and vacation.
- Provide orientation and training to all current and new Managers on scheduling policies, processes and procedures, use of ICS’s scheduling system and use of appropriate forms.
- Assign/schedule casual employees in accordance with program needs (ie: specialized training).
- Frequently review schedules with Managers and initiate or change the schedules and assigned shifts for casual employee’s if/when changes are needed.
- Complete and maintain an updated casual employee list.
- Ensure casual employees meet the minimum requirements prior to scheduling (ie: orientation and training to a program has been completed).
- Enter shift changes into the scheduling system.
- Confers with Managers and on-call Managers if shift coverage cannot be found within established parameters.
- Reviews program schedules/looking ahead for gaps and checking ratios.
- Collecting and compiling metrics on casual employee list, casuals who aren’t accepting shifts and shifts needed to be filled.
- Performs other related duties as instructed by the Human Resources Manager.
Qualifications that will help your application:
- Completion of Grade 12 or equivalent competency required. Completion of administrative courses (or equivalent) is an asset.
- Six months of office experience that includes data entry in various electronic systems and communication by computer and telephone.
- Experience using the Avanti HRIS is considered an asset.
- Ability to communicate effectively by telephone, text and email.
- Ability to organize work and carry out the duties of the position with independence and limited supervision.
- Ability to interact and communicate effectively with others.
- Ability to analyze and problem solve.
- Ability to work well independently and as part of a team.
- Demonstrated ability to work under pressure and to tight deadlines.
- Proficient in the use of computers including use of Microsoft Office and Excel.
- Detail oriented with priority given to accuracy.
- Demonstrated teamwork skills.
- Well-developed interpersonal communication skills with a warm, approachable demeanor to effectively work with others.
- Well-developed planning, organizing, controlling and administrative skills.
- Must display an understanding of ICS’s mission, vision and values.
Additional Information:
- 95% Teleworking (work from home) position – requires you to have a private location to work from in your own home. (Equipment required for the position will be provided).
- 5% - working in the office (meetings, picking up items, etc).
- Valid BC Driver’s License
- Approved Criminal Record Search (Criminal Record Review)
- Self-Disclosure Health Statement/Medical Certificate of Good Health
- Tuberculosis screening Self-Declaration Form
- Valid First Aid Certificate with CPR
- Food Safe Certificate/Caring About Food Safety
Job Type: Casual
Pay: $22.00 per hour
Benefits:
Application question(s):
- Do you live in the Chilliwack area?
Education:
- Secondary School (preferred)
Experience:
- scheduling: 1 year (preferred)
- administrative: 2 years (preferred)
Work Location: Hybrid remote in Chilliwack, BC V2P 4G9
