Program Scheduler (Full Time Permanent)

Job summary

The Program Scheduler manages client referrals and coordinates service delivery between hospitals, providers, and internal staff. They are responsible for staff scheduling, managing employee absences, and ensuring accurate data entry into client records.

Job details

Who We Are Carefor is Eastern Ontario’s largest home care and community support services not-for-profit, with over 1,200 employees operating in Eastern Counties, Ottawa, and Pembroke-Renfrew County. The founding chapter of the Victorian Order of Nurses, Carefor has been helping seniors and people living with disabilities in Eastern Ontario live with choice and dignity since 1897. For our staff, we are proud to help them be the best they can be both now and into the future. Through comprehensive onboarding and continual training, you are continuously improving your professional practice with Carefor; and with the HOOPP pension plan, great benefits and a flexible schedule, we’re looking out for you and your family. At Carefor, we know our work matters, and we’re proud of the impact we have in people’s lives. Overview Under the direction of the Manager, Client Care, Homemaking & Going Home, the Program Scheduler works as part of the Client Services Team to implement Carefor’s approved and prescribed processes to develop and maintain the master rotation for Homemakers and PSW staff across Champlain. Responsibilities Responds to and manages employee absences to ensure client visits are assigned Acts as support contact to contracted service providers Completes all required tasks to ensure there is adequate staff scheduled to meet service requirements, which involves anticipating and monitoring needs and initiating appropriate action Provides work schedules and grants time off to staff in consultation with Manager, while working within the provisions of program policy and procedures Works in liaison with the Manager to inform of any scheduling and/or contracted service provider issues Supports waitlist management principles Coordinates orientation/training for new staff in applicable programs Creates and distributes various schedules and master rotations Provides timely information, using technology (Alayacare, Caredove, telephone, e-mail, voicemail), to field staff, contracted service providers, co-workers, managers, supervisors, and clients, ensuring staff scheduling meets service delivery needs Gathers and prepares program statistics as required – staffing numbers, admissions Contributes to the principles of customer-focused service and continuous quality improvement Handle time sensitive incoming staffing and/or client requests (time off, hospitalization, complaints) Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures, and participates in training as required Qualifications Minimum high school diploma Minimum 2-3 years scheduling experience Minimum 2-3 years scheduling experience in supporting contracted service providers Experience scheduling within the confines of collective agreements and labour standards Proficiency in MS Office programs, including Outlook, faxing software, and database management Must have office administration or office information technology expertise Experience in clinical environment is considered an asset Bilingualism (spoken French) is a requirement Competencies This position requires someone with the ability to deal with issues and tasks proactively and simultaneously, with a calm demeanour and a customer centric approach. Good organizational, time management, time management, and prioritization skills. Proven ability to work both independently as well as collaboratively as part of a team and with managers/supervisors Well-developed communication skills (English) both oral and written Ability to proactively provide effective, timely solutions. Ability to plan, organize, and coordinate activities in a fast paced environment What We Offer Competitive wages Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP) Employee Group Benefit Plan Paid Orientation Paid professional development and training Employee Assistance Program EDI Statement Carefor values equity, diversity and inclusion in all its forms and recruits qualified individuals at all occupational levels that reflect the diversity of our clients and our community. We are committed to providing inclusive, barrier-free recruitment and selection processes and a work environment that supports our diverse workforce. If you require accommodations at any stage of the recruitment process, please let your recruiter know when contacted. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

What you’ll do

The Program Scheduler manages client referrals and coordinates service delivery between hospitals, providers, and internal staff. They are responsible for staff scheduling, managing employee absences, and ensuring accurate data entry into client records.

Requirements

Candidates must have a high school diploma, 2-3 years of scheduling experience, and proficiency in MS Office and database management. Spoken French bilingualism is a mandatory requirement for this role.

Benefits

• Defined Pension Plan (HOOPP) • Employee Group Benefit Plan • Paid Orientation • Paid Professional Development And Training • Employee Assistance Program

Listed skills

• MS-Office · Preferred
• Office Administration · Preferred
• Data entry · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Scheduling
• Client Coordination
• Data Entry
• MS Office
• Database Management
• Office Administration
• French Bilingualism
• Staffing Management
• Collective Agreement Compliance
• Clinical Environment Experience
• Support Services
• Effective Communication
• Customer Service
• Client Services
• Information And Communications Technology
• Information Technology
• Continuous Quality Improvement (CQI)
• Records Management
• Employee Assistance Programs
• Occupational Safety And Health
• French Language
• Home Health Care
• Legislation
• Project Management Software
• Microsoft Outlook
• Statistics
• Coordinating

Job areas

• Healthcare
• Administrative
• Social Services
• Customer Service & Support
• Program Scheduler
• Scheduler / Operations Coordinator
• Stock Clerks
• Production, Planning, and Expediting Clerks