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Scheduling and Attendance Coordinator - Full-Time Fixed Term - Medex
Extendicare
·
3.1
Ottawa, ON
Full-time
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Job details

Pay information not provided
Full-time
Ottawa, ON

Full job description

Job Description

Scheduling and Attendance Coordinator – Full-Time Fixed Term (15 Months) - Extendicare Medex


Extendicare is a leading provider of care and services for seniors throughout Canada. Through
our network of over 115 senior care and living centers as well as our home health care
operations, we are committed to delivering care throughout the health care continuum to meet
the needs of a growing seniors’ population in Canada. Our qualified and highly trained workforce
of 23,700 team members are united by a dedication to quality care and by our vision of being
the best provider of senior care and services in Canada


Applications are invited for the Permanent Full-Time position of Scheduling and
Attendance Coordinator at Extendicare Medex our 193-bed home located in Ottawa, Ontario.


Reporting to the Operations Manager, the Scheduling and Attendance Coordinator is responsible
for maintaining work schedules, tracking time and attendance for all scheduled employees at a
LTC facility. This role will ensure all unfilled shifts are covered to ensure smooth operations and
quality of resident care at the facility. In addition, the role may provide administrative support
for the Operations Manager and/or Clinical Leadership.


Key Responsibilities:
  • Actively assign employees work schedules and maintain staffing schedules for all
departments at the home/facility using Workday Scheduling System.
  • Manage all vacant schedules due to employee absences, including unplanned absences,
vacation requests, LOAs and termination.
  • Schedule staff coverage for any unfilled shifts by reaching out to employees and staffing
agencies. Utilizes Call Multiplier (open shift management tool) to coordinate outreach.
  • Validates and reconciles scheduled hours worked by employees through daily reports.
Capture activities in time blocks accurately. Ensure actual time is reflected for payroll
approvals and submissions. Submit validated hours to payroll.
  • Assists with leave administration activities including completing forms, challenging claims,
and liaising with WCB.
  • Assist with new resident administration processes, such as entering residents into PCC,
creating clinical charts, liaising with families and community.
  • Order, receive, distribute, and store nursing supplies.
  • Investigate Health and Safety incidents and administer incident reports.
  • Conduct Joint Health and Safety meetings, record, and post meeting minutes, and track
corrective actions to closure.
  • Provides administrative, coordination and communication support to Operations Manager
and other LTC facility leadership as required.
  • Acts as a strategic resource and/or member of the bargaining committee representing the
employer
  • Member of the labour management committee representing the employer

Qualifications:
  • Post-secondary diploma/certificate in office or business administration, bookkeeping,
accounting or equivalent work experience managing employee time and attendance.
  • Experience working with seniors in a long-term care setting or general healthcare
industry experience is an asset.
  • Ability to work in a fast-paced environment with changing priorities, have exceptional
time management skills and to perform well under pressure with tight deadlines.
  • Demonstrates technical knowledge and experience working with Workday,
PointClickCare or cloud-based software preferred.
  • Demonstrates strong communication and interpersonal skills with internal and external
stakeholders of the organization.
  • Knowledge and experience with office and computer equipment.
  • Demonstrates proficiency in Microsoft Office Suite (Word, Advanced Excel, Outlook,
PowerPoint, Teams).
  • Working knowledge of HR, payroll, scheduling; interpretation and application of
collective agreement provisions.
  • Strong data analytics with high attention to detail; critical thinker.
  • Pro-active and solutions focused individual with ability to foresee issues and correct
them before they turn into large issues.
  • Knowledge of Occupational Health & Safety practices, principles, and legislation.

Extendicare is a leading provider of care and services for seniors across Canada,
operating under the Extendicare, ParaMed, Extendicare Assist, and SGP Purchasing
Network brands. We are committed to delivering quality care to meet the needs of
a growing seniors’ population, inspired by our mission to provide people with the
care they need, wherever they call home. We operate a network of long-term care
homes (both owned and under management contracts), deliver over 11 million
hours of home health care services annually, and provide group purchasing services
to third parties representing approximately 150,000 beds across Canada.
Extendicare proudly employs nearly 30,000 qualified, highly trained and dedicated
team members who are passionate about providing high-quality care and services
to help people live better.

Time Type

Full time

Compensation Details

Compensation will be discussed during the recruiting process.


At Extendicare, we’ve spent more than 50 years dedicated to enhancing the quality of life for residents in our long-term care homes across Canada. When you join Extendicare, you become part of a compassionate, mission-driven team committed to creating a safe, supportive, and enriching environment for every resident we serve.

We provide competitive compensation that reflects the value of this role and the unique qualifications each candidate brings. Final salary offers are based on a variety of factors such as your skills, experience, education, and alignment with the responsibilities of this position.


Base salary is one component of our broader total rewards package. We offer a comprehensive suite of benefits designed to support your health, financial well-being, and long-term career growth. Your recruiter can provide more details about our total rewards offerings during the hiring process.

We may use artificial intelligence (AI) tools to support certain stages of the recruitment process, such as reviewing applications, analyzing resumes, or assessing candidate responses. These tools assist our recruitment team but do not replace human judgment — every application is reviewed by a member of our team to ensure thoughtful and equitable consideration. If you would like more information about how your data is processed, please contact us.


Extendicare is an equal opportunity employer committed to respectful and inclusive hiring practices. We welcome all applicants, including those from equity-deserving groups, including Indigenous peoples, women, people with disabilities, and visible minorities.


Extendicare is committed to fostering an accessible, inclusive, and equitable hiring process. We will gladly accommodate the needs of applicants throughout all stages of the recruitment process upon request and in accordance with applicable legislation. If you require support during any stage of the process, email us at careers@extendicare.com.


We acknowledge that the care we provide across Canada occurs on lands that have been cared for by many Indigenous peoples for generations. We recognize First Nations, Inuit, and Métis Peoples and their enduring connection to this land, and the importance of respect and cultural safety in the work we do.

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