Staffing Clerk Lead Hand

Work Area: 
Staff Scheduling Services
Base Site: 
Hornby Street
Regular Full Time
Job Category: 
0530 - 1330, 0600 - 1400, 1330 -2130, 1400 - 2200
As per the current Public Health Orders (Long Term Care/Seniors Assisted Living Provincial Health Order and the Health Sector Order), as of October 26, 2021, all employees working for Providence Health Care must be fully vaccinated against COVID-19. Proof of vaccination status will be required.
Reporting to the Staffing Supervisor, the position directs work assignments in Providence Health Care’s centralized Staff Scheduling Office by coordinating Staffing Clerk’s designated work assignments as appropriate, reviewing and checking work to ensure completion, making adjustments as required, and reassigning work. Liaises with Clinical Coordinator/Charge Nurse and/or Leader On-Call to review issues, and to identify potential barriers and/or discrepancies. Performs staffing and clerical duties such as allocating and calling relief nursing and/or allied health staff, including daily staffing requests according to contractual requirements, staff availability and determined priority, utilizing computerized staffing systems, and performs related clerical functions. In addition, the position processes requests for vacation and/or leaves of absences, compiles statistical data for reporting purposes, and provides orientation to new staff as required.


Ability to communicate effectively both verbally and in writing.
Ability to deal with others effectively.
Physical ability to carry out the duties of the position.
Ability to organize work.
Ability to operate related equipment.


Grade 12, plus three years’ recent related experience, or an equivalent combination of education, training and experience.


Directs work assignments in the Staffing Schedule Office by performing duties such as coordinating the Staffing Clerk’s designated work assignments, reviewing and checking work to ensure work completion, making adjustments as required, reassigning work, and forwarding discrepancies to the Staff Supervisor as required.

Liaises with Clinical Coordinator/Charge Nurse and/or Leader On-Call to review issues including staffing requirements, and to identify and resolve potential barriers and/or discrepancies. Submits daily report to designate as required.

Receives multiple requests for relief coverage from various nursing units utilizing computerized staffing systems, determines applicable action, priority and availability of existing staff according to established guidelines.

Allocates staff based on employee skill set, unit needs and independent judgment and calls in relief staff to fill vacancies resulting from unfilled positions, vacations, leaves of absences and sick leaves in accordance with applicable collective agreements and inputs into computerized staffing systems; consults with Staffing Supervisor when requests exceed needs identified.

Receives and processes approved requests such as vacation, leaves of absence and terminations by preparing appropriate documentation, making necessary calculations such as vacation and seniority entitlements, forwarding documentation to designated staff for review and approval and sending to applicable area for final processing.

Produces and edits timekeeping records for nursing staff and submits to payroll; liaises with payroll re employee inquiries and makes adjustments as required; answers employee inquiries regarding scheduling.

Maintains computerized records on relief staff such as names, addresses, phone numbers, availability for work, suitable work area and hours worked.