Staffing Clerk - Program

Work Area: 
Staff Scheduling Services
Base Site: 
Hornby Street
Temporary Full Time
End Date: 
Feb 4, 2023 or return of incumbent
Job Category: 
0700-1500, 0730-1530, 0800-1600
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/Educator, and receiving work direction from the designated Staff Scheduling Coordinator, the position performs staffing and clerical duties for Providence Health Care’s centralized Staff Scheduling Office 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. The position is responsible for preparing staff rotations by extending and transferring information from the master rotation. Performs related clerical functions. In addition, the position processes requests for vacation and/or leaves of absences and compiles statistical data for reporting purposes.


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 and software.


Grade 12, plus four (4) years’ recent related experience or an equivalent combination of education, training and experience.


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.

Prepares staff rotations by extending and transferring information from established master rotations in order to create vacation relief lines and other necessary changes such as leave of absences, vacancies and terminations. Ensures schedules adhere to collective agreement language.

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 designated area(s) Staff Scheduling Coordinator and/or 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.

Collects and compiles workload statistics and reporting information, such as staff requirement, hours not filled and number of casual relief shifts required, utilizing computerized systems.

Performs a variety of clerical duties