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Extendicare is seeking a full-time Scheduling and Attendance Coordinator for its Beauclaire facility in Ottawa, ON. The role involves maintaining work schedules, tracking employee time and attendance, and ensuring all shifts are covered to maintain smooth operations and quality resident care. Responsibilities include scheduling staff, managing absences, coordinating with staffing agencies, validating hours worked, and providing administrative support to management. The ideal candidate will have post-secondary education in office administration or equivalent experience, proficiency in Workday Scheduling System, Microsoft Office Suite, and strong organizational and communication skills. Experience in a long-term care setting is an asset.
Job Description
Scheduling and Attendance Coordinator – Extendicare Beauclaire
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 Beauclaire our 320-bed facility located in
Ottawa, ON.
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.
In Ontario, Extendicare, ParaMed Home Health Care, and affiliated organizations
including our partner homes in Extendicare Assist, accommodate the needs of job
applicants throughout its recruitment and selection processes in accordance with
the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities
Act. Accommodation needs must be provided in advance.
Time Type
Full timeAt 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 committed to fostering an accessible, inclusive, and equitable hiring process. We gladly accommodate the needs of applicants throughout all stages of recruitment and selection upon request.
