In accordance with the vision, purpose and values of Island Community Mental Health, client and staff safety is a priority and responsibility shared by everyone at ICMHa, as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position.

Job Summary

Performs general staffing and timekeeping functions using specialized computer software applications in a time-sensitive, deadline-driven unionized environment. The Administrative Support 3 - Scheduler calls-in relief staff from a pre-established list within parameters of the applicable Collective Agreement, tracks hours worked, and reviews timesheets for accuracy. Performs a variety of administrative support functions for ICMHA’s licensed care sites. This is a 1-year, full-time opportunity, with regular rotations out of three local work sites in Victoria, BC (125 Skinner Street, 1037 Lyall Street, 970 Greenridge Crescent).

TYPICAL FUNCTIONS AND RESPONSIBILITIES

• Utilizes Employee Scheduling Software to perform overall staff scheduling; coordinates coverage for vacations, general leave and sick absences by calling in relief staff from a pre-established seniority list per parameters of the applicable Collective Agreement. Tracks hours worked and attendance at trainings; reviews timesheets for accuracy.
• Provides administrative support to two managers and the director of licensed care from three site locations. Includes word processing/data entry to input client information, updating necessary documents and reports, general instruction using software applications such as word processing, spreadsheets, graphics, and databases.
• Sorts and distributes mail, completes forms for signature.
• Gathers and compiles information as-required, such as client information and statistics.
• May assist with client intake by performing duties such as obtaining information and completing documentation required for admission. Schedules and confirms clients for programs and/or services; establishes and maintains waiting lists.
• Arranges meetings as directed, books meeting rooms, and types and circulates notices and agendas. Transcribes and distributes notes and minutes of meetings.
• Performs other related duties as assigned.

QUALIFICATIONS

Typical Education, Training, and Experience

• Grade 12
• Office Administration Certificate
• Scheduling experience of one year

Or an equivalent combination of education, training, and experience or other Qualifications determined to be reasonable and relevant to the level of work.

Typical Skills and Abilities

• Ability to communicate effectively, both verbally and in writing
• Physical ability to carry out the duties of the position
• Ability to work independently and in cooperation with others
• Ability to operate related equipment
• Ability to organize and prioritize
• Ability to type at 60 wpm
• Business writing skills
• Knowledge of general office procedures
• Ability to establish and maintain rapport with staff

Pay: $25.65 per hour

Benefits:

• Casual dress
• Company pension
• Dental care
• Extended health care
• On-site parking
• Paid time off

Application question(s):

• Do you have experience in scheduling?

Education:

• Secondary School (preferred)

Work Location: In person