Scheduling and Attendance Coordinator / Ward Clerk

Job Description

Job Description:

Reporting to the Operations Manager, the Scheduling and Attendance Coordinator / Ward Clerk is responsible for maintaining work schedules, tracking time and attendance for all scheduled employees at a Long-Term Care and Retirement home. 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 provides administrative support for the Operations Manager and the home's leadership team.

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.
• 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.
• Provides administrative, coordination and communication support to Operations Manager and other home leadership as required.

• Greet and assist residents, families, visitors and external service providers in a professional and courteous manner.

• Acts as backup to Reception during breaks and absences by answering and redirecting incoming calls.

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/retirement 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 knowledge and experience working with Workday and Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Knowledge of HR, payroll, scheduling; interpretation and application of collective agreement provisions.
 

When you choose to build your career with Extendicare, you’re joining a team dedicated to making a difference. By focusing our energy on enriching the lives of our residents every day, we transform both the quality of their lives and the quality of our own work experiences. 

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 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.​