ADMINISTRATIVE ASSISTANT – Casual – Staffing Office in Toronto, ON

Providence Healthcare

Branch Toronto ON CA

Toronto, ON

staffing services to the Hospital units, Houses floors and other designated areas of Providence Healthcare… preferred; Previous healthcare experience an asset;…

Competition #: N14-66

Job Type: Casual

Department: Staffing Office

2 Positions Available


This position provides replacement-staffing services to the Hospital units, Houses floors and other designated areas of Providence Healthcare. Collaboratively works with Patient Care Managers, Houses Clinical Managers, Administrative Assistants, Nurses and others to ensure there is adequate staffing on every unit/house for every shift, every day; in accordance with the Providence Healthcare’s Mission and Values.


  • Receives notification regarding absences from unit/house, other designated areas;
  • Effectively communicates with management, staff and external stakeholders to gather/distribute information, to collaborate and to promote effective replacement staffing;
  • Contacts employees according to unit/house/area management ‘s direction and shift availability. Offers shifts according to ONA and CUPE collective agreements;
  • Schedules unit/house/area staff according to ONA and CUPE collective agreements. Enters all shift changes into Meditech, and follows Providence Healthcare policies and procedures regarding staffing; •Contacts employees for shift availability, updates Meditech accordingly;
  • Follows replacement-staffing guidelines for non-unionized staff;
  • Notifies unit/house/area of employee scheduled for shift replacement;
  • Keeps unit/house/area informed of ongoing staffing shift status. Notifies RN in charge or designate of no available staff;
  • Works collaboratively with Administrative Assistants, RN in charge or designate, Patient Care Managers/ Houses Clinical Managers, Manager-on-call, Director Program Operations to develop solutions to replacement staffing problems;
  • Coordinates communication and plan of action between administrative assistants, Patient Care Manger/Houses Clinical Manager, Manager-on-call and Nurse-in-charge;
  • Consults with Patient Care Manager/Houses Clinical Manager, RN-in-charge or designate, Manager-on-call for direction;
  • Reports problems, issues, concerns and problem status where appropriate to relevant Patient Care Manager/Houses Clinical Managers, Manager-on-call, Director Program Operations;
  • Works with Houses Clinical Managers, Patient Care Managers, administrative assistants- and others to assess replacement-staffing needs during the week and weekends/stat holidays;
  • Hands-off staffing information to Administrative Assistants, Reception during off hours for continuity;
  • Enters all communication with employees, agencies and units/areas into Meditech/spreadsheet, database etc.;
  • Calls agencies to request staff when no Providence Healthcare staff is available or as requird. Cancels agency staff as per contracts;
  • Posts, changes and inputs casual shift availability;
  • Utilizes word processing, data base computer programs to complete staff scheduling memos, develops forms, maintain records or lists any other information as required;
  • Assists unit/houses/areas with patient/resident/client transfers to acute care by completing photocopying, faxing.


  • Minimum Grade 12 education is required. College diploma or university degree preferred;
  • Previous healthcare experience an asset;
  • Previous experience with staff scheduling an asset;
  • This position requires initiative, excellent computer, communication, listening, and interpersonal skills;
  • Attention to detail;
  • Good common sense and critical thinking skills;
  • Ability to work in a fast paced team environment;
  • Negotiation and conflict management skills are essential;
  • Comfort and ability to use cell phones, pagers, fax and telephone systems;
  • Experience with word processing, spreadsheets, databases is necessary. Microsoft Office and Microsoft Outlook is required;
  • Very good attendance record;
  • Good performance record.

or proceed with Standard Application Form.

Employment Type: Part Time
Location: Toronto, ON, CA
Posted on: 2014-07-13
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