Scheduler/Administrative Support/PAD Assistant (Permanent Full-time)

Position Details

• Closing Date: Thursday, October 8, 2026 at 11:59pm
• Employment Type: Permanent Full-time
• Contract Type: Permanent
• Department: Paramedic Services

The Paramedic Services Department is hiring a permanent full-time Scheduler/Administrative Support/PAD Assistant. This recruitment is for a current vacancy. Candidates are invited to submit their resume and cover letter by Thursday, October 8, 2026 at 11:59pm.

Purpose

Responsible for scheduling all paramedic employees and to provide administrative and clerical support services to the PS department. Also provides administrative support to the Public Access Defibrillation (PAD) Program.

Responsibilities

• Lead and coordinate all components of scheduling human resources for the PS department.
• Provide administrative support to the PS department and PAD program.
• Sort and file confidential documents, including ambulance patient care call reports, payroll information, investigations involving paramedic staff, and incident/occurrence reports.
• Prepare drafts and update operational manuals and forms as directed and distribute to staff.
• Attend applicable team and management meetings as directed.
• Backup for coordinating management and labour management meetings including booking rooms, typing and distributing agendas and minutes, maintaining files, ordering refreshments, etc.
• Backup for booking appointments for Managers.
• Backup for coordinating completion of documentation with various Managers for payroll, MOHLTC, Base Hospital regarding hiring of new staff.
• Direct telephone inquiries, complaints, and emergencies to proper staff.
• Professionally deal with County paramedic employees, the public, and their concerns.
• Receive and code invoices to the correct G/L account for signing by the Director.
• Ensure staff expense forms include all required information for approval and are submitted to the Director.
• Determine eligibility for paramedic meal allowances as per collective agreement.
• Responsible for data entry of accounts payable invoices into accounting software.
• Complete payroll for full-time and part-time paramedics, back up administrative staff within scheduling software.
• Ensure accurate payroll information is entered and balanced in the accounting software.
• Maintain staff union and non-union tracking of banked hours, vacation and sick time.
• Complete seniority lists and update scheduling software.
• Maintain a database for Human Resources Inventory as per the Ambulance Act, R.R.O 257/00.
• Prepare reports, correspondence, and presentation materials related to maintenance of staff qualifications.
• Maintain personnel records confidentially.
• Develop and maintain staffing schedules, coordinating replacement of staff as required for monthly and daily needs in accordance with the collective agreement.
• Schedule employees as shifts occur after posted schedule.
• Maintain and coordinate scheduling software including contact information updates, schedule accuracy, and overtime tracking.
• Prepare monthly paramedic schedules and update changes as they occur.
• Schedule shifts for sick replacements ensuring Supervisors are aware of needs.
• Maintain paramedic availability format for managers and staff to use for shift replacement.
• Provide backup administrative support to Quality Assurance Manager, Operations Manager, and Duty Supervisors.
• Assist in completing purchase orders for equipment and departmental requirements.
• Help maintain accurate records on ambulances in Maintenance Management System.
• Coordinate maintenance of confidential records.
• Prepare mail-outs and tabulate customer satisfaction survey results.
• Provide administrative support to the Public Access Defibrillation (PAD) Program including scheduling training and re-certifications for PAD sites within Grey County.
• Complete site spot checks to ensure adherence to Grey County PAD program policies.
• Manage ordering of supplies for sites and the program.
• Update defibrillator units when needed or when recalls occur.
• Develop and maintain the website application for Grey County PAD program.
• Ensure all sites and new sites have completed and signed the Grey County PAD Agreement Memorandum of Understanding.
• Liaise with Heart and Stroke Foundation for budget, new units, public service training, and announcements.
• Recommended but not mandatory to hold CPR Instructor certification.
• Provide assistance to sites as required, including site visits for quality and assurance purposes.
• Provide reception services for the department: answer phone calls, direct inquiries and complaints, greet guests, and liaise with Base Hospital, CACC, MOHLTC, other County departments, Paramedics, and suppliers.
• Maintain communications with staff at various bases via telephone, email, and inter-office mail.
• Assist with maintaining a complaint database and ensure complaints have been resolved.
• Support the uniform program for replacement and new pieces for all Paramedic staff.
• Perform occupational health and safety duties as an employee.
• Perform other duties as assigned.

Working Conditions

Works primarily in administrative office locations. Works in an accessible area.