Independent Living Services Simcoe County

Planning Coordinator

Independent Living Services Simcoe County (ILS) is a leading Ontario Health funded Not for Profit Agency providing support and services to adults wishing to live independently and well in their homes. Through our programs and services, we are able to assist adults living with permanent physical disabilities and seniors aging at home lead dignified, productive and independent lives. You can learn more by visiting www.ilssimcoe.ca

Our Vison: Full Life Living   
Our Mission: We will serve our community in ways that enable individuals to live full and independent lives.
Our Values: Care and Compassion, Empowerment, Innovation, Respect and Inclusivity

What we offer:

• Comprehensive Benefits Coverage including Health and Dental and a Long-Term Disability income protection plan - because we care about our employees and their families.
• Health and Dental Benefits After 1 Month - including a CAA roadside assistance membership!
• Paid Vacation and Sick Days – we believe a solid work life balance makes a difference.
• RRSP Matching – 3% of your annual earnings.
• Employee and Family Assistance Program – wellness is important to us.
• Personal Protective Equipment (PPE) - available at all times. Health and Safety is a priority for ILS.
• Training, Development and Wellness Opportunities – we focus on individual development plans, helping our employees to grow in their current roles and beyond.
• Technology – all the technology needed to do your job effectively and efficiently (mobile smart phone, electronic scheduling, virtual connectivity with your supervisor, etc.).
• A Culture of Mutual Respect – we listen, engage, and empower.

Description of Duties and Authority

Reporting to the Manager of Coordination and Planning, the Coordinator of Planning’s purpose is to be responsible for developing master schedules for the daily maintenance, coordination and monitoring of employee and client schedules. Through timely   and accurate deployment of staffing resources, effectively manages client requests and daily schedule adjustments.  Responsible for assisting with maintaining accurate timekeeping for the purpose of statistics and Payroll processing within the Agency’s established practices and guidelines. 

Program and Organizational Management

• Using a Database develop and revise ongoing master schedules for both clients and staff in accordance with the client’s Individual Service Plan (ISP) and budgeted hours.
• Ensure accuracy of all information entered into Goldcare and other ILS electronic programs used for the purpose of scheduling.
• Ensure accurate database timekeeping to ensure Payroll processing deadlines are met.
• Commitment to foster a customer service focused service delivery and refer service complaints to the program supervisor for follow-up.
• Develop and revise as needed, a master schedule, in accordance with the clients ISP and budgeted hours.
• Process client admissions, holds and discharges in collaboration with the Service Coordinator & Community Navigator & Program Supervisor to ensure timely admissions for program vacancies.
• Maintain the Attendants working schedule and Clients schedules.
• Ensure Attendants are deployed in a timely manner to efficiently maximize resources, meet client needs and maintain continuity of care.
• Ensure Attendant requests for shift exchanges and time off requests meet the Collective Agreement, Employment Standards Act and staffing resources.
• Post and assign all planned and last-minute coverage for Attendant shifts.
• Effectively communicate all scheduling & assignment changes to clients and Attendants in a timely manner. 
• Develop and execute training schedule for Attendants.
• Complete work in a timely manner while following company standards and protocols closely.
• Respond to all department communications in timely and professional manner.

Strategic Planning and Development

• Contribute to the development and communication of ILS’s mission, vision, values, and strategic direction.

Employee Engagement

• Have an appreciation of other team member’s strength and weakness.
• Take appropriate actions to resolve workplace conflicts in a professional manner.

Quality and Service Delivery

• Ability to identify policies and procedures that require revisions and provide suggested revisions.
• Work with members of the Client Services team to suggest and develop   program efficiencies.
• Ability to participate and contribute to the CARF accreditation process.

Health and Safety

• Adheres to Agency’s Health and Safety Policies and Procedures and ensures a safe and  healthy workplace for all employees.

Required Qualifications and Skills

• Post-secondary degree or diploma in related field preferred or equivalent in working experience.
• 1 – 2 year’s demonstrated experience in employee scheduling or equivalent preferred.
• Proven Experience using technology and Goldcare database or similar data base for the purpose of scheduling, statistical tracking and reporting.
• Demonstrated work experience regarding attention to details.
• Able to seek support when needed and deal with constructive feedback.
• Demonstrated experience working in a unionized setting.
• Effective communication skills (verbal, written and active listening).
• Demonstrated customer service, conflict resolution and problem-solving skills.
• Knowledge of Occupational Health and Safety legislation relating to community support.
• Ability to work collaboratively and to identify and mitigate risk to the agency.
• Demonstrates and fosters a workplace where others can feel empowered and bring   forward any concerns.

Direct Reports: None

Indirect Reports: None

Working Conditions

• In-office attendance required during shifts.
• Must participate in coverage needs for the Planning Center.
• Ability to work non-traditional hours, evenings and weekends.
• Please note this is a non-union position.

Other Considerations

This is a Permanent Full-Time position. Scheduled time in the Barrie office will be required, as well as some travel within Simcoe County. Access to a reliable vehicle and valid insurance for travel is required.

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We offer a competitive salary including a comprehensive healthcare benefits package, RRSP matching, access to an employee and family assistance program, and an incredible work environment.

Additional Notes:

• Please be advised that as part of the mandatory screening process ILS requires professional references, verification of academic, training and accreditation credentials, plus a current Police Vulnerable Sector Check.

Please apply to this position with a cover letter and resume here:
https://www.ilssimcoe.ca/careers/#apply-here

In keeping with our continuing efforts towards greater representation, we welcome applicants with relevant lived experience and candidates with a broad reflection of identities including Black, Indigenous, People of Colour (BIPOC), LGBTQ2SI+, age, abilities and socioeconomic background.


In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), ILS provides accommodation, accessible formats, and communication support at all stages of the hiring process. We ask applicants to make their needs known in advance by contacting [email protected] or phoning (249) 535-1680
ILS offices are located in Simcoe County. We acknowledge that the land on which we work is the traditional territory of the Anishinaabek Nation. The Wendat and the Haudenosaunee Nations have also walked on the territory over time. We acknowledge the enduring presence of Indigenous people and are grateful to have the opportunity to be present in the territory.