Administrative And Client Records Assistant

Five Counties Children's Centre; Peterborough; On-site; CAD 52,000 - 58,000; Full time

Benefits offered by this job

HOOPP pension

90% Employer paid benefits

Flexible work arrangements

Excellent paid time off policies

Professional development opportunities

35-hour work week

Job summary

Five Counties Children’s Centre in Peterborough, ON is hiring an Administrative and Client Records Assistant. The role supports clerical duties, donor services, health information, and client services across multiple programs.

The position involves maintaining accurate donor and client records, processing uploads, access changes, reporting, mailings, and general office tasks with confidentiality and care for children and families served.

Qualifications

• Medical Office/Office Assistant education or equivalent.
• 2-3 years administrative experience, preferably in a healthcare setting.
• Experience in client record systems.
• Knowledge of privacy legislation is an asset.
• Proficiency in Microsoft Office Suite; strong Excel skills.
• Maintain strict confidentiality for children and families served.

Responsibilities

• Handle health information requests and client records corrections.
• Upload documents to client records and create forms/templates.
• Manage employee access changes in client record system.
• Provide reception coverage and support program teams with uploads and faxes.
• Support donor services: mailings, receipts, and data entry.
• Assist with reports for Fund Development and routine donor communications.

Skills

Strong communication

Organizational skills

Problem solving

Customer service

Confidentiality

Education

Medical Office/Office Assistant education

Tools

Microsoft Office Suite

Excel

Job description

We are accepting applications for an immediate vacancy in our Peterborough office for a permanent, full-time Administrative and Client Records Assistant.

In this position, you will provide clerical, records management, donor services, and data entry support across administrative, fund development, health information, and client service functions. This position supports accurate donor and client record maintenance, assists with document uploads, access requests, internal systems updates, reporting, mailings, and general office processes.

Your key responsibilities will include:

Health Information

• Respond to external requests for client-related information (access requests).
• Corrections to the client record.
• Uploading documents to the client record (custody orders/consent).
• Create forms and templates in client record system.
• Process employee access changes in client record system (additions, deletions, changes).
• Perform other administrative tasks within the client record including the consolidation of duplicate records and the creation of lock boxes.

Program Supports

• Assist with the completion of the CTC discharges and CTC transfers processes.
• Assist Program Assistant teams with uploads and faxes.
• Provide Reception coverage, as needed.
• Assist with the preparation and tracking of Purchase Orders.
• Provide administrative supports to Client and Family Engagement program.

Donor Services

• Providing clerical support for mailings, including preparing receipts, stuffing envelopes and handling returned mail.
• Photocopying cheques and preparing backup for data entry.
• Preparing tribute cards and letters.
• Assisting with thank-you calls/emails/cards and reporting and tracking.
• Respond to DP alerts to contact donors for updated payment methods.
• Researching and updating obituary notices related to donors/donations
• Data entry for donors and data, including Gifts In Kind.
• Updating bank deposit dates.
• Donor contact updates, including removal or merging of duplicates.
• Returned mail updates, removing/merging duplicates.
• Gift in Kind entries and Gift in Kind tasks.
• Routine donor contact (address updates, basic questions, DP alerts).
• Preparing mailing lists.
• Reconciling electronic donations.
• Volunteer hours tracking and reporting.
• Reports as required for Fund Development Team.

What You Bring:

• Medical Office/Office Assistant education or equivalent.
• 2-3 years of administrative experience, preferably in a healthcare related setting.
• Experience working in client record systems.
• Knowledge of privacy legislation would be considered an asset.
• Proficiency in Microsoft Office Suite; strong skills in Excel.
• Ability to maintain strict confidentiality regarding all information pertinent to the children and families served by the Centre.
• Ability in communication, organizational skills and problem solving.
• Ability to multi-task and deal with interruptions.
• Ability to provide excellent customer service.
• Clear police check.
• Proof of updated immunizations including COVID-19 (two doses).
• Access to reliable and efficient transportation to travel occasionally to other Centre sites.

What We Offer:

• Competitive salary range. $51,610-58,297, commensurate with experience.
• HOOPP pension
• 90% Employer paid benefits.
• Flexible work arrangements.
• Excellent paid time off policies.
• Professional development opportunities.
• 35-hour work week (Monday - Friday).
• Opportunity to connect to the community and make a positive contribution.

At Five Counties Children's Centre, our team is focused on a single vision: Building Abilities for Life. We are striving for inclusiveness and belonging in all we do. We believe that a diverse workforce strengthens our ability to achieve our vision. That is why we actively encourage applications from individuals from all backgrounds, abilities and experiences, especially those from equity-deserving groups.

If you are contacted for an interview and require accommodation, please advise Human Resources, and appropriate arrangements will be made to assist you through the process.

Five Counties may use artificial intelligence (AI) in the evaluation of candidates; however, all hiring decisions are made by humans.

We thank all applicants but only those selected for an interview will be contacted.

Pay: $51,610.00-$58,297.00 per year

Benefits:

• Casual dress
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Vision care

Work Location: In person