Administrative & Client Records Assistant (ACRA-01-26)

Five Counties; Peterborough; On-site; CAD 52,000 - 58,000; Full time

Benefits offered by this job

Competitive pay

Paid time off

Community involvement

Job summary

Five Counties Children’s Centre in Peterborough is seeking an Administrative and Client Records Assistant to join our admin team. In this permanent, full-time role you’ll provide clerical support, manage client records, assist with donor services and data entry across administration, fund development, health information, and client services.

You’ll maintain confidentiality, handle access requests, create templates, process changes, support schedules and purchase orders, and help with mailings

Qualifications

• 2-3 years of administrative experience, preferably in a healthcare related setting.
• Experience working in client record systems.
• Knowledge of privacy legislation would be an asset.
• Proficiency in Microsoft Office Suite; strong Excel skills.

Responsibilities

• Health Information: respond to requests for client information; corrections to client record; upload documents; create forms/templates; manage access changes; consolidate duplicate records.
• Program Supports: assist with discharges/transfers; support program teams with uploads/faxes; reception coverage; assist with PO prep; provide administrative support to Client and Family Engagement.
• Donor Services: clerical support for mailings; prepare receipts; reconcile donations; data entry for donors; manage donor contact updates; prepare mailing lists; reports for Fund Development.

Skills

Customer service

Organization

Confidentiality

Microsoft Office

Excel

Education

Medical Office/Office Assistant education

Tools

Client record system

Job description

Career – Admin & Client Records Assistant – Peterborough

Career Opportunity – Administrative & Client Records Assistant (File #: ACRA-01-26)

Based in Peterborough

About Five Counties Children’s Centre

Five Counties Children’s Centre (FCCC) has been dedicated to supporting children and youth with physical, developmental and communications needs for 50+ years. In partnership with families and communities, we provide outpatient and community-based services with the aim of enriching the independence and wellness of those we serve ~ Building Abilities for Life.

We assess and treat clients from infancy to their late teens, offering a wide variety of services including physiotherapy, occupational therapy speech and language therapy, social work and therapeutic recreation. We provide treatment in schools, in the community and at our locations in Peterborough, Lindsay, Cobourg, Campbellford and Minden.

FCCC is proud of the partnerships we have developed within the community. These partnerships have assisted families in our communities to access additional services that are needed to assist with their child’s development.

About the Job:

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 willprovide 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

• Assists 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.
• Donor contact updates, including removal or merging of duplicates.
• Returned mail updates, removing/merging duplicates.
• Gift in Kind entries and Gift in Kind tasks.
• 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.
• 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 hourly rate: $51,610-$58,297, commensurate with experience.
• Excellent paid time off policies.
• 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.

• Charitable Registration # 12397 6342 RR0001