Clinical Support Clerk - Permanent Full-time - Extendicare Halton Hills-1

111000 Extendicare (Canada) Inc.; Halton Hills; On-site; CAD 42,000 - 56,000; Full time

Job summary

Extendicare is hiring a Clinical Support Clerk to maintain accurate resident health records and assist the clinical team with documentation management in a long-term care setting.

You will support the Director of Care and interdisciplinary teams, manage filings and inquiries, and ensure compliance with PHIPA and organizational policies. A post-secondary office admin education and healthcare experience are preferred.

Qualifications

• Post-secondary education in office administration or equivalent.
• Experience in long-term care, hospital, or healthcare setting preferred.
• Knowledge of electronic health records (e.g., PointClickCare) is an asset.

Responsibilities

• Documentation & Record Management: maintain resident health records (electronic and paper).
• Clerical & Administrative Support: support Director of Care and interdisciplinary team; prepare reports and agendas.
• Resident & Family Support: respond to inquiries; support care conferences with documentation.
• Compliance & Confidentiality: adhere to PHIPA and privacy policies; assist audits and inspections.

Skills

Documentation

Record management

Clerical skills

MS Office

Communication

Organization

Education

Post-secondary education in office administration

Tools

PointClickCare

Job description

Job Description

Reporting to the Director of Care, the Clinical Support Clerk is responsible for the accurate preparation, organization, and maintenance of resident health records and clinical documentation, ensuring compliance with legislative requirements and supporting the nursing team in delivering safe, resident-centered care. The Clinical Support Clerk provides clerical and administrative support to the clinical team in a long-term care setting. This role is responsible for maintaining accurate health records, assisting with documentation management, and supporting nursing and interdisciplinary teams with clerical functions to ensure compliance with legislative, professional, and organizational standards.

Key Responsibilities

• Documentation & Record Management
  • Maintain accurate and up-to-date resident health records (electronic and paper-based).
  • Process admission, transfer, and discharge documentation in accordance with legislative and organizational requirements.
  • Ensure timely filing, scanning, and retrieval of clinical documents.
  • Support compliance with documentation standards set out by the Ministry of Long-Term Care, College of Nurses of Ontario, and organizational policies.
• Clerical & Administrative Support
  • Provide administrative support to the Director of Care, Nursing Managers, and interdisciplinary team.
  • Prepare, distribute, and track incident reports, care conferences, and other clinical documentation.
  • Assist with scheduling meetings, preparing agendas, and recording minutes for clinical and quality meetings.
  • Monitor and order office and clinical forms and supplies as required.
  • Other duties as assigned.
• Resident & Family Support
  • Respond to routine inquiries from residents, families, and staff in a professional and courteous manner.
  • Support resident care conferences through documentation preparation and follow‑up.
• Compliance & Confidentiality
  • Adhere to the Personal Health Information Protection Act (PHIPA) and organizational privacy and confidentiality policies.
  • Ensure all documentation practices meet regulatory and accreditation standards.
  • Support audits, quality improvement initiatives, and Ministry inspections as required.

Qualifications

Post‑secondary education in office administration, health information management, or equivalent training/experience.

Previous experience in a long‑term care, hospital, or healthcare setting preferred.

Knowledge of electronic health records (e.g., PointClickCare or other LTC documentation systems) an asset.

Strong organizational skills with attention to accuracy and detail.

Ability to manage multiple priorities in a fast‑paced environment.

Excellent interpersonal and communication skills.

Demonstrated ability to maintain confidentiality and handle sensitive information appropriately.

Core Competencies

• Commitment to resident‑centered care.
• Professionalism and discretion in all interactions.
• Strong problem‑solving and critical‑thinking skills.
• Team collaboration and ability to work independently.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Working Conditions

Casual. Primarily office‑based with interaction across all departments. May be required to support during Ministry inspections, audits, and urgent administrative needs. Standard business hours with potential for flexibility based on operational needs. Other duties may be assigned as per operational needs.

When you choose to build your career with Extendicare, you’re joining a team dedicated to making a difference. By focusing our energy on enriching the lives of our residents every day, we transform both the quality of their lives and the quality of our own work experiences.

Time Type: Full time

At Extendicare, we’ve spent more than 50 years dedicated to enhancing the quality of life for residents in our long‑term care homes across Canada. When you join Extendicare, you become part of a compassionate, mission‑driven team committed to creating a safe, supportive, and enriching environment for every resident we serve. We provide competitive compensation that reflects the value of this role and the unique qualifications each candidate brings. Final salary offers are based on a variety of factors such as your skills, experience, education, and alignment with the responsibilities of this position. Base salary is one component of our broader total rewards package. We offer a comprehensive suite of benefits designed to support your health, financial well‑being, and long‑term career growth. Your recruiter can provide more details about our total rewards offerings during the hiring process. We may use artificial intelligence (AI) tools to support certain stages of the recruitment process, such as reviewing applications, analyzing resumes, or assessing candidate responses. These tools assist our recruitment team but do not replace human judgment — every application is reviewed by a member of our team to ensure thoughtful and equitable consideration. If you would like more information about how your data is processed, please contact us. Extendicare is an equal opportunity employer committed to respectful and inclusive hiring practices. We welcome all applicants, including those from equity‑deserving groups, including Indigenous peoples, women, people with disabilities, and visible minorities. Extendicare is committed to fostering an accessible, inclusive, and equitable hiring process. We will gladly accommodate the needs of applicants throughout all stages of the recruitment process upon request and in accordance with applicable legislation. If you require support during any stage of the process, email us at [e-mail]. We acknowledge that the care we provide across Canada occurs on lands that have been cared for by many Indigenous peoples for generations. We recognize First Nations, Inuit, and Métis Peoples and their enduring connection to this land, and the importance of respect and cultural safety in the work we do. Extendicare is a leading provider of care and services for seniors across Canada, operating under the Extendicare, ParaMed, Extendicare Assist, and SGP Purchasing Network brands. We are committed to delivering quality care to meet the needs of the growing seniors’ population, inspired by our mission to provide people with the care they need, wherever they call home. We operate a network of 99 long‑term care homes (59 owned, 40 under management contracts), deliver approximately 14.0 million hours of home health care services annually, and provide group purchasing services to third parties representing approximately 153,600 beds across Canada. Extendicare proudly employs approximately 23,000 individuals and manages an additional 5,000 joint venture employees, all of whom are highly qualified, trained and dedicated team members and passionate about providing high‑quality care and services to help people live better. Our Mission To provide people with the care they need, wherever they call home. Our Vision Everyone in Canada has access to the care and support they need to live their best lives. Our Values We embrace every person for the individual they are. We care for each person as we would our own family. We collaborate with others because we achieve more together. We are relentless in our efforts to improve. We respect the resources entrusted to us.