Clerical Assistant

Join us in building a world of possibility Holland Bloorview Kids Rehabilitation Hospital is Canada's largest pediatric rehabilitation hospital, and a top 40 Canadian research hospital. Serving over 9,000 families annually in both inpatient and outpatient programs and services, Holland Bloorview is renowned for its expertise in partnering with clients and families to provide exceptional care and is the only organization to ever achieve 100 per cent in three successive quality surveys by Accreditation Canada.

Holland Bloorview's vision is to support the most meaningful and healthy futures for all children, youth and families. We are an academic hospital, fully affiliated with the University of Toronto. All clinical staff are expected to contribute to the academic agenda through one or more of the following activities: supervising students, teaching, academic service, scholarship and research.

Holland Bloorview has won numerous awards including Greater Toronto's Top Employers, Canada's Top Employers for Young People and Canada's Most Admired Corporate Cultures. We offer an inspiring, inclusive, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

General Overview

The Clerical Assistant plays a vital role in providing comprehensive administrative and clerical support across the Rehab and CCC units, leadership and associated service teams. As a front-line representative of the program and Holland Bloorview, the Clerical Assistant ensures a welcoming, organized, and efficient environment for clients, families, and visitors. The role requires professionalism, discretion, initiative, and a strong commitment to client- and family-centered care.

Key Responsibilities

• Serves as the first point of contact for clients, families, and visitors both in person and over the phone; greets and directs them appropriately, ensuring a positive and respectful experience.
• Answers incoming telephone calls and triages inquiries as needed.
• Responds to call bell system and obtains assistance promptly when required.
• Arranges clinic appointments and transportation requests for clients.
• Provides administrative support including:
• Preparing correspondence, reports, and meeting minutes
• Composing and initiating routine documents
• Maintaining electronic and paper records
• Managing filing systems, including preparing and monitoring client charts for admissions and thinning
• Creating word processing documents for unit staff
• Maintaining unit resources such as communication books and policy/procedure manuals
• Completes data entry tasks, photocopying, scanning, and other general clerical duties.
• Collects, sorts, and distributes mail daily.
• Monitors and responds to general email messages.
• Liaises with internal departments such as Health Information Management and Purchasing.
• Maintains confidential client information and ensures compliance with privacy standards.
• Inputs and updates client demographic information in the program database.
• Reconciles monthly billing reports (e.g., pharmacy, long distance).
• Prepares and processes payroll on a bi-weekly basis.
• Orders and tracks office and program supplies as required.
• Maintains internal scheduling, records, staff reports, and requisitions (e.g., purchase orders, cheque requests).
• Compiles and prepares reports for leadership and clinical teams.
• Participates in quality improvement initiatives and promotes a safe and inclusive work environment.
• Lifting and organizing supplies needed on the unit.
• Performs other duties as assigned by program leadership.

Qualifications

• Completion of an Ontario Secondary School Diploma (OSSD) or equivalent.
• Certificate in Medical Administration is preferred.
• Minimum of 1 year of administrative experience in a healthcare environment.
• Strong customer service and interpersonal skills, with the ability to communicate effectively and empathetically with clients, families, visitors, and staff.
• Knowledge and understanding of Client and Family-Centered Care principles.
• Highly organized with the ability to manage multiple tasks and priorities in a busy setting.
• Demonstrated ability to work independently with minimal supervision and collaboratively within a team.
• Comfortable working in an environment with frequent interruptions.
• Proficient in Microsoft 365 (Word, Excel, Outlook, PowerPoint, Teams) and capable of using the internet for research purposes.
• Familiarity with and confidence in using databases and electronic health records.
• Accurate keyboarding skills and strong attention to detail.
• Demonstrated problem-solving ability and resourcefulness.
• Capable of organizing data and preparing information in a clear, logical format.