Administrative Clerk

Are you highly organized, personable, and ready to make a real difference each day? Orchard View Long Term Care is seeking an Administrative Clerk who thrives in a dynamic environment where no two days are the same.

This is a central and meaningful role — supporting residents, families, and staff while strengthening the systems that keep our home running smoothly.

About Orchard View

Nestled along the Saint John River in the Village of Gagetown, Orchard View Long Term Care is a not-for-profit home guided by compassion, teamwork, and community. We're proud of our caring culture, where every resident feels at home, every staff member feels supported, and every visitor feels welcome.

About the Role

As our Administrative Clerk, you'll be the first face people see when they enter the home — a welcoming presence for residents, families, visitors, and partners. You'll provide essential administrative support to the Administrator/CEO and Director of Nursing, help keep our records and reporting organized, and play an active role in resident engagement and community connection.

You will also collaborate with our Director of Activation to plan and host resident events, support communications, and occasionally lead activities when coverage is needed. This role suits someone who loves structure but also enjoys variety, interaction, and creativity.

Key Responsibilities

Administrative & Financial Support

• Prepare and submit required reports to the Department of Social Development, including budget amendments and resident revenue updates.
• Maintain documentation for the Comfort Care Account and review regularly with the Administrator.
• Record and track staff purchases, donations, and resident funds.
• Organize mail, invoices, and receipts for accurate data entry.
• Develop efficient systems for invoice collection, filing, and document preparation.
• Ensure secure management of keys and medication cart codes.
• Maintain organized digital and paper filing systems and assist with transitioning to digital record-keeping.

Community, Communication & Engagement

• Manage social media (Facebook), newsletter content, and email distribution lists to share Orchard View updates and resident stories.
• Administer charitable donation tracking and the donation platform.
• Serve as the first point of contact for residents, families, and visitors — ensuring all interactions reflect the warmth and professionalism of our home.
• Participate in and provide administrative support for the Social & Engagement Committee.
• Assist with new resident admissions and help families navigate onboarding documents and information.
• Support the Director of Activation with event planning and occasionally lead activities or outings on her days off.
• Willingness to obtain a Class 4 driver's license to drive the resident bus (training provided).

Systems & Organization

• Maintain, document, and continuously improve office procedures and workflow systems.
• Support the ongoing shift from paper to digital processes — bringing curiosity, innovation, and practical problem-solving to modernize our operations.
• Contribute to policy and procedure documentation and internal communication.
• Assist with audits, compliance records, and inspection preparation as needed.

Who You Are

• Experienced: 4+ years of administrative experience, ideally in healthcare, government, or community settings.
• Organized: Excellent record-keeping, document management, and attention to detail.
• Tech-Savvy: Proficiency with Microsoft Office, digital tools, and social media platforms.
• Personable: Friendly, professional, and genuinely interested in getting to know all residents and staff.
• Innovative: Excited about improving systems and moving toward more digital, efficient processes.
• Reliable: Maintains confidentiality, follows through on commitments, and takes ownership of tasks.
• Community-Minded: Enjoys being involved in events, outreach, and helping others.
• Flexible: Willing to pitch in wherever needed and embrace the variety that comes with working in a small, caring environment.

Why You'll Love It Here

• A supportive, close-knit team that values kindness, initiative, and growth.
• A varied role where your ideas and contributions matter.
• The chance to make meaningful connections with residents and families.
• Opportunities for training and development, including driving certification.
• Beautiful setting and a positive, community-oriented culture.

To Apply:

Please send your résumé and a short note about why you'd be a great fit to

Job Type: Full-time

Expected hours: 37.5 per week

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Paid time off
• Vision care

Work Location: In person