• Greets, informs, and redirects internal and external clients on behalf of the department.
• Receives and screens correspondence and phone calls intended for the department, determines their relevance and urgency to ensure follow-up, and informs the departmental leader and staff as necessary.
• Acts as a resource person for internal and external clients for inquiries pertaining to programs, procedures, and processes in order to ensure understanding.
• Drafts and revises documents using templates and coordinates the administrative correspondence on behalf of the departmental leader and staff.
• Prepares and distributes any necessary documents and files and follows up on decisions.
• Establishes and maintains an effective filing system to maintain the confidentiality of employee files and records and ensure the availability of complete, accurate records for future reference or audit purposes.
• Coordinates document archiving.
• Maintains a reminder system for files requiring follow-up.
• Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
• Produces monthly reports that support audits of work permits, monthly union reporting, benefits and pension.
• Enter new hire data into HR systems, trigger provisioning checklists, support orientation logistics, and ensure documentation completeness for Payroll/Benefits.
• Provides administrative support to various organizational Human Resources programs by performing data entry into related databases and systems, forms creation and completion, collection of information, providing referrals.
• Prepare, collect, and coordinate benefits and pension enrolments and changes for staff
• Prepares and completes employee life cycle changes in systems and submits for Payroll processing
• Prepares and communicates benefits and pension entitlements for staff on leave, coordinates payment, and tracks leave data in appropriate systems.
• Shows discretion in the safeguarding confidential information as these functions can be related to financial, human resources and payroll data.
• Uses problem-solving skills to make recommendation to offer solutions to issues and challenges relating to people issues, operating policies, and practices.
• Applies knowledge through professional experience to complete moderately complex assignments and challenges within defined policy and according to objectives.
• Makes recommendations for continuous improvement relating to Carefor’s overall objectives, policy, and procedures.
• Works collaboratively with other members of the HR and broader Carefor team to achieve organizational goals and objectives.
• Acts in accordance with Carefor’s policies, values, and mission.
• Promotes and models a culture of health, safety, and wellness among peers
• Other duties as required.

• Postsecondary education in Human Resources, administration and office technology or an equivalent combination of education and work experience
• Minimum two years of demonstrated experience in a similar role
• Experience using computer systems and software such as Windows, word processing software, spreadsheets, databases, the internet, email and HRIS
• Excellent communication, interpersonal and customer service skills
• Experience in administrative writing
• Experience producing reports
• Ability to produce high quality work under pressure while meeting strict deadlines
• Initiative, autonomy, and sound judgement
• Organizational skills.
• Experience working in a health care setting is an asset.
• Experience in a unionized environment is an asset.
• Bilingualism (French/English) candidates are preferred.

Working conditions:

• Hybrid office environment/remote work
• Travel to various Carefor locations may be required occasionally

• Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
• Employee and Family Assistance Program
• Professional Development Opportunities
• Leadership team who values innovation, continuous improvement, quality and service excellence while appreciating work-life boundaries
• A collaborative, diverse and inclusive team culture
• Wellness program
• Company events
• Work-life balance

Salary Range: $40,404.00 – $53,040.00 (annual)

Target Hiring Range: $40,404.00 -$46,293.00 (annual)

Employment type: Full time, temporary

Term: 6 months

• Responds to the needs of clients and volunteers at the point of contact and for information or referral purposes
• Effectively communicates and interacts with clients in a courteous and professional manner
• Accesses and utilizes community resources where appropriate
• Collaborates with the marketing team to promote events and programs and assists with the development of monthly program calendars
• Organizes supplies, equipment, and resources for the programs
• Provides information, coordinates services and/or refers clients/caregivers to other resources as required
• Initiates and completes the client intake process (including the required assessments and reassessments for specific programs) with guidance from the Centre Leader
• Maintains and updates client and volunteer files in the client information management system including schedules
• Assists with volunteer recruitment, selection, orientation, and training, and supports in-service meetings as needed
• Answers the telephone and greets clients
• Completes the time sheet data entry for payroll as needed
• Supports the client survey distribution per the established schedule
• Processes client payments, donations, and fundraised money
• Prepares and reconciles bank deposits, and deposits money at the bank as required
• Participates in fundraising activities which may occur after regular hours
• Reviews client billable services and volunteer reimbursements before sending to the central finance department
• Maintains the petty cash
• Functions and reports in compliance with the Occupational Health and Safety legislation, regulations, and Carefor policies and procedures.
• Participates in health and safety training including WHMIS and applies this knowledge in the workplace
• Wears or uses any/all protective equipment or clothing provided by Carefor and does not interfere with protective devices as to change or negate their functions
• Reports the absence of or defect in any equipment or protective device, and which may endanger self or other worker
• Reports any violations of the Health and Safety Act or the regulations, or the existence of any hazard
• Does not use or operate any equipment, machine, device, or work in a manner that may endanger self or other worker
• Ensures all workplace incidents are reported in a timely manner in accordance with legislation, and Carefor policies and procedures for workplace injuries and incidents (eg. WSIB injuries, infection control)
• Adheres to the Carefor standards for conduct and behavior and upholds Carefor’s Core Values
• Ensures that confidential information relating to clients, work colleagues, suppliers and Carefor’s operations is properly protected and not disclosed to third parties, unless allowed or required under relevant law or regulation
• Treats all people with respect and undertakes duties with care and diligence
• Does not use information obtained in the course of employment for personal financial gain; nor allows that information be used to obtain financial benefit for any other person or company
• Ensures all dealings with clients, suppliers and other parties are kept at arm’s length to avoid the possibility of actual or perceived conflicts of interest
• Complies with all statutory and internal disclosure requirements on a timely basis and ensures to the best of ability the accuracy and comprehensiveness of the information
• Performs other duties as assigned
• Participates on committees/project work group as assigned

• Post-secondary education in Office or Business Administration or similar field, or an acceptable combination of education and experience may be considered
• 3 years’ experience in a multi-level, not-for-profit organization and/or community support services an asset
• Experience working with volunteers an asset
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher) and client data base systems (CIMS)
• Experience in customer service
• Physical ability to perform duties such as standing for long periods, squatting, bending, and lifting heavy objects
• Ability to organize, prioritize and multi-task
• Excellent interpersonal skills and an ability to communicate effectively with clients, caregivers, staff, health care professionals, service agencies both verbally and in writing
• Bilingualism (English/French) an asset
• Valid Class G drivers’ license and use of own vehicle
• Acceptable Vulnerable Sector Background Check

• Employee and Family Assistance Program
• Professional Development Opportunities
• Leadership team who values innovation, continuous improvement, quality and service excellence while appreciating work-life boundaries
• A collaborative, diverse and inclusive team culture
• Wellness program
• Company events
• Work-life balance

Salary Range: $40,404.00 – $53,040.00 (annual)

Target Hiring Range: $40,404.00 – $46,293.00 (annual)

• Answering incoming calls from clients, service providers, and staff, directing inquiries to appropriate team members;
• Assist with scheduling support by entering updates into the scheduling database and help prepare staff schedules
• Pull and prepare reports from the scheduling system to support supervisors and Client Service Coordinator (CSC)
• Maintain accurate records of staff information in database
• Provide timely communication via phone, email, and voicemail to staff regarding schedule changes
• Support CSCs with documentation for billing and payroll verification reports (data entry, report preparation)
• Assist with quality improvement initiatives by tracking service delivery metrics and flagging discrepancies with Supervisor
• Support CSC Supervisor team to ensure continuity of care and smooth daily operations
• Participate in team meetings and support process improvement discussions

• Currently enrolled/completion of a post-secondary program (health sciences, business administration, social sciences, or related field) required
• Strong computer skills including Microsoft Office Suite; experience with databases – asset
• Previous experience working as a team preferred
• Strong communication skills (verbal and written)
• Strong organizational and time-management skills with attention to detail
• Professional, courteous, and client-focus demeanor
• Interest in health care administration, client services, or community health
• Bilingualism (French/English) considered an asset.

• Employee and Family Assistance Program
• Professional Development Opportunities
• Leadership team who values innovation, continuous improvement, quality and service excellence while appreciating work-life boundaries
• A collaborative, diverse and inclusive team culture
• Wellness program
• Company events
• Work-life balance
• Location: 760 Belfast Road
• Start Date: May 4, 2026
• Duration: 9 weeks
• Wage: 17.60/hr

• Schedules service providers for client visits in areas assigned by manager
• Provides work schedules to staff that meet client needs and maximize continuity of care.
• Keeps up to date with daily changes such as staff availability, changes in client service authorizations, and/or care plans
• Ensures client and service provider information is accurate and up-to-date in the scheduling database
• Provides timely information, through the use of communication technology (telephone, fax, e-mail, voicemail), to field staff, services providers, co-workers, Managers and Supervisors, clients and customers
• Verifies visit confirmations from field staff and processes in a timely manner to be processed by the billing department
• Verifies payroll information for field staff in a timely manner, ensuring accuracy of hours, mileage, stats and premiums.
• Contacts LHIN regarding discrepancies in frequency, authorization for extra visits or not seen/ not found visits, extensions to planned review dates
• Works collaboratively as part of a team willing to assist others and mentor new staff
• Contributes to the principles of customer-focused service and continuous quality improvement
• Functions and completes all duties in compliance with Occupational Health and Safety legislation, regulations, and Carefor policies, procedures, and standards

• Diploma or Degree from an accredited College or University/ currently enrolled in a college or University program
• Previous scheduling experience preferred
• Experience using database software and Microsoft Office Suite
• Accurate and efficient computer data-entry skills
• Knowledge of medical terminology is considered an asset
• Demonstrated problem solving skills
• Excellent interpersonal skills
• Proven ability to manage coinciding demands, and demonstrated flexibility to adjust
• priorities to meet changing demands and circumstances
• Ability to respond appropriately in pressure situations with a calm and professional demeanour
• Ability to plan, organize and coordinate activities
• Must be able to work independently and within a team
• Excellent communication skills, both verbal and written

• Defined Pension Plan with the Healthcare of Ontario Pension Plan (HOOPP)
• Employee assistance program
• Flexible schedule
• Life insurance
• On-site parking
• Work-life balance
• Professional development opportunities
• A collaborative team culture that supports making a difference in the lives of our clients