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Clerical Assistant 

Category Administrative and Clerical  
Req Number ADM-20-00004  
Department Rehab and Complex Continuing Care Admin 

Work type Regular Full-time 

Grade Grade 2 ($20.45/hr to $23.79/hr) 


Posting Close Date 03/04/2020 


General Overview

The Clerical Assistant provides a wide variety of clerical support to the Rehab and Complex Continuing Care leadership and team. This is a very busy role that requires a great deal of complex data entry with a high level of attention to detail. The successful incumbent will be required to do a series of tasks simultaneously i.e.: answering the phone, typing and triaging requests. This role requires the ability to lift supplies and organize the supply room. By partnering with those they support, this incumbent will act as an ambassador of the program that they support and Holland Bloorview.

Key Responsibilities

  • Acts as the first point of contact for clients and families both face-to-face and over the telephone; greets clients, families and visitors, directing or assisting them as appropriate, answers incoming telephone calls
  • Provides administrative support to team members including; typing of minutes and correspondence; filing, liaising with Health Data Records; maintaining online files; responding to inquiries on behalf of team members; photocopying
  • Payroll entry twice monthly; accurate keyboarding skills and ability to think critically and sort complex information
  • Answers call bell system and obtain assistance, as required
  • Arranges clinic appointment and transportation requests
  • Gathers and enters nursing workload measurement data daily
  • Reconciles month billing reports, e.g., pharmacy, long distance, etc.
  • Supply room maintenance; orders supplies both online and through Purchasing department, organizing and ensuring that supplies are not expired, lifting and sorting supplies on a high shelf
  • Maintains unit resources, e.g., communication book, policy and procedures manual, etc.
  • Completes filing; prepares client charts for admissions as well as monitors for thinning
  • Provides support to the team leader to address staffing issues on a daily basis, e.g., receives incoming sick calls, books staff and revises schedules as directed, etc.
  • Initiates and composes routine correspondence
  • Collects, sorts and distributes mail on a daily basis, reviews and distributes all general email messages
  • Maintains records such as staff reports, scheduling, purchase/cheque requisitions
  • Inputs client demographic information into program database
  • Handles confidential client information
  • Participates in quality improvement initiatives, supports the maintenance of a safe and healthy work environment and advances a culture of client/patient safety through work and daily practices
  • Other duties as assigned


  • Minimum of 1 year related administrative support experience in a health care setting
  • Successful completion on an Ontario Secondary School Diploma (OSSD) or equivalent
  • Preference will be shown to those with a Medical Administration Certificate
  • Customer service experience
  • Knowledge of staff scheduling issues and human resources/payroll functions
  • Demonstrated ability to communicate effectively with clients, families, volunteers, visitors and staff
  • A grasp of Client and Family Centered Care principles is needed
  • Strong organizational and multi-tasking skills
  • Ability to function independently with minimal supervision
  • Demonstrated ability to work cohesively as a team with the ability to establish excellent working relationships with clinical staff
  • Capacity to work well in a busy environment with frequent interruptions
  • Basic knowledge Microsoft office suite package – Word, Excel, PowerPoint, Outlook
  • Ability to use Internet effectively as a search tool
  • General knowledge of and comfortable working in databases
  • Accurate keyboarding skills and excellent attention to detail
  • Works with minimal direction and general guidelines
  • Required to think creatively and problem solve
  • Organizes data in logical format before passing on to others
  • Capacity to lift and reach supplies and sort on a shelf
  • Ability to prioritize workload
About the Organization Join a world of possibility! Holland Bloorview Kids Rehabilitation Hospital creates a world of possibility by supporting children and youth living with disability, medical complexity, illness and injury. Holland Bloorview is a top 40 Canadian research hospital that is fully affiliated with the University of Toronto and serves over 7,500 families annually. Providing both inpatient and outpatient 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 two successive quality surveys by Accreditation Canada.

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, innovative, and collaborative work environment with competitive compensation and benefit packages and programs that support ongoing learning and professional growth.

Holland Bloorview Kids Rehabilitation Hospital is a fully affiliated teaching hospital of the University of Toronto and is committed to fostering a climate of equity and diversity and welcomes and respects the diversity of our clients, families, staff, trainees, volunteers, trustees and partners. As part of our commitment to fair and equitable recruitment and selection practices, we encourage applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas within our community.

Interested applicants are invited to submit their application by pressing the "Apply" button near the top of this page. Should you require accommodation during any stage in the recruitment process, please contact Human Resources at or 416-425-6220.  

This position is currently not accepting applications.

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