Office Administrator

Healing Hearts Foster Care / Calvary Child Care

Location: Pickering, Ontario

Job Type: Full-Time, In-Person

Schedule: Monday to Friday

About Us

Healing Hearts Foster Care / Calvary Child Care is a caring, community-focused organization dedicated to supporting children, youth, families, foster parents, and care providers. Our work requires compassion, professionalism, confidentiality, and strong attention to detail. We are seeking a reliable, tech-savvy, and highly organized Office Administrator to support the daily administrative operations of our office and help ensure smooth communication between staff, caregivers, families, and external partners.

Position Summary

The Office Administrator will be responsible for providing administrative, clerical, and operational support to the management and operations teams. This role requires someone who is quick, efficient, exceptionally organized, comfortable with numbers, and at ease working in a sensitive care-based environment.

The successful candidate will manage day-to-day office functions, maintain agency systems and portals, update and maintain mandatory records, coordinate training and new hire onboarding logistics, manage weekly fund transfers, and assist with expense documentation and reporting.

Key Responsibilities

- Front-of-House & Reception: Serve as a professional, welcoming first point of contact for visitors, staff, foster parents, caregivers, and external partners. Answer phone calls, emails, and general inquiries in a courteous, prompt manner.
- Database & Systems Management: Manage and maintain ShareVision, including user access setup, profile maintenance, and administrative updates.
- Orientation and Contractor/Employee Document Compliance: Assist with orientation sessions, ID badge administration, maintaining and updating documents for staff that are required by the Ministry.
- Training & Compliance Coordination: Coordinate UMAB (Understanding and Managing Aggressive Behaviour) training registrations
- Banking & Funds Administration: Manage scheduled weekly funds transfers to agency homes, ensuring transfers are calculated accurately and completed strictly on time.
- Expense Documentation: Collect, verify, organize, and maintain all expense receipts, invoices, and supporting financial documentation in an audit-ready state.
- Calendar & Meeting Coordination: Maintain the central office calendar; ensure staff and management receive timely reminders for upcoming meetings, training sessions,



and key appointments. Organize meeting rooms and training logistics, including scheduling and coordinating any required arrangements or materials.
- Office Equipment & Maintenance: Keep track of office equipment, arrange repairs or routine servicing when needed, and liaise directly with service providers and technicians.
- Records & Filing: Maintain organized electronic and physical filing systems; prepare, format, scan, file, and distribute documents, letters, forms, and reports.
- Office Care & Environment: Ensure common areas and the front office remain organized, tidy, professional, and welcoming.
- Confidentiality & Discretion: Handle all confidential, personal, and sensitive information with absolute discretion and professionalism.

Qualifications

- Experience: 3-5 years of office administration, receptionist, clerical, or administrative support role. Experience in social services, child care, foster care, health care, non-profit, or a regulated care environment is considered a strong asset.
- Tech-Savvy & Systems Agility: Strong computer literacy across Microsoft Office (Word, Excel, Outlook). Must be quick to learn and navigate internal database systems (e.g., ShareVision) and web portals with training provided.
- Numerical Accuracy: Strong aptitude for numbers, basic calculations, and data entry, with high accuracy when handling weekly funds transfers, timesheets, and expense receipts.
- Organizational Excellence: Exceptional organizational skills with an eye for detail; ability to maintain accurate spreadsheets and maintain compliance deadlines
- Work Ethic & Efficiency: Fast-paced, efficient, and proactive; able to multitask, prioritize urgent requests, and work independently.

Incident & Reliable Occurrence Reporting (IR / SOR) - Serving as a team backup

- Report Quality Assurance: Review, edit, and format internal Incident Reports (IRs) submitted by frontline staff for clarity, grammar, and completeness.
- Ministry & CAS Submissions: Identify threshold incidents and assist with drafting and submitting Serious Occurrence Reports (SORs)



to government portals and placing agencies within mandated timelines.
- Document Distribution: Distribute finalized PDF reports to external social workers, placing agencies, and internal management while maintaining proper email and privacy protocols.
- Database & File Management: Upload, organize, and archive all IRs, SORs, and updated safety plans into ShareVision and agency tracking spreadsheets.
- Documentation Tracking: Follow up with frontline staff and supervisors to resolve missing details, outstanding shift documentation, or required report sign-offs.

Key Competencies

- Exceptional organization, neatness, and time management
- High degree of tech literacy and willingness to learn new systems
- Numerical accuracy and financial conscientiousness
- Speed, efficiency, and follow-through
- Professionalism, confidentiality, and discretion
- Compassion and emotional maturity in a care-based setting
- Reliability, accountability, and proactive problem-solving
- Teamwork, flexibility, and a welcoming presence

Working Conditions

This is an in-person, office-based role in Pickering, Ontario. The Office Administrator will work closely with management, HR, operations, finance, caregivers, and program staff. The role involves handling sensitive information related to children, youth, families, employees, and caregivers, and therefore requires a high level of discretion and professionalism.

Why Join Us

This is an opportunity to be part of a meaningful organization that supports children, youth, families, and caregivers. The Office Administrator plays an important role in helping the organization operate smoothly and professionally while supporting the people who deliver care every day.

Equal Opportunity Employer

Healing Hearts Foster Care / Calvary Child Care is an equal opportunity employer and welcomes applications from all qualified candidates. We are committed to creating an inclusive, respectful, and supportive workplace.

Accommodation

Accommodation is available upon request for candidates participating in all stages of the recruitment and selection process.

How to Apply

Interested candidates are invited to submit their resume for consideration. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $45,000.00-$50,000.00 per year

Benefits:

- Company events
- On-site parking
- Paid time off

Experience:

- Records management: 3 years (required)

Work Location: In person

📌 Administrative & Records Coordinator (Pickering)
🏢 Calvary Child & Family Services
📍 Pickering