This role provides essential records management services, focusing on both physical and electronic case records and information. The position involves fulfilling various requests for information access, managing legacy physical files, and ensuring compliance with relevant legislation and internal procedures. The Records Clerk may also provide occasional reception coverage.
Responsibilities
Maintain compliance with Part X Legislation requirements, CPIN Users Agreement, OACAS Business Harmonization, and all other applicable legislation, policies, and internal procedures related to Personal Information
Maintain a working knowledge of CYFSA Part X and act as a staff resource for basic questions about privacy, disclosure, consent, and access to information
Prepare and redact File Disclosure material for Part X requests and Adoption Disclosure requests
Prepare and redact records for Requests to Access Personal Information
Communicate with requestors regarding the status of preparation or completion of requests, requirements for additional consent or information, verification of identity, secure release of information, etc.
Arrange for secure and confidential release or transfer of completed requests for access and disclosure and verify identity as necessary
Perform deduplication of CPIN Person Records and CPIN records correction tasks as required
Scan and upload legacy paper file material to CPIN as needed
Respond to Record Management Systems inquiries
Collaborate to develop, implement, and maintain the organization’s record management system in compliance with administrative, legal, quality, and financial standards and requirements
Clearly document standards and procedures for maintaining the record management system and support and train other BGCFS staff on the record management system requirements and processes
Store, arrange, index, classify, destroy, and retrieve records as required
Ensure preservation and retention of organizational records in compliance with the organization’s record-keeping systems and procedures for archiving and for the retention or destruction of records
Ensure that all Records Management tasks are prioritized based on potential for child risk and organizational risk
Raise all concerns about child risk or organizational risk immediately to the Supervisor
Identify hazardous or potentially hazardous situations and take appropriate action to maintain a safe environment for self and others
Provide service excellence to internal and/or external customers
Demonstrate and support the organization's ethics and values: Caring, Child-Focused, Integrity, Belonging, Balance, and Collaboration
Build on one’s own cultural values and knowledge to work effectively with individuals of diverse backgrounds in a variety of work contexts
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Follow applicable Ministry and Organizational Standards and Procedures, ensure high-quality output, and take action to solve quality problems or quality issues to the appropriate department or persons responsible
Strive to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes
Work in a conscientious, consistent, and thorough manner
Use appropriate procedures to collect, organize, retrieve, maintain, and disseminate information
Use software and information technology to accomplish one's work
Analyze and synthesize information to understand issues, identify options, and support sound decision-making
Demonstrate behaviors, actions, and attitudes that are consistent with BGCFS’s vision, mission, and values
Ensure effective and professional communications with all internal/external contacts
Develop and maintain collaborative relationships at all levels of the organization in order to build trust and confidence in the services provided
Establish positive relationships with key stakeholders such as with Ministry or Supplier contacts; share information according to privacy and/or confidentiality guidelines
Ensure appropriate communication with appropriate manager at appropriate time
Respect ethnic, spiritual, linguistic, familial, and cultural differences
Maintain professional working relationships with team members
Work respectfully, positively, and collaboratively within a team environment sharing experiences and lessons learned
Actively participate and engage in team and staff meetings, training sessions, and other meetings/sessions as required
Know and adhere to all applicable BGCFS policies, procedures, and relevant administrative practices
Participate in mandatory learning/education to maintain and update skills and knowledge whenever deemed necessary
Implement new procedures and controls deemed necessary by management
Assist in the training and orientation of peers
Work in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations
Participate on internal and/or external committees as required
Participate in special projects and perform other duties as required
Requirements
Post-secondary one-year diploma in a business administration or computer-related field preferred
Minimum 5 years of work experience in Child Welfare with strong knowledge of Child Welfare standards and recording requirements
Solid understanding of systems
Solid technical knowledge of Microsoft standard applications, CPIN, phone system, cell phones, computers, and equipment
Good knowledge of Ministry and legal requirements related to privacy, consent, and personal information
Working knowledge of CYFSA Part X and issues relating to adoption information, personal information, consent, access, and disclosure
Advanced ability to use MS Office applications (e.g., Word, Excel, Outlook, PowerPoint, etc., CPIN, Adobe Acrobat, redacting software) and to direct and guide others on usage of the applications
Good written, oral communication, and interpersonal skills providing constructive, meaningful, and timely interaction with all levels of staff
Ability to think analytically with attention to detail in the presence of frequent interruptions
Ability to present to others and train/coach others on systems
Good understanding and commitment to quality service and best practice
Detail-oriented
Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the manager as required
Flexible, adaptable, and responsive to change
Ability to deal with highly sensitive and personal information in a confidential manner
Good ability to analyze information, problem-solve, and make recommendations to resolve issues
Self-directed with a good ability to organize, plan, prioritize, and manage multiple assignments
Acts with integrity, trustworthiness, humility, transparency, and compassion
Solid customer service skills
Ability to work with and meet prescribed timelines
Important Details
Schedule: 35 hours per week
Application deadline: October 30, 2026, 4:30pm
Application Process
Submit your application quoting posting number 2026-25
Working Conditions
Work is primarily performed working in the filing systems and file storage areas or at a desk
Lifting of large files up to 15 kg (37 lbs) required
Long periods of sitting and computer/phone use
The incumbent has the freedom to move about or change position at will
Multi-tasks within a fast-paced, high-volume, and demanding environment
Frequent interruptions
Occasional lifting of portable equipment may be required
About the Company
The work of BGCFS is considered essential, with policies, procedures, and practices in place to ensure a response to urgent child protection matters at all times.