Careers

Please see our external recruitment section below to learn about the steps in this process. Employment at Bruce Grey Child and Family Services is conditional upon the verification of:

• Academic and/or professional credentials
• A criminal and vulnerable sector record check
• Provincial child welfare record check
• Valid, full-G Ontario driver license and confirmation of vehicle (where required)
• Proof of vehicle insurance (where required)
• Medical note from your physician indicating you are fit to perform the duties of the job and if any accommodation is required.

BGCFS is fully committed to having a workforce that is reflective of the diversity of Bruce and Grey and strongly encourages application from all qualified individuals.

We welcome applications from racialized persons, women, Indigenous persons, persons with disabilities, 2SLGBTQ+ persons and those from diverse backgrounds and experiences.

BGCFS is committed to a selection process and work environment that is inclusive and barrier free.

Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants that may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview.

Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed in a fair and equitable manner.

We appreciate all applications received. All communications will be held in strict and professional confidence. Only those candidates selected for an interview will be contacted.

We sincerely thank all applicants for their submissions.

Purpose

Reporting to the Supervisor of Quality Improvement and Records, the Record Clerk is responsible for providing records management services to Bruce Grey Child and Family Services (BGCFS) as well as other duties as assigned related to physical case records and electronic records and information.

This position is responsible to fulfill requests for access to adoption disclosure, requests for personal information, third party records disclosures, CYFSA disclosures, other CAS CPIN upload requests of physical files, records corrections, and statements of disagreement, and to manage legacy physical file and records storage and retrieval requests for BGCFS.

The Records Clerks may be required to provide occasional Reception coverage in low staffing situations.

Main Duties & Responsibilities

Records Management Services

• Maintain compliance with Part X Legislation requirements, CPIN Users Agreement, OACAS Business Harmonization and all other applicable legislation, policies and internal procedures that apply to Personal Information
• Maintain a working knowledge of CYFSA Part X, and act as a staff resource to answer 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 for 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.

Concern for Safety

• Identifying hazardous or potentially hazardous situations and taking appropriate action to maintain a safe environment for self and others.

Customer Focus

• Providing service excellence to internal and/or external customers. Depending on role and position in the organization, customers may be service users, other departments, other CAS’, other employees, community collaterals, etc.

Work Ethics and Values

• Demonstrating and supporting the organization’s ethics and values. BGCFS has identified the following values: Caring, Child-Focused, Integrity, Belonging, Balance and Collaboration.

Quality Focus

• Follows applicable Ministry and Organizational Standards and Procedures, ensures high quality output, and takes action to solve quality problems or quality issues to the appropriate department or persons responsible.
• Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes.

BGCFS Records Information Management

• Using appropriate procedures to collect, organize, retrieve, maintain and disseminate information.

BGCFS Analytical Thinking

• Analyzing and synthesizing information to understand issues, identify options, and support sound decision making.

Knowledge, Education, Experience, Skills & Attributes

Qualifications

• Post-secondary one year diploma in a business administration or computer related field preferred
• Minimum 5 years 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

General Skills and Attributes

• 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 mannerGood ability to analyze information, problem-solve and make recommendations to resolve issues
• Self-directed with a good ability to organize, plan and 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

Disclaimer

The preceding position description has been designed to indicate the general nature, level and scope of the work performed by this position.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position.

BGCFS Commitments

We are committed to having a workforce that is reflective of the diversity of the community and strongly encourages application from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.

We are committed to a selection process and work environment that is inclusive and barrier free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants need to make any accommodation requests for the interview or selection process known in advance by contacting the Human Resources Department at hr@bgcfs.ca . Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

If you are interested in learning more about the position: 2026-25 Records Clerk

If you are interested in applying please send your resume to hr@bgcfs.ca by October 30th at 4:30 pm.