Administrator

The primary purpose of the Client Administrative Coordinator is to manage and maintain client files, both electronic and paper files. This position will manage all contacts within the client Database. This role will provide administrative support to office staff.

This role supports the organization’s ongoing commitment to support children in foster care and young adults within the adult service sector to ultimately ensure the client is the best that they can be.

Data Management

• Maintain all Client records, Partners and Contacts within the Database, including managing medical information.
• Prepare admission packages and medical form packages when new placements are confirmed.
• Distribute documentation to the appropriate contacts when received from Foster Parents, community resources, schools, maintaining guidelines for confidentiality and security.
• Journal and upload to the database, all client documentation and Plan of Cares.
• Work with Administrative team to improve and modify the database to meet changing organizational needs.
• Receive and distribute Serious Occurrence and Incident Reports according to current standard of policies and procedures.
• Maintain integrity of client digital files.
• Respond to requests for client documentation.

Administration and Reception

• Provide backup for reception including answering the telephone, directing enquiries, responding to requests for client documentation.
• Managing incoming and outgoing mail.

Other tasks as assigned

Qualifications and Experience

• Diploma in Office Administration or Medical Administration
• Minimum of 3 years of administrative work experience
• Digital and physical file management experience
• Computer proficiency: Microsoft Word, Excel and Outlook
• Database management
• Experience working in a reception area
• Discretion and experience working with confidential information
• Detail Oriented
• Flexibility and willingness to adapt to changing environments
• Ability to work in a team environment and collaborate with other employees effectively
• Highly motivated and able to follow instructions with minimal supervision
• Clear Broad Record Police Check

Working Conditions

• Monday to Friday 9am to 5pm office position
• Sitting at a desk and filing in various areas of the office
• High volume of administrative work
• Stress due to volume and annual auditing demands

\nCompany Description

About Caithkin Treatment Foster Homes

At Caithkin, we are committed to helping both children and young adults by placing them in safe, nurturing homes where they can thrive. Our goal is to connect each client with compassionate foster families who provide the stability, care, and sense of belonging they need to grow and succeed.
We go beyond placement by offering therapeutic services tailored to the individual needs of each client, ensuring they receive the emotional and developmental support necessary for their well-being. Our team also works closely with Support Workers to provide additional assistance when needed, helping foster parents and clients navigate challenges with confidence and care. Through personalized matches, comprehensive support, and therapeutic resources, Caithkin creates opportunities for children and young adults to build brighter futures and be the best they can be.
Company DescriptionAbout Caithkin Treatment Foster Homes \n\nAt Caithkin, we are committed to helping both children and young adults by placing them in safe, nurturing homes where they can thrive. Our goal is to connect each client with compassionate foster families who provide the stability, care, and sense of belonging they need to grow and succeed.\nWe go beyond placement by offering therapeutic services tailored to the individual needs of each client, ensuring they receive the emotional and developmental support necessary for their well-being. Our team also works closely with Support Workers to provide additional assistance when needed, helping foster parents and clients navigate challenges with confidence and care. Through personalized matches, comprehensive support, and therapeutic resources, Caithkin creates opportunities for children and young adults to build brighter futures and be the best they can be.\n