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Niagara Region

Immunization Records Clerk

ON, Canada
Niagara, ON, Canada

Salary Grade : 9 Salary Range : $ 31.88 - $ 33.70 · Part-time

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Job details

Pay: Salary Grade : 9 Salary Range : $ 31.88 - $ 33.70
Job type: Part-time
Apply by: Nov 29, 2026
Experience: 1 year recent related medical work experience in a health services or clinical environment dealing with medical terminology and/or medical transcription
Posting language: English
Posted: Oct 30, 2026

Original job description

Job Opening

CUPE 1287

Job Title : Immunization Records Clerk

Job Opening Id : 46488 # Required : 1

Business Unit : Public Health and Emerg Servs Division : Clinical Services

Worksite: : Regional Headquarters Standard Hours : 17.50 / week

Full/Part Time : Part-Time Regular/Temporary: : Temporary

Salary Grade : 9 Salary Range : $ 31.88 - $ 33.70

Post Date : 2026-10-30 Close Date : 2026-11-05

Temporary Duration

Approximate Duration: 6-12 months

Division

Clinical Services

Important Notices & Amendments

As an employer of choice, Niagara Region offers competitive salaries and benefits, a defined benefit pension plan, a corporate wellness centre, access to the Employee and Family Assistance Program (EFAP), mentorship and training programs, employee recognition programs, and more. In addition, the Region recognizes the value of having flexible work arrangements to support better work-life balance for our employees. Hybrid work arrangements may vary from one employee to another and may also differ in the number of remote workdays. These opportunities remain subject to the alignment of operational needs, business requirements, and customer service expectations.

Job Description

JOB SUMMARY

Review, interpret, and evaluate immunization information from multiple sources (members of the public, physicians, provincial, national and international health units) prior to creating and/or updating electronic records in the Ministry of Health and Long Term Care (MOHLTC) designated provincial immunization repository. Analyze and vet incoming immunization documentation to ensure appropriate administration, dosage etc. and escalate up to a nurse for follow up. Ensure records are processed timely and accurately to meet program deadlines. Participate in program activities to support legislative requirements. Provide hard copy immunization records or assistance to access electronic records to the public and health care providers as per policy. Support program requirements related to childcare and school aged record review, general clinics and school based immunization campaigns.

Qualifications

EDUCATION

Minimum requirement - 2 year - Office Administration or Health Information Management College diploma
Nursing Unit Clerk or Medical Transcriptionist certificate considered an asset
An equivalent combination of education, experience, and qualifications may be considered

Knowledge/Experience

1 year recent related medical work experience in a health services or clinical environment dealing with medical terminology and/or medical transcription
Must possess advanced skills in Microsoft office suite programs (Word, Excel etc)
Previous experience with Ministry based databases preferred
Previous experience with electronic medical records system preferred

Skills

Strong understanding of medication/vaccine terminology and immunization dosing schedules to accurately enter health information and transcribe complex immunization records. This includes knowledge of appropriate intervals for various multi-dose vaccine series and antigen codes used.
Ability to accurately analyze complex and irregular immunization submissions, recognition of duplicate records, resolving conflicting information, and investigating possible contributing factors, using multiple tools and resources
Ability to analyze complex and out of province immunization submissions by accessing web based resources
Strong attention to detail/accuracy while working in a fast-paced environment is a must to manage complex immunization records
Effectively use technology to enhance service delivery capabilities
Strong problem-solving skills to help stakeholders and clients navigate the various program-related processes (e.g., school suspension, website reporting, customer queries in clinics)
Excellent communication and interpersonal skills to respond to the diverse needs of community partners and build relationships with school administrators, child care providers primary care providers, clients, and the internal health care team in a fast-paced and challenging health services setting
Evaluate, establish, and administer health records management systems to ensure confidential, secure accessible, and organized electronic and paper records
Advanced skills in Microsoft Office Suite programs (Word, Excel, Outlook) and the various office equipment
Previous experience with Ministry software/databases
Exceptional time management and organizational skills with the ability to work with multiple interruptions/distractions under tight timelines with highly confidential material
Record/data management skills including file management and electronic file management with attention to detail
Manage the scheduling and coordination of administrative tasks and workflow within specific deadlines and according to set priorities
Ability to manage multiple demands and re-prioritize within limited timeframes
Ability to work independently within established parameters and to function effectively as a member of a health services team
General knowledge of the Public Health Information Privacy and Protection Act (PHIPPA) and the Municipal Freedom of Information Privacy and Protection Act (MFIPPA)

SPECIAL CONDITIONS

Must possess and maintain a valid and unrestricted specified license for the class of the vehicle operated
Must maintain ability to travel in a timely manner to other offices, work locations or sites as authorized by the Corporation for business reasons.
Maintain a valid cardiopulmonary (CPR) certificate
Must be able to work flexible hours and weekends including evening hours, notice of shift changes will be provided in accordance with the collective agreement
In accordance with the Corporate Criminal Records Check policy, the position requires the incumbent to undergo a Criminal Records Check and submit a Canadian Police Clearance Certificate for the vulnerable sector. This requirement applies to individuals in positions that provide public health programs and services within school settings.

About Us

Niagara Region serves a diverse urban and rural population of more than 475,000 and is focused on building a strong and prosperous Niagara. Working collaboratively with 12 local area municipalities and community partners, the Region delivers high-quality programs and services that support the well-being of individuals, families and communities. Nestled between Lakes Erie and Ontario, the Niagara peninsula is home to fertile agricultural land, the majesty of Niagara Falls, vibrant modern cities, Canada’s most developed wine industry, and communities rich in history, recreation and culture. With a temperate climate, breathtaking countryside and easy access to neighbouring New York State, Niagara attracts more than 14 million visitors each year, along with new residents and businesses. Niagara Region values diversity in background and experience and is committed to building an inclusive workforce that reflects the community it serves, strengthening programs and services across Niagara. While specific qualifications are important for certain roles, we invite individuals from diverse backgrounds to apply. Our recruiters will evaluate your suitability for the role.

Closing Statement

Uncover the wonder of the Niagara Region and join a team dedicated to meeting tomorrow’s challenges TODAY!

Let us know why you would be an excellent team member by submitting your online application.

We thank all candidates for their interest however, only those candidates selected for an interview will be contacted.

We confirm that we do not use AI in screening of applicants, and this position is an existing vacancy.

If You Require An Accommodation For The Application Process In Accordance With The Ontario Human Rights Code And The Accessibility For Ontarians With Disabilities Act , The Alternate Formats For Contacting Us Are As Follows

Email: myhr@niagararegion.ca
Phone: 905-980-6000 or 1-800-263-7215
Bell Relay: 1-800-855-0511
In-person: Sir Isaac Brock Way, Thorold, ON L2V 4T7 – Human Resources Department

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More about this job

Responsibilities

Review, interpret, and verify immunization documentation from multiple sources, then create or update records in the provincial immunization repository accurately and on time. Provide records and assistance to the public and healthcare providers, escalate issues for clinical follow-up, and support school, childcare, clinic, and immunization campaign activities.

Requirements

A two-year college diploma in Office Administration or Health Information Management is the minimum requirement, with one year of recent related medical experience in a health services or clinical environment. Candidates need strong medical and vaccine terminology knowledge, advanced Microsoft Office skills, accurate records-management abilities, and must meet travel, CPR, flexible-hours, and vulnerable-sector police-check conditions.

Skills

Medical Terminology
Vaccine Dosing Schedules
Health Information Analysis
Electronic Medical Records
Microsoft Office
Data Entry and Transcription
Records Management
Attention to Detail
Problem-Solving
Communication
Time Management
Organization
Confidentiality and Privacy
Workflow Coordination
Customer Service

Benefits

Defined Benefit Pension Plan
Corporate Wellness Centre
Employee and Family Assistance Program
Mentorship and Training Programs
Employee Recognition Programs
Flexible Work Arrangements

Visa sponsorship

Not detected in the job text

Keywords

Immunization Records
Provincial Immunization Repository
MOHLTC
Medical Terminology
Vaccine Dosing Schedules
Antigen Codes
Electronic Medical Records
Ministry Databases
Microsoft Word
Microsoft Excel
Microsoft Outlook
Health Information Management
Office Administration
Medical Transcription
Data Management
Records Management
Confidentiality
PHIPPA
MFIPPA
Public Health
School-Based Immunization
Childcare Records
CPR Certificate
Vulnerable Sector Check
Workflow Coordination

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