About the Role
Toronto Cat Rescue saves over 2,500 cats each year from at-risk situations. Our work starts with a dedicated volunteer Intake Team. The Medical Records Administrator is a key member of this team, responsible for keeping each cat’s identifying information, medical history and placement records accurate, organized and up to date in PetPoint, the TCR list and other intake tracking systems. Responsibilities include reviewing incoming shelter and veterinary records, creating and updating cat profiles, entering medical information and flagging missing or inconsistent details for follow-up. This behind-the-scenes role helps ensure cats move smoothly into our care and that the people supporting them have the information they need.
Although the workload will vary, accurate and timely record entry is essential. Candidates should be detail-oriented, comfortable using online systems and reliable about meeting agreed timelines or communicating when backup support is needed. Training and ongoing support will be provided; veterinary experience is helpful but not required.
At Toronto Cat Rescue (TCR), every cat who comes into our care has a story, and keeping their records accurate and up to date is an essential part of ensuring they receive the care they deserve. This is a fantastic opportunity for someone who enjoys working with information, has a keen eye for detail and wants to make a meaningful difference in animal rescue, all from the comfort of home! You’ll work closely with the Intake Manager and other team members to support the smooth operation of our intake program.
Key Responsibilities
- Review incoming veterinary and shelter medical records for completeness.
- Ensure medical information, including vaccinations, spay/neuter status, microchip details, medications, treatments and relevant medical history, is accurately transferred and updated from source documents into our tracking systems (PetPoint, Smartsheet, etc.).
- Identify missing records, incomplete information or inconsistencies that require clarification.
- Review assigned records to ensure required information has been entered.
- Update records as new information becomes available.
- Flag outstanding medical documentation or concerns to the Intake Manager.
- Help ensure records are complete and ready for the next stage of a cat’s journey through TCR.
Qualifications & Expectations
- Must be 18 years or older.
- Has excellent attention to detail and takes pride in accurate work.
- Is highly organized, dependable and comfortable working independently.
- Has strong computer skills and is comfortable navigating online databases, spreadsheets and shared documents.
- Can accurately enter and review information without overlooking important details.
- Is comfortable reading veterinary records or is willing to learn basic veterinary terminology.
- Has good written communication skills and knows when to ask questions or flag discrepancies.
- Can manage assigned tasks and meet agreed-upon deadlines.
- Understands the importance of confidentiality and handling sensitive information responsibly.
Previous veterinary, shelter or rescue experience is an asset, but not required!
Experience with PetPoint, data entry, medical administration or record management would be especially helpful, but we’re happy to provide training to the right volunteers.
You do not need to be a veterinary professional. This is an administrative role, and medical questions or concerns will be referred to the appropriate team members.
Time Commitment & Location
Location: Fully remote. Volunteer from the comfort of your own home!
Schedule: Flexible, with regular availability throughout the week preferred. Work is shared between volunteers to provide coverage throughout the week, including weekends.
Time commitment: Approximately 1–2 hours per day to start, depending on intake volume and assigned responsibilities.
Because cats enter our program regularly, timely record updates are important. We’re looking for volunteers who can check their assigned tasks consistently and communicate if they’re unable to complete something within the expected timeframe.
Help us keep every cat’s story accurate and up to date. Join our volunteer Intake Team!
