Administrative Asssistant

Why work for CMHA York Region?

One of the fastest growing branches of CMHA, the Canadian Mental Health Association York Region and South Simcoe (CMHA-YRSS) provides 30+ mental health and addiction programs to adults, youth (age 12+), family caregivers, local businesses, and community organizations.

We are a team committed to our vision of mental health support for all. We offer an inclusive, innovative, and high-performance work culture that helps us deliver transformational impact. The organization cares about the growth, safety, and well-being of employees.

Learn more about us by visiting: https://cmha-yr.on.ca/careers/

We are looking for an Administrative Assistant to support our Clinical Operations Team.

Closing Date: March 22, 2024

Role: Permanent Part-Time; 17.5 Hours Per Week.

Salary: Starting Salary Range $22.08 - $22.85/hour. Candidate experience will be considered when determining the starting salary.

Location: The successful candidate will work primarily from our Newmarket office (1101 Nicholson Road, Unit 5, Newmarket, ON L3Y 9C3). May be required to occasionally travel within York Region & South Simcoe for training or meetings.

Job Profile:

The purpose of this position is to provide administrative, clerical, and operational support to the Clinical Operations Team at CMHA-YR.

The Administrative Assistant provides administrative, coordination, and clerical support to the VP of Clinical Operations, and the Senior Director of Service, Interprofessional Practice and Innovation. This may include data entry, handling correspondence, handling telephone calls with clients, and internal and external partners sensitively and diplomatically, organizing and coordinating meetings, and overseeing office activities. The administrative team provides backup to each other.

Key Responsibilities:

• Cultivates positive relationships with clients, their families, external service providers, and CMHA-YR staff while managing reception duties.
• Manages clerical tasks including incoming and outgoing correspondence, photocopying, faxing, and courier services, ensuring efficient distribution of forms to appropriate recipients.
• Maintains organized filing systems and computerized records, safeguarding sensitive and confidential information.
• Coordinates training events, including travel arrangements and equipment usage.
• Arranges internal and external meetings.
• Represents CMHA York Region professionally with clients, families, and other agencies.
• Assists with presentations, project plans, reports, and communication materials.
• Demonstrates commitment to CMHA's Vision, Mission, and Values and adheres to organizational policies and procedures.
• Ensures compliance with health and safety protocols, actively promoting a safe work environment.
• Contributes to maintaining a professional work environment and client safety.
• Engages in professional development activities aligned with organizational goals.
• Participates in performance reviews and provides feedback.
• Collaborates with the Program Manager, providing insights on client, team, and service issues.
• Participates in staff selection processes as needed.
• Represents CMHA on in-house and external committees.
• Assists in developing and implementing streamlined access to services.
• Undertakes additional responsibilities as assigned by the Program Manager, Director of Programs, or CEO.

Requirements:

• Post-secondary education in an administrative, clerical, or related area is an asset.
• Exceptional computer skills for a networked office, including MS Word, Excel, Access, Outlook, and PowerPoint.
• Superior organization, time management, and planning skills.
• Exceptional interpersonal, communication, and customer service skills.
• Ability to maintain confidentiality.
• Ability to multi-task and prioritize workload.
• Ability to work independently as well as function as part of a multi-disciplinary team.
• Ability to be proactive and take initiative where required.

Preferred:

• 2 years of administrative and/or clerical experience related to office management is preferred.
• Knowledge and experience in supporting Board Committee meetings including minute-taking for board or committee meetings is preferred.

Assets:

• Awareness of the mental health system and mental illness.

The statements above are intended to describe the general nature and level of work being performed by an individual assigned to the job. This information is not constructed to be an exhaustive list of responsibilities, duties, and skills required of the incumbent in the job.

Working Conditions: Works extensively at a desk, using a computer and possibly a headset with a microphone for up to seven (7) hours a day. Works in any combination of standard office environments in a shared office space. Weekend and evening hours may be required.

Disclaimer: In keeping with mental health reform, best practices, funding, and direction this position may later require knowledge, skills, abilities, and working conditions not noted here.

To request this posting in an alternate format or to request accommodation in the application process, email [email protected]

Application Procedures:

If you are interested in this opportunity, please click on the "apply" button and proceed to upload your cover letter and resume.

Complete the application form and submit the following:

• Cover letter with 300 words or less and tell us why you would want this role and why you should be considered for the position (PDF or Word)
• Resume (PDF or Word)

CMHA-YRSS is dedicated to promoting employment equity and dismantling obstacles to employment for marginalized communities. CMHA-YRSS supports the journey to mental wellness, and we welcome applicants with lived experience of mental illness. In acknowledgment of the systemic underrepresentation faced by Black, Indigenous, racialized peoples, and those living with disabilities, this opportunity has been developed based on the special program provisions of the Ontario Human Rights Code. We therefore extend invitations for applications from the following groups:

• Racialized Persons
• Indigenous Persons
• Persons living with Disabilities

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