Administrative Assistant

Canadian Mental Health Association Toronto Branch; Toronto; On-site; CAD 48,000 - 53,000; Full time

Benefits offered by this job

HOOPP

Disability and life insurance

Professional development funding

Work-life balance

Training opportunities

Job summary

CMHA Toronto is seeking an Administrative Assistant for the Toronto Community Crisis Services (TCCS) program. This full-time role supports scheduling, record-keeping, and confidential data handling for a 24/7 crisis support initiative in northwest Toronto.

Ideal candidates have a minimum high school diploma or business administration qualification, at least two years of health-environment administrative experience, and strong Microsoft Office skills.

Qualifications

• Minimum high school diploma or diploma/degree in Business Administration or equivalent.
• Minimum of two years administrative experience in a health environment.
• Advanced proficiency with Microsoft Office software applications.
• Strong written and oral communication and the ability to work within a multidisciplinary team.

Responsibilities

• Provide administrative support to the TCCS team and manage day-to-day program operations.
• Schedule and coordinate meetings, training workshops and seminars; take meeting minutes.
• Receive calls, triage and coordinate communication between the team and individuals.
• Maintain organizational records and scheduling of staff and activities.
• Manage clinical records, input data into electronic medical records, and protect client confidentiality.
• Run timely reports to track team performance and maintain accounting and budget records for program expenditures.
• Process expense claims and invoices; handle faxes, mail, parcels and procurement of office supplies.
• Exercise good judgment in difficult situations and build knowledge about mental health issues to support clients and families.

Skills

Organizational skills

Multitasking

Written and oral communication

Attention to detail

Education

High school diploma

Business Administration diploma/degree

Tools

Microsoft Office

Job description

Salary Range: $48,392.00 To $53,032.00 Annually

Administrative Assistant – Toronto Community Crisis Services (Full-Time – Permanent)

The Role and Opportunity

The Canadian Mental Health Association is looking for a Program Administrative Assistant for the Toronto Community Crisis Support (TCCS) Services Program. This service provides 24/7 support to people experiencing a mental health and/or addiction crisis in northwest Toronto. This program is part of a City of Toronto police reform initiative that is evaluating the effectiveness and impact of non-police-led responses to people experiencing non-emergency crises. This program aims to reduce the harms experienced by people who have mental health and addictions challenges as well as Black, Indigenous, racialized, LGBTQ2+ and other marginalized individuals. The TCCS Program is governed in partnership with a Collaborative which includes the following organizations:

• Black Creek Community Health Centre


• Black Health Alliance


• Canadian Mental Health Association Toronto


• Caribbean African Canadian Social Services


• Rexdale Community Health Centre


• Yorktown Family Services

Canadian Mental Health Association (CMHA) is the most established and extensive community mental health organization in Canada. Weidentify and respond toCanada’smost pressing mental health and addictions priorities.At the national level,wepush fornationwidesystemand policy change.At the community level,millionsofpeopleinCanadarely on CMHA’sextensive grassroots presence. Since 1918, CMHA has grown to provide mental health services and supports across Canada in over 330 communities. CMHA Toronto was , established in 1953. CMHA Toronto proudly provides services to over 10,000 clients per year, in 31 programs at 13 locations across the City of Toronto. Our services are delivered by a passionate and diverse team. Join us in providing high quality mental health and addictions services, advocating for a better mental health and addiction system, and providing education and mental health and addiction supports to clients across Toronto.

RESPONSIBILITIES

Reporting to the Senior Manager of TCCS, the Administrative Assistant will work in a fast-paced environment to provide administrative support to the TCCS team. These supports will include organizing, coordinating, and monitoring day-to-day operations of the TCCS Program. The Administrative Assistant will schedule and coordinate meetings, training workshops and seminars and take meeting minutes. As well as receiving calls, triaging and coordinating communication between the team and individuals. They will also be required to activity participate in the team meeting, assisting with organizational record-keeping and scheduling of staff and activities.

The Administrative Assistant will be managing clinical records, and utilizing electronic medical records, including inputting data and documents. While doing so they will have to ensure to protect client’s rights by maintaining confidentiality of, personal health information.

The individual will be required to run timely reports to track team performance and maintain accounting and budget records for program expenditures. The Administrative Assistant will process expense claims and invoices, prepare and send faxes, mail and parcels and order and purchase office and program supplies.

The role will also require the Administrative Assistant to use good judgement in assessing difficult situations and a willingness to increase and build upon knowledge about mental health issues as part of an approach that is respectful and sensitive to the clients and families of the TCCS program.

SKILLS YOU BRING

CMHA Toronto’s ideal candidate will have a minimum high school diploma or diploma/degree in Business Administration or an equivalent. The candidate will bring a minimum of two (2) years administrative experience in a health environment. The candidate will have advanced proficiency of Microsoft Office software applications with a willingness to learn new software applications as required.

The candidate will have excellent organizational skills and ability to handle multiple responsibilities and assign priorities. This will also include the ability to take direction and feedback as required and to follow through on assignments. Strong attention to detail and ability to adhere to confidentiality at all times when handling confidential material. The candidate will also have strong written and oral communication skills and have the ability to work within a multidisciplinary team as well as work independently.

WHY CHOOSE CMHA TORONTO?

If you care about mental illness and mental health and you have the right skills, then CMHA Toronto may be the place for you. We have a positive and fair workplace culture, where staff are provided with opportunities for learning and advancement. We are also big believers in wellness and work-life balance. Our benefits include:

• Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirement


• Short-term and Long-term Disability programs and life insurance to protect your income upon illness or injury


• Annual Professional Development Funding for career learning and advancement


• Work-life balance and flexibility – to ensure you have time for the things that matter to you


• Work with like-minded, passionate individuals and make an impact on mental health service delivery


• Build genuine and authentic connections, with colleagues and clients, with the goal of making a difference

Hiring Range: $48,392 – $53,032

Hours of Work: 35 hours per week

Location: 700 Lawrence Ave. W

CMHA Toronto is committed to promoting a workplace culture of inclusion, openness, mutual respect, and a ‘no blame and accountable’ environment. Our staff report that they value the flexibility in work schedules and the work-life balance CMHA Toronto encourages. They appreciate the training and development opportunities provided to staff and the encouragement for continuous learning. Staff often comment on the sense of community that exists throughout the organization.

CMHA Toronto is committed to our workforce reflecting the diversity of the communities within which we work and is an equal opportunity employer. As such, we encourage applications from persons with disabilities, members of visible minorities, First Nations, Inuit, and Metis people, people of all sexual orientations and genders, and others who may contribute to the diversity of our staff. Personal experience with mental health issues, either through self or a loved one, is an asset. If you are contacted by our offices regarding a job opportunity, please advise prior to the interview should you require any accommodation.

To be eligible for this role candidates will be required to adhere to our COVID-19 policy and provide proof of vaccination.

We do not use artificial intelligence (AI) to screen, assess, or select applicants at any stage of the hiring process.

This posting is for an existing vacancy.

CMHA Toronto thanks all applicants for their interest, however, only those selected for an interview will be contacted.