Administrative Assistant

Coast Mental Health; Vancouver; On-site; CAD 34,000 - 41,000; Full time

Job summary

Coast Mental Health in Vancouver is seeking an Administrative Assistant to provide comprehensive support to the Quality & Privacy Manager. This role includes coordinating meetings, managing documentation, and facilitating communications to ensure accurate, clear procedures.

You will assist with SOP development, manage client record disclosures under privacy laws, support accreditation efforts, and maintain trackers and files while preserving confidentiality and exercising professional judgment.

Qualifications

• Completion of post-secondary degree or diploma in Business Management or related field, or equivalent experience.
• Strong administrative skills demonstrated through previous work or practicum.
• Excellent organizational skills and attention to detail.
• Clear written and verbal communication skills.
• Ability to handle confidential/sensitive information professionally.
• Experience in a unionized healthcare or community services environment is an asset.
• Familiarity with collective agreements is an asset.
• Proficient in Microsoft 365 applications (Outlook, Word, Excel, Copilot, Planner).
• Working knowledge of an HRIS and/or LMS is an asset.
• Ability to clear a Criminal Record Check, including Vulnerable Sector screening.

Responsibilities

• Enhance efficiency in meeting coordination, documentation management, and information management.
• Schedule and attend committee meetings, prepare agendas and materials, and capture minutes and action items.
• Support development and maintenance of SOPs and processes.
• Coordinate client record disclosure and access requests per privacy laws and policies.
• Administer the client complaint management process from intake to resolution.
• Enter and maintain information in trackers and databases; organize files and assist accreditation timelines.
• Collaborate to support accreditation standards and quality checks.
• Provide comprehensive administrative support including correspondence, records, reports, and schedule management.
• Provide input into accreditation planning and quality initiatives.
• Maintain confidentiality and exercise sound judgment with sensitive information.
• Demonstrate strong interpersonal and writing skills; prioritize tasks and meet deadlines.

Skills

Administrative skills

Attention to detail

Written and verbal communication

Confidentiality

Microsoft 365 proficiency

Education

Post-secondary degree or diploma in Business Management

Tools

Microsoft 365 (Outlook, Word, Excel)

Copilot

Planner

Job description

Anticipated Start Date: As soon as possible

End Date: 6-month term

Position Summary:

The Administrative Assistant position provides comprehensive administrative support to the Quality & Privacy Manager, including meeting coordination, documentation management, and communication facilitation. Supports the development, documentation, and organization of procedures, ensuring information is accurate, clear, and up to date.

Typical Duties

• Enhance efficiency in meeting coordination, documentation management, and information management. Support the Manager of Quality & Privacy in maintaining effective quality systems and structures for Accreditation Canada and other quality-related projects.
• Schedule and attend committee meetings, prepare agendas and materials as required, and accurately capture meeting minutes, decisions, and action items.
• Support, review, and assist in the development and maintenance of Standard Operating Procedures (SOPs) and other processes, ensuring clarity, consistency, and alignment with best practices.
• Coordinate and manage client record disclosure and access requests, including reviewing records for completeness, identifying and redacting personal and third-party information in accordance with privacy legislation, organizational policies, and legal requirements, and preparing records for release to authorized parties.
• Administer the client complaint management process from intake through resolution, including logging and organizing complaints, conducting or supporting investigations, documenting findings, coordinating follow-up actions with operational teams, and ensuring timely resolution and communication.
• Enter and maintain information in trackers and databases, organize electronic and physical files, and assist accreditation committees with tracking project timelines, deliverables, and required documentation.
• Collaborate with the Manager of Quality & Privacy and Accreditation committee members to support the achievement of accreditation standards and conduct quality checks on documentation to ensure accuracy, completeness, and consistency.
• Provide comprehensive administrative support, including composing correspondence, maintaining records, preparing reports and documentation, and managing schedules.
• Provide input into accreditation planning, policies, procedures, quality initiatives, and standards, as required.
• Maintain a high level of confidentiality and exercise sound judgment when handling sensitive client, complaint, privacy, and organizational information.
• Demonstrate strong interpersonal, written communication, organizational, analytical, and problem-solving skills, with proficiency in office software and database applications.
• Demonstrate strong business writing skills and the ability to prioritize competing demands, use initiative, meet deadlines, and organize work effectively.
• Perform other related duties as assigned.

Required Qualifications

• Completion of a post-secondary degree or diploma in Business Management, or a related field, or an equivalent combination of education and demonstrated administrative experience
• Strong administrative skills demonstrated through previous work, or practicum.
• Excellent organizational skills and attention to detail.
• Clear written and verbal communication skills.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Experience in a unionized healthcare or community services environment is an asset.
• Familiarity with collective agreements is an asset.
• Proficient in Microsoft 365 applications, including Outlook, Word, Excel, Copilot, Planner and other Microsoft Office tools
• Working knowledge of an HRIS and/or Learning Management System (LMS) is an asset.
• Ability to clear a Criminal Record Check, including Vulnerable Sector screening.

Job details:

• This is a temporary position - 6-month term.
• The wage for this role will be between $25 to $30 per hour based on a 37.5 hour work week.

About Coast

Coast Mental Health (Coast) is one of the largest mental health non-profit societies in Canada and operates a large array of innovative housing and community-based rehabilitation services for people with a mental illness living in and around Vancouver.

Coast operates in the Lower Mainland of British Columbia providing approximately 1000 people with supportive housing and 4000 clients living in the community with a wide variety of programs and services.

Coast fosters a client-driven, recovery-oriented environment that promotes restoring health, personal growth and a return to society for individuals with a mental illness through advocacy and providing direct programs and services. Coast is deeply invested in cultural safety, reconciliation, and anti-racism. Our employees receive training on cultural humility, trauma-informed practice, and inclusive leadership. We strive to reflect the communities we serve and value lived experience alongside professional qualifications.

Why Coast

• We recognize safety as a top priority for the organization.
• We believe in our people and recognize hard work.
• We operate client-centered care under the principles of psychosocial rehabilitation.
• We offer a variety of work placement opportunities within the organization.
• We strive to be the best that we can be.
• We holdExemplary Standingwith Accreditation Canada.
• We have been recognized with numerous awards for our innovative programming.
• We care about our employees, and believe in living our values and culture throughout the organization

Coast Mental Health is committed to creating a culture of diversity and is proud to be an equal opportunity employer. All qualified applicants will be considered for employment without regard to age, gender, ethnicity, sexual orientation, religion or disability.