The Administration Team Assistant – Reception Back Up will provide casual essential administrative support to department managers as well as their respective departmental teams as required. The incumbent will perform complex and general administrative duties including office management, appointment scheduling, reception, data processing, communication and other tasks assigned.
RESPONSIBILITIES & DUTIES:
General Duties
Back-up for other Administration Team Assistants as required, - working knowledge of all Administration Team Assistant positions.
Assisting in meeting scheduling and notification process.
Conducts administrative support activities or assignments, composing routine correspondence, preparing presentation materials, coordinating events/functions, as directed by MH Managers/Manager, Administration and Governance/Chief Privacy Officer.
Providing word processing, data processing and records management, information dissemination activities.
Responds to queries from employees, visitors, community representatives, organizations and suppliers.
Conduct special projects as assigned by the Manager, Administration and Governance.
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Mental Health Services Support duties include the following and are shared with other Admin Assistants
Travel arrangements for unionized employees as part of reception duties
Provide a complete range of administrative support to managers for frontline work.
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Reception
Assist Bilingual Receptionist with primary reception duties as outlined in the position description which may include the following duties:
Answer phone inquiries, take messages, refer caller to appropriate personnel and provide information as requested
Greet visitors and respond to inquiries, making referrals to appropriate personnel, providing and/or taking information and dealing with clients and the general public in a professional manner
Supporting general client inquiries in a professional manner utilizing CRMS where required
Records sick days called in by staff using Outlook and notifying the appropriate staff
Cancel appointments for frontline workers after receiving the information from the sick line
Schedule meetings, room bookings and set-up, including food orders when needed.
Responsible for all agency incoming and outgoing mail and correspondence
Administer the ordering process of office supplies to ensure that adequate supplies, including coffee and kitchen, are maintained onsite
Assisting in supporting agency’s financial documentation such as: writing receipts, itemizing incoming funds for a variety of programs and disbursing petty cash following agency policies and procedures. Balance petty cash supply and replenish automated postage machine when required and under the direction of the Manager, Administration and Governance/Chief Privacy Officer.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities and activities required of this position.
EDUCATION & SKILLS:
Two (2) year Post-Secondary Diploma in Office Administration is required or equivalent program deemed relevant by the employer.
One (1) year of administrative experience preferably in a health care environment is required. Proficiency in both English and French languages is considered an asset.
Advanced computer skills in Windows operating systems, Outlook, Word, Excel, Powerpoint, Access and other database management systems, and graphics software required. Full range of knowledge in the operation of all standard office equipment including the use of photocopier, fax machine, mail machine, laptop computer and scanner. Excellent organizational skills are required. Able to organize, schedule people or tasks, while being sensitive to time constraints and resource availability.Bilingualism in both official languages at the advanced level is considered an asset.
A valid Ontario Driver’s License with access to a reliable vehicle and proof of current insurance and licensing are required for this position.
Hours of Work: The work schedule will be determined based upon program needs. Casual employees are called in as operationally required. Flexibility will be required as shifts may become available on short notice in circumstances of sick coverage. The regular hours of operation this role are 8:30AM-4:30PM Monday to Friday.
Salary range: Grade 5, $25.57 – $31.11 per hour
Per 2022 - 2026 Collective Agreement
Applicable shift premiums are paid in accordance with the Collective Agreement, Article 17.11.
Please submit your cover letter and resume clearly stating how your skills and experience meet the position requirements prior to the posting closing date.
Posting Date: Thursday July 24, 2025
Posting Deadline: Thursday August 7, 2025 @ 4:30pm
We thank all applicants for their interest in employment at CMHA-WECB. We are however, unable to respond to individual calls. Only those individuals selected for consideration will be contacted for next steps. Thank you for your understanding.
This position is posted per Article 15 of the Collective Agreement. Internal candidates will be considered in priority as established by the Article, as such external candidates may not be considered if there is a qualified internal applicant.
We are dedicated to creating a workplace that reflects the diversity of the communities we serve. We welcome applications from individuals of all identities and experiences, as we believe that diverse perspectives strengthen CMHA. If you require accommodations during the application process, please contact us at hrteam@cmha-wecb.on.ca.
Please note that candidacy for positions will require you to be authorized to work in Canada.
Please note that a satisfactory police vulnerable sector check is required as a condition of employment for all roles with CHMA-WECB.
