Administrative Assistant

Why work for CMHA York Region?

We deliver quality mental health and addictions services that promote recovery and health, and end stigma.

Our Values:

• Responsive to the needs of our clients, their families, and our communities
• Respectful in how we meet the needs of our clients and staff in each interaction
• Committed to delivering the highest quality of care, every time
• Innovative in our approach to meeting our clients' and communities' needs
• Inclusive in how we work and serve our clients

Team Values:

• We create belonging
• We build better
• We deliver

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 and offers:

• • HOOPP (Healthcare of Ontario Pension Plan)

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

We are looking for an Administrative Assistant to support our OSP/BounceBack program!

Closing Date: September 24, 2026

Role: Contract, Part-time 28 hours per week until August 31, 2027

Hourly Rate: $ 22.75--27.57. *This represents the first and last step of a 7-step salary grid. Candidate experience and internal equity will be considered when determining the starting rate.

Reason for Posting: New role available.

Location: The successful candidate will work primarily from our Vaughan Office located at 8271 KEELE STREET UNIT 2 Vaughan, Ontario, and may be required to occasionally travel within York Region & South Simcoe for training or meetings.

Job Profile: The Administrative Assistant provides administrative, coordination, and clerical support to the supervising Program Manager. This may include data entry, handling correspondence, handling telephone calls with clients and professionals in a sensitive and diplomatic manner, organizing and coordinating meetings and overseeing office activities. The administrative team provides backup to each other.

Duties

• Establishes good relationships with clients and their families and external service providers as well as staff of CMHA-YRSS in performing reception duties.
• Provides reception services at all times during office hours, including triage and coordination of communications between team and clients, callers and visitors and staff of CMHA-YRSS..
• Provides information in person and by phone, mail and fax, concerning CMHA-YR programs acting as a centralized resource for housing, legal, financial and addiction related information dissemination[e.g., Facilitates regular training sessions with employees on Health and Safety]
• Ensures that the clerical needs of CMHA-YRSS, managing incoming and outgoing correspondences, providing photocopying faxing, couriering of materials etc. and form dissemination to appropriate individuals and teams, etc.
• Review information on new referrals, requests and acquired additional information as required, and enters information into computer system.
• Maintains an efficient filing system as well as computerized record system and statistical information.
• Prepares requests for release of medical records, ensuring client authorization and release of information forms are signed, and maintains records of requests for information.
• Ensures that any sensitive and confidential information is maintained in a safe and secure manner.
• Assists in ordering supplies and arranging services with respect to building operation and maintenance.
• Compiles client survey information and data internally and externally to assist the team to do the analysis in order to evaluate services and to support recommendations for change (eg client, family surveys, compiling statistics for screening tools)
• Attends and participates in Client Review meetings and Team meetings, if required.
• Assists in coordination activities related to training events including travel arrangements, use of equipment etc.
• Organizes internal and external meetings.

Ontario Structured Psychotherapy Administrative Assistant(s) ONLY

• Transfer related interfacing and follow up between various Network Lead Organization (NLO) Stakeholders
• Completes operational requirements by scheduling and assigning clients, via manual and online booking to direct stuff. Includes reassignment of clients to front line staff depending on client request type.
• Ensuring the review and clearance of all OSP administrative validation reports through the client data system
• Full scale inventory management of all workbooks and manuals related to OSP clinical programs as well as the preparing and delivery of all materials needed.
• Produce and distribute PCP letters, NLO letters, file closures as required.
• Acts to support front line staff with session cancellation and logging in to the client data system when required.
• Overseeing all email, phone, and fax correspondence to program related inquiries to OSP program.
• Anticipates, understands, and responds to the needs of internal and external clients within organizational parameters in order to meet or exceed their expectations.
• Assists with research, presentations, project plans, reports, communication materials, policies, procedures, and legislation
• Follow all health and safety policies and procedures.
• Report incidents, hazards, and concerns and assist with investigations as required.
• Work cooperatively to promote a safe and healthy workplace.
• Comply with organizational policies, program guidelines, and the Client Safety Framework.
• Complete required health and safety training and recommend safety improvements when identified.

Qualifications

Education, Designations and Certifications

• Minimum 2-year post-secondary education, preferably in administrative, clerical or related areas
• Min. 2 years administrative and/or clerical experience related to office management is preferred
• Awareness of mental health system and mental illness 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.
• A second language reflecting the local community is preferred.
• A satisfactory and current vulnerable sector screening.

Working Conditions

• Office work

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.

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

Application Procedure: If you are interested in this opportunity, please visit https://cmha-yr.on.ca/careers/. Click on the “Apply Now” button and proceed to upload your cover letter and resume.

Complete the application form and submit the following:

• Optional 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) (applications without resumes will not be considered)

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.

At this time, we are only accepting applications from candidates currently residing in Ontario. Applications from individuals outside the province will not be considered.