Administrative Assistant

Location: Moncton, Campbellton, or Fredericton , On-site. 1 year Contract Full-Time

About CMHA of NB

The Canadian Mental Health Association of New Brunswick Inc. (CMHA of NB) is part of a nationwide, voluntary organization that that envisions a country where mental health is a universal human right. CMHA of NB work is guided by the mission of ensuring that all people in New Brunswick experience good mental health and well-being.

CMHA of NB is STEADFAST and has long fought to improve the state of mental health in New Brunswick, yet acknowledges that the work is ongoing and remains committed to this important task. CMHA of NB is INCLUSIVE and strives for all people in New Brunswick to see themselves represented and served by CMHA of NB. The organization values the voice of those who have experienced mental illness and recognize a diverse range of mental health approaches.

CMHA of NB is PROACTIVE, with leaders who value action over mere talk, and is committed to innovation and forward-thinking to continually address and improve mental health in New Brunswick. Furthermore, CMHA of NB is COMPASSIONATE, approaching its mission with empathy, care, love, and kindness.

CMHA of NB, being COLLABORATIVE, mobilizes and marshals resources, partners, and people to come together to realize necessary changes in our communities and in the mental health system in New Brunswick. CMHA of NB provides a wide range of services and supports to people who are experiencing mental illness, their families, friends, and the public. One of the core goals of these services is to help people with mental illness develop the personal tools to lead meaningful and productive lives.

Position Summary:

This Administrative Assistant will work with CMHA of NB’s Peer Support and BounceBack Programs. Reporting to the Provincial Peer Support Consultant and BounceBack Program Manager, the Administrative Assistant will be the first point of contact for these Programs. Duties involve a wide range of support activities such as connecting clients to appropriate services, filling applications for upcoming training, organizing events, hotels, and meals.The Administrative Assistant will ensure that all interactions between the organization and others are positive and productive.

They will be professional, polite, and attentive, while always being prepared and responsive, willing to meet each challenge directly. They must be comfortable with computers, general office tasks, and excel at both verbal and written communication in both English and French languages. Most importantly, they should have a genuine desire to meet the needs of others.

This position is on-site, in Moncton, Campbellton, or Fredericton and will be a one-year contract position. Proficiency in Both French & English languages, residency in New Brunswick, and possession of a valid work permit are mandatory.

Responsibilities:

• Provide administrative support to the New Brunswick Peer Support and BounceBack Teams.
• Act as the primary contact point for calls, emails, and visitors, to the Peer Support and BounceBack Teams.
• Relay messages to related team members within the BounceBack and Pear Support teams.
• Coordinate meetings, program-related activities and follow up appointments for participants and all program enquiries or requests.
• Intake, assign and track all new program referrals to BounceBack Coaches.
• Screen and manage program referrals, ensuring completeness and accuracy.
• Register participants, and maintain accurate participant databases.
• Create/update related database files for participants and referral sources (General Practitioner’s, clinics, hospitals) and program statistics in prescribed manner.
• Organize travel arrangements and provide logistical support as needed.
• Assist with outreach and promotion upon request (e.g., researching new referral sources, info booths)
• Maintain a sufficient inventory of Peer Support and BounceBack programs materials.
• Place orders, when necessary, restock, and track distribution of all related print/DVD materials for Peer Support program.
• Ensure program materials are readily available in both official languages.
• Take the lead on booking training venues, meals, shuttle services, and accommodations.
• Provide clinics with physician packages as needed.
• Record minutes, indicating action items and leads from all meetings and conferences.
• Ensure a high level of security and confidentiality of participant information and records.
• Assist with report and presentation preparation.
• Build trusting, recovery-oriented rapport with program participants.
• Maintain a professional image and demeanor with all employees, management, executives, and visitors consistently.
• Communicate, correspond, and maintain collaborative relationships with co-workers, external persons, programs, departments, agencies, and clinics.
• Promote the Peer Support and BounceBack programs under the direction of the Program Manager.
• Attendance at post-hire training events and participant at supervisory teleconferences
• Participate in supervision, staff, program, and professional development activities.
• Participate in program and agency meetings and committees.
• Selectively utilize personal recovery experience to provide hope and empowerment.
• Willingly participates in agency or program development and educational opportunities.
• Other duties, relevant to the position, shall be assigned as required.

Qualifications:

• Preference will be given to candidates with Post secondary studies or coursework in areas related to Office Management, Psychology, Addictions, Sociology, Education, etc. A combination of work experience and education will be considered.
• Proficiency in both English and French languages is mandatory
• Willingness to obtain the Certified Peer Support Training.
• Workplace First Aid /CPR certification or willingness to be trained.
• A valid Work Permit is mandatory for temporary residents.
• Residency in New Brunswick (NB) or willingness to relocate is mandatory.
• A new Criminal Record and Vulnerable Sector Check is mandatory.

Core Competencies:

• Creative Problem-solving
• Communication
• Rapport/Relationship Building
• Teamwork as well as independency
• Multitasking
• Critical Thinking
• Organizational skills
• Accuracy and Meticulous Attention to Detail
• Flexibility & Adaptability
• Time Management & Priority Setting
• Self-Awareness & Confidence
• Initiative & Commitment
• Stress Management

Knowledge, Abilities & Skills:

• Excellent communication skills including speaking, listening and written communication skills in both official languages.
• Excellent working knowledge of skills MS Office 365 / Databases is required.
• Knowledge of the formal NB mental health system, community organizations, and resources, including CMHA of NB programs, is an asset.
• Knowledge/familiarity with the mental health, addiction, and social service systems is an asset.
• Passion, personal alignment, and commitment to the mission, vision, and values of CMHA of NB.
• Demonstrates competence in understanding cultural diversity and works effectively with individuals with various cultural backgrounds.
• Interact easily and well with others, be likeable and warmly approachable.Professional, compassionate, and non-judgmental approach to communication.
• Awareness/sensitivity to all types of issues related to participant diversity.
• Empathy towards persons of diverse backgrounds and lived experiences, always providing a positive, supportive, and enthusiastic point of contact.
• Ability to work effectively in various settings and environments, both one-on-one and in group settings.
• Strong interpersonal skills, flexibility, and effectiveness at individual, program, and system levels.
• Highly motivated and passionate about mental health and anti-oppressive work.
• Openness to innovation and creative problem-solving.
• Conscientiousness, loyalty, self-discipline, and commitment to organizational goals, policies, and rules.
• Agreeableness, willingness to work with others, consideration, and genuine concern for others’ well-being.
• Emotional Stability, a calm, relaxed approach to situations, events, and people. This includes emotionally controlled responses to changes in the work environment or to emergency situations.

Working Conditions:

• The workweek is 37.5 hours.
• Flexible work schedules may be required to meet operational requirements.
• Possible travel across the province and access to reliable transportation
• Work in various settings or in partnership with other health agencies is required.
• This position will report directly to the Peer Support and BounceBack Programs Managers.
• CMHA of NB is committed to building a skilled and diverse workforce that reflects the New Brunswickers we serve. As an equal opportunity employer, we actively support workplace equity for all persons, and are committed to including and reflecting the population we serve. CMHA of NB encourages applicants to identify as belonging to one of the designated groups of the Employment Equity Act. Preference shall be given to those who demonstrate they are among the most qualified as stated above.Employment Equity Act

We thank all those who apply; however, only those selected for further consideration will be contacted.