Administrative Assistant

Job Location: Brantford, 643 Park Rd

Job Type: (24 hours/week), 1-YEAR CONTRACT/ PART-TIME

Tuesday, Wednesday, Thursday – 12 p.m. to 8 p.m.

Start Date: January 2026

Salary: $29,871 annually (0.6 of Band 1, Step 1 Wage Grid)

Reports To: Administrative Coordinator

Application Deadline: Until filled

Woodview Mental Health & Autism Services offers a broad spectrum of services for children, youth and their families facing mental health challenges. We work in direct partnership with children, youth and their families as well as with schools and social service agencies to ensure families are receiving the support they need, when and where they need it."We are committed to providing individualized, client-centred services and supports based on our values of accountability, respecting others, working together, leading, innovation and learning and our commitment to staff".Woodview goes above and beyond to engage individuals and families by providing high quality mental health and autism services and supports that inspires hope and strengthens lives.

• A meaningful job that inspires hope and strengthens lives
• A positive culture and supportive environment that offers flexibility
• A commitment to wellness in the workplace as well as ongoing professional development and training opportunities

Position Summary:

This position provides administrative support to Agency staff and programs based out of Brantford, to maximize the potential for service delivery and administrative effectiveness. This includes reception, program support, database system maintenance and training as well as Information Technology support and processing referrals and intakes for their location's programs.

Job Responsibilities (may include but are not limited to Including scope of practice):

Reception

• Provides a positive, welcoming environment for all clients and visitors identifying reasons for visits and facilitates access to appropriate staff and programs.
• Responds to all general inquiries including answering telephone calls, booking appointments and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly and courteous manner.
• General administrative responsibilities including photocopying/scanning documents, sending/receiving facsimile messages, writing/sending letters and emails, monitoring of general voicemail and email accounts.

Client & Agency Support

• Responsible for processing all incoming referrals to service as well as sending all necessary referrals to appropriate service providers.
• Ensures client database is up to date with necessary set up, data entry and auditing and worker schedules.
• Maintains strong communication with referral sources (i.e., service providers) to ensure referrals are processed effectively and updated accordingly.
• Communicates with clients and their families to book, confirm and make changes to appointment times.
• Manages scheduling meeting spaces and agency vehicles
• Organizes and maintains administrative and clinical files ensuring confidentiality and security of files.
• Attend committee meetings; take, transcribe and distribute minutes of meetings as well as prepare documentation for these meetings when requested.
• Arranges catering for meetings, often picking up lunches and other supplies for meetings and training sessions.
• Prepares supplies for community events and tracks inventory and maintenance of materials and equipment.
• Provides support to lead Telemental Health Admin and Program Manager including, but not limited to, communicating with other Telemental Hubs and agencies, confirming appointments and managing those appointments that occur on Brantford site.

Information Technology Support

• Liaises with Woodview IT consultants; generates electronic work order requests for IT issues that need to be resolved.
• Troubleshoots computer, phone system and conference phone system problems and coordinates service requests.

Other

• Incumbent must remain committed to the continued objective of reducing risk of injury and occupational illness in the workplace.
• Complies with Woodview Mental Health & Autism Services policies and procedures.
• Perform other tasks as assigned.

Qualifications:

• Minimum of 3 years of direct work experience in an administrative assistant capacity
• College diploma in Business Administration or an applicable combination of education and progressively responsible experience
• Proficiency in Microsoft 365 programs including word processing, spreadsheets, e-mail and presentation software. Experience with scheduling software/client databases is considered an asset
• Ability to work in a fast-paced environment with excellent time management and multitasking skills and the ability to prioritize tasks with minimal supervision
• Ability to work independently and as part of a team, with flexible hours, including weekends and evenings
• Previous experience in discretely handling confidential or sensitive information; knowledge of applicable data privacy laws
• Strong knowledge of general office procedures, including filing systems and basic databases.
• Strong customer service and interpersonal skills
• Previous Health & Safety experience an asset
• Current Police Check, including vulnerable screening is a requirement

HOW TO APPLY?

Please email your resume and letter of intent to the attention of Laura Faulkner at with "Admin Assistant" in the subject line.

We thank all candidates but only those selected for an interview will be contacted.

Woodview welcomes applications from all qualified individuals, including individuals within employment equity categories of women, persons with disabilities, members of visible minorities and indigenous persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. Woodview is committed to employment equity and diversity and a positive and supportive environment.