Administrative Assistant

Job Description

Job Description

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: November 24, 2026 Role: Contract, Part-time 28 hours per week until March 31, 2027 Hourly Rate: $ 22.7527.57. *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