Administrative Assistant

EveryMind • Mississauga, ON

12d • Onsite

About The Position

EveryMind Mental Health Services is currently recruiting an experienced, skilled, and enthusiastic administrative professional for the 9-month contract position of Administrative Assistant with the administrative support team. EveryMind is an accredited child and youth mental health organization that provides a continuum of high-quality mental health services for children, youth and their families who are experiencing or are at risk of experiencing mental health, social, emotional and/or behavioural challenges. Our services are provided in a dynamic, client-centred environment that values respect and inclusion, collaboration, learning, innovation, and accountability.

SUMMARY OF FUNCTION
As a member of the Administrative Support Team, the Administrative Assistant is the first contact for clients, their families and the general public, ensuring that clients are welcomed to the agency warmly. The incumbent provides a high level of administrative support of a varied nature and communicates with clients of diverse cultural and ethnic backgrounds in an empathetic manner and with a high degree of sensitivity. The position requires initiative, pro-activeness, flexibility, good judgement and an ability to act both independently and as a team player. All duties are performed in keeping with the organization’s Mission Statement, Philosophy, Values, Policies, Procedures and Accreditation Standards.

This is a new position for a 9-month contract.

Hiring Salary Range: $45,947.08 - $49,696.63 (Step 1 to Step 3 in a 5-Step payband)
Please note that hiring salaries are commensurate with experience and generally start at the beginning of the range.

Requirements

• Post-secondary Diploma in Office Administration or a related field, or an equivalent combination of education and experience.
• Three years directly related experience in an Administrative position.
• Strong interpersonal, organizational and communication skills.
• Demonstrated proficiency with Microsoft 365 Suite (Word, Excel, Power Point, Outlook, Teams, OneDrive, Sharepoint, Forms) and internet.
• Experience with transcription.
• Working knowledge of data base systems.
• Ability to handle sensitive client information and maintain a high level of confidentiality.
• A Satisfactory Vulnerable Sector Police Check and Pre-Employment Medical screening (including TB test, MMR, TD, Polio, Covid-19 Vaccination), is required.

Nice To Haves

• Previous experience in a Social Services or non-profit setting is a definite asset.
• Familiarity with mental health terminology and report content is an asset.

Responsibilities

• Welcome members of the public, including visitors, service providers and clients arriving for appointments and connecting them and families/clients with the appropriate clinicians or contacts.
• Answer multi-line central telephone system by responding to general queries, directing calls, and using judgement to handle various situations as they arise.
• Provide specialized administrative support in specific clinical programs and services, including preparing and distributing clinical reports.
• Monitor inventory, prepare purchase orders and coordinate purchasing for all general office supplies and household supplies for onsite/offsite locations,
• Coordinate with external and internal sources for office and property management activities including liaising with maintenance service providers.
• Initiate and coordinate annual Health and Safety proceedings (fire drill, carpet cleaning).
• Implement systems to support the efficient and effective operation of administrative support services.
• Provide support to the Communications department by maintaining the database of community partners, handling internal and external requests for promotional materials.
• Support supply and distribution of PPE to staff, maintaining accurate inventory totals.
• Provide other administrative support to various departments within the agency as assigned.

Benefits

• paid personal leave days, in addition to 11 paid public holidays
• 4% of your salary in lieu of benefits
• 4% of base salary in lieu of vacation
• exceptional training and development opportunities, including an Education Assistance Plan to support employees in further education in their field.
• Company Laptop and cellphone provided to employees.
• Free, confidential 24/7 counselling and mental health support for you and your family via our Employee and Family Assistance Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree