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CMHA

Administrative Assistant

ON, Canada
Aurora, ON, L4G 1M2, Canada

Pay: Salary: $41,406.00 -$50,181.00 *This represents the first and last step of a 7-step salary grid.
Job type: Full-time
Apply by: Oct 7, 2026
Working hours: 35 hours per week
Posting language: English
Posted: Sep 23, 2026

Apply About employer

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Original job description

Internal/ External Posting

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:

Competitive Total Compensation (including salary, benefits, pension for full-time positions, 12 months or longer)
- HOOPP (Healthcare of Ontario Pension Plan)
- Comprehensive Health Benefits
Learning & development opportunities

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

We are hiring an Administrative Assistant!

Closing Date: October 7, 2026

Role: Permanent, Full-time, 35 hours per week. *Occasional evenings and weekends may apply.

Salary: $41,406.00 -$50,181.00 *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: An existing vacancy

Location: The successful candidate will be required to work out of the Aurora Office located at 15150 Yonge Street Suite 201 Aurora, ON L4G 1M2 and will be required to travel within York Region & South Simcoe for client meetings, staff training and meetings.

Job Profile:

The purpose of this position is providing reception duties, full clerical support to CMHA-YRSS. 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.

Qualifications:

Minimum 2-year post-secondary education, preferably in administrative, clerical or related areas
Minimum 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.

Duties:

Reception and Information Provision
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
Represents CMHA –YRSS in a positive and professional way with clients, family members, and staff of other agencies and organizations.
Anticipates, understands, and responds to the needs of internal and external clients within organizational parameters in order to meet or exceed their expectations.
Identifies any cultural or other issues and responds in a sensitive manner.
Maintains confidentiality with respect to information about clients, family members, and others according to the provisions of the Health Consent Act.
Assists with research, presentations, project plans, reports and communication materials.
Is familiar with, and committed to operationalizing the organization’s Vision, Mission, and Values and its goals as outlined in its strategic plan.
Demonstrates understanding of, and adherence to organizational policies and procedures, including but not confined to the Health & Safety Program, Anti-discrimination and Harassment and Workplace Violence policies
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.
Regularly updates professional knowledge through educational events, workshops, and profession related reading and training.
Represents CMHA York Region in a positive and professional way with internal and external
Follow program guidelines and the Client Safety Framework to promote the safety of clients
Implement CMHA prevention, detection and response policies and practices to enhance client safety
Provide appropriate support to clients who have reported actions that are contrary to our Health & Safety program, or who have engaged in actions that are contrary to the program
As applicable, work with clients to identify safety issues, and develop prevention and response strategies.
Engages in professional activities that promote the Vision, Mission and Values of the organization
Engages in regular performance reviews and provides feedback concerning own performance.
Accepts direction from the Program Manager and provides feedback concerning client, team, and service issues
Takes part from time to time in the selection process for agency staff.
Sits on in-house and external committees.
Assists in developing and implementing streamlined access to services.
Performs other duties and responsibilities as assigned by the Program Manager and/or Director of Programs and/or CE

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 an accommodation in the application process, email AODA@cmha-yr.on.ca.

Application Procedure: If you are interested in this opportunity, please visit https://cmha-yr.on.ca/careers/ and search for Administrative Assistant, 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 which tells us why you want the role and why you should be considered for this position. (PDF or Word document)
Resume (PDF or Word document) (submissions 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.

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More about this job

Responsibilities

The Administrative Assistant provides comprehensive clerical and coordination support to the Program Manager, including reception duties and data management. They are responsible for handling correspondence, organizing meetings, and maintaining accurate records while ensuring a professional environment for clients and staff.

Requirements

Candidates must have a minimum of 2 years of post-secondary education in an administrative or related field and at least 2 years of relevant office management experience. Exceptional computer skills and the ability to maintain confidentiality in a sensitive mental health environment are essential.

Skills

Administrative support
Clerical support
Reception duties
Data entry
Time management
Organization
Communication
Customer service
Microsoft Word
Microsoft Excel
Microsoft Access
Microsoft Outlook
Microsoft PowerPoint
Confidentiality
Multi-tasking
Triage

Benefits

Competitive total compensation
Healthcare of Ontario Pension Plan (HOOPP)
Comprehensive health benefits
Learning and development opportunities

Visa sponsorship

Not detected in the job text

Keywords

Administrative Assistant
Reception
Clerical Support
Mental Health
Data Entry
Office Management
Record Keeping
Health and Safety
Client Services
Scheduling
Correspondence
Microsoft Office Suite
Confidentiality
Triage
Reporting
Project Support
Policy Compliance
Stakeholder Relations
Information Management
Professionalism

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