The Canadian Mental Health Association Peel Dufferin Branch (CMHA Peel Dufferin) is pleased to announce that we are currently recruiting for the position of Program Assistant for the Crisis Services team.
This pivotal position supports the Crisis Services by providing assistance in an administrative capacity. The Program Assistant acts as a support to Program Managers and staff to ensure appropriate coordination and follow-up on day-to-day issues.
This is a full-time (37.5 hours per week) permanent position, reporting to the two Program Managers, located at the 60 West Drive, Brampton office.
The salary band for this position is: $33,000 - $43,000 per year
CMHA Peel Dufferin offers a competitive overall compensation package which includes:
Four weeks paid vacation (accrued), Eighteen Paid personal days per year (accrued), Two Flexible Days annually, HOOPP pension plan, Professional development opportunities within the agency, Excellent benefits including Heath and Dental coverage, Employee Family Assistance Program and access to a wellness fund benefit.
General Administration and Information Management
Acts as a liaison between the Program Manager and staff to ensure appropriate coordination and follow-up on day-to-day issues.
Manages confidential information in their capacity as Administrative Assistant to Management.
Reads, researches and routs the Managers correspondence; Drafts letters and documents as needed.
Manages and maintains the Program staff and Manager’s work schedule, including 24/7 shift schedule
Plans and schedules meetings, trainings using MS-Outlook Calendar to its fullest capacity for the program staff and manager
Ability to analyze/interpret client and program data to develop varying program and community presentations
Organizes and maintains electronic and paper filing systems
Creates, revises and improves systems and procedures by reviewing operating practices, record keeping systems and forms; Implements changes as approved by Manager.
Work collaboratively with the other program admin of the team
Performs other duties and responsibilities as assigned by the Manager.
Financial & HR Administration Support
Supports the Manager in the Agency’s financial and HR administration processes as required.
Prepares Purchase Orders, Quote sheets and reconciles with invoices, ensuring appropriate follow up with Finance and Accounts Payables departments.
Follows up on monthly timesheets and expense procedures for Program staff, as per Agency Policy.
Tracks and reminds the Manager of key dates such as PDPs, hire date anniversaries for their direct reports.
Events, Meetings & Presentations
Book meetings as directed, organize space and logistics
Prepare agendas, record and distribute accurate minutes and action items as per Agency templates; track and update action items from meetings.
Ensure AV and presentation materials/equipment are prepared and ready as required.
Serve as backup recorder for other committees or groups.
Co-ordinate and organize events such as trainings and team days, including catering and logistics.
Maintains supply inventory by checking stock to determine inventory level, ordering supplies as needed, verifying receipt of supplies.
Serve as backup reception coverage, including partner hospitality as needed.
Performance Management and Professional Development
Stay current on relevant legislation and best practices, current research, policies and procedures
Participate in ongoing professional development and mandatory training
Serve as a role model to others by demonstrating a respectful and positive attitude towards individuals receiving support from CMHA Peel Dufferin representing the organization professionally
Promote and demonstrate the Vision, Mission and Values of the organization within the workplace and the broader community
Demonstrate a respectful and professional attitude and ensure the development and/or maintenance of a positive and supportive working relationship between departments/teams within CMHA Peel Dufferin and with external organizations, business and the broader community
Work within the health and safety guidelines provided by the agency, which includes annual mandatory training requirements.
Other Duties as Assigned
Coordinate, attend, participate in team/staff meetings, and all-staff meetings as required
Participate in agency quality improvement activities, e.g. accreditation projects, Information Systems Support and Privacy and Security committees, special events, etc.
Participate in quality improvement activities at the team/program level
Participate in external committees as required
Undertake other duties as assigned from time to time
Post-secondary diploma in Business/Office Administration is required.
Minimum 3 years of office administration experience.
Superior knowledge and understanding of administrative role supporting large inter disciplinary teams.
Experience working in the non-profit sector is an asset.
Knowledge and Skills
Excellent time management skills
Excellent communication and organizational skills, able to manage competing priorities and deadlines in a fast-paced environment.
Enthusiastic problem solver and dedicated team player
Strong computer skills – Microsoft Office Suite, Outlook calendar, Visio, MS-Project, Client Record Management Systems.
Expertise with database reports.
Ability to speak French or a second language is an asset.
Flexibility to work one late evening shift per month
Requirements of the Position:
Valid driver’s license
Automobile in good repair and insurance coverage as required by agency policy
Satisfactory police records search and vulnerable sector screening
Working on site at Brampton following all safety measures and precautions.
Temporary remote work due to current pandemic. Flexibility may be required to visit office following all safety precautions and measures
Work in contact with individuals living with serious mental illness, issues of poverty and substance use
Lifting, carrying, handling of small objects and packages not normally exceeding 1-10 lbs., e.g., files, information brochures, small office equipment/tools.
Sitting for long durations, e.g., meeting with people, driving, working at desk.
Walking and standing for short durations
Majority of daily tasks utilizes computer; long hours using varying computer technology
Time management to coordinate multiple priorities
CMHA Peel Dufferin is an Equal Opportunity Employer.
CMHA Peel Dufferin will make every effort to accommodate the needs of candidates through the hiring process, under the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act. Please inform us if you require any accommodations during the hiring process.