Administrative Assistant & Training Scheduler, Your Health Space

The Canadian Mental Health Association (CMHA), Ontario is a provincial association, committed to improving services and support for individuals living with mental illnesses and addictions issues, and to the promotion of mental health in Ontario.

Your Health Space supports health care organizations across Ontario to improve mental health in their workplaces through live workshops and self-directed modules. It embraces the holistic view that psychological health and safety in the workplace takes the collective effort of individuals across an entire organization. The program is offered to leaders, health care workers, and support staff working in hospitals, long-term care facilities, and home and community care settings. Through this program, health care workers can learn to recognize and manage symptoms of chronic workplace stress and connect with colleagues through facilitated discussions.

Job Summary

Reporting to the Director, Your Health Space, the Administrative Assistant & Training Scheduler, Your Health Space supports all aspects of administration for the Your Health Space program, including scheduling training sessions, assisting trainers with their presentation preparations, monitoring the program’s email inbox, and taking minutes for team meetings.

Core Responsibilities

• Provides routine administrative support to the Your Health Space team, including coordinating schedules through Outlook
• Answers phone during office hours and addresses email sent to the program’s general mailbox by responding to general inquiries or redirecting to appropriate colleagues
• Assists with training expenditures, including payments to vendors, staff expense reporting, and maintaining an electronic tracking system
• Assists Your Health Space Trainers across Ontario with all aspects of training preparation, including but not limited to, coordinating schedules between trainers and healthcare organizations, arranging logistics (e.g., travel booking, courier services, food, venue rental), and preparing presentations and print/digital documents
• Maintains records on booked workshops, participant attendees, and key contacts within client organizations
• Attends regular meetings and training opportunities for the Your Health Space and CMHA Ontario teams
• Supports team meetings by taking and disseminating minutes
• Other duties and special projects as assigned

Note: This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. The incumbent may be asked to perform other duties as required.

Skills & Experience

• Minimum 3 years’ work experience in an administrative capacity or equivalent training required
• Experience within the healthcare sector required
• Superior verbal and written communication skills, including strong copy writing and editing abilities
• Well-developed administrative, organizational, and problem-solving skills that enable effective multitasking, prioritization, and time management to meet competing deadlines
• Bilingualism (French/English) a strong asset
• Experience with CRM software an asset
• Proficient in Microsoft Office (Word, Excel, Outlook, SharePoint, and PowerPoint)
• Experience with preparing documents/presentations that are AODA compliant

Behavioural Competencies

• Teamwork/Collaboration
• Interpersonal Communication
• Initiative
• Time Management
• Adaptability/Flexibility
• Organizational Commitment
• Judgement/Acuity
• Problem solving/Troubleshooting

Salary

This position pays between $51,000 and $55,000 per annum.

Working Conditions

This is a full-time, temporary (contract), position working standard office hours (currently 35 hours/week). This position is based in Toronto, Ontario.

This position is also a desk job with extended periods of sitting, reading, telephone interaction, and working at the computer. This position involves some moderate lifting, shipping, and handling. Attendance at various meetings throughout the workday/workweek will be required; meetings may occur on short notice, depending on the circumstances.

As a condition of employment, the successful candidate will be required to maintain and submit proof of full COVID-19 vaccination.

This position is within the OPSEU Bargaining Unit.

To Apply

We welcome and encourage applications from all individuals with relevant experience, people with disabilities, including people with lived experience of mental health and addictions issues and their family members. Accommodations at all stages of the selection process are available on request.

Please submit a cover letter and resume, online only, before the application deadline of 11:59pm on Sunday, December 4, 2022. We sincerely thank all applicants for their interest. Due to the high number of applications, we typically receive, we will only contact candidates selected for an interview.