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Office Assistant #2019-042 - Canadian Mental Health Association, York and South Simcoe

Sep 20, 2019
Vaughan, Ontario
Entry Level

Office Assistant

Closing Date: Until Filled

Permanent, Full-time, 35 hours/week, Evening Hours and Weekends will be required

Competition #: 2019-042

Our Mission:  As the nation-wide leader and champion for mental health, CMHA facilitates access to the resources people require to maintain and improve mental health and community integration, build resilience, and support recovery from mental illness.

Our Organizational Values:

Client and Family Centered – through partnership, accountability and action

Culturally Competent – to provide the best service and work experience

Innovation – to bring value to our community

Team Values:          Trust, Respect, Communication and Teamwork.

Hours of work:       35 hours per week. Evening and weekend hours will be required.

Location:                  Vaughan


What started as a Mental Health Service in York Region and South Simcoe, has now transitioned to proudly serving residents across the Province of Ontario. As we continue to grow our team, we are looking for a new Office Assistant to join our passionate, dedicated, and “BRAVE” team!

The Office Assistant, works with a team of Office Assistants, who are part of a large team. This position is the first point of contact, over the telephone, for clients and the general public, responding to questions and directing queries to coaches or other resources, as appropriate. This position is responsible for screening and processing a high volume of program referrals and communicating with medical offices through written or verbal correspondence. The Office Assistant leads the completion of a weekly statistical report of coach caseloads, maintain a register of referral allocation. The position is responsible for updating electronic client records, ensuring updated referral information, and the logging of appointments and client/doctor communication, while paying attention to detail and accuracy. The Office Assistant assists with client bookings when unforeseen absences arise, reassigning cases and contacting participants to ensure continuity of service. They are responsible for creating program packages, processing labels through Purolator Online and Canada Post and mailing the packages.

The Office Assistant will also provide ongoing administrative and clerical support, to include providing coverage to front office reception of the Vaughan location, assisting in setup of training events, booking team events, ordering meals, managing incoming/outgoing mail, managing the filing system, photocopying/faxing/scanning documents, inventory management of program materials and office supplies, organizing internal and external meetings, taking meeting minutes. The incumbent is also required to perform other related duties as assigned.

In addition to compliance with all organizational policies and procedures, the incumbent is also expected to behave ethically, demonstrate competence in effective communication and team building, demonstrate effectiveness in working in a collaborative environment, and demonstrate confidence in decision-making and in building relationships.


  • High school diploma.
  • Clerical and medical office management experience preferred.
  • Administrative and Health Records database experience preferred.
  • Experience working in a mental health environment is preferred.
  • Experience connecting and communicating with primary care offices
  • High level of competency in computer applications, particularly Microsoft Office Suite
  • Willingness to learn
  • Excellent oral and written communication skills
  • Excellent interpersonal and customer service skills
  • Excellent organizational skills
  • A satisfactory Vulnerable Sector Screening (Police Check)

This position supports the Bounce Back program; reports to and is supervised by the Administration Manager.

Working Conditions: Office work. Sitting at a desk and communicating over the phone for long periods of time. Day, evening and weekend hours are required.

Disclaimer:  In keeping with mental health reform, best practices, funding and direction this position may later require knowledge, skills, abilities and working conditions not noted here.

Why work for CMHA York Region?

We are a team committed to our vision of mentally healthy people in a healthy society. That means we respect that our clients are the experts in their recovery journey and that our role is to provide support, resources and opportunities based on their hopes and dreams.  It means that we foster and encourage an entrepreneurial spirit to create, implement, and sustain innovative, evidence based and transformational impact.  We seek out and build partnerships, collaborate and share knowledge to be the most culturally competent team and fully integrated service delivery partner.

Our team cares for each other.  We have our own team values of trust, respect, teamwork and communication.  We hold ourselves accountable and we celebrate our wins.  We risk, we learn and we take the opportunity to continuously improve our skills, the way we function as a team, and, ultimately, how we deliver services.  

We are a team committed to Mental Health for all in York Region and South Simcoe and we are looking for committed, caring people like you!  Join us and be part of providing great care in great communities!

Application Procedures:

If you are interested in this opportunity, please follow the link on this posting or visit the Career section of our website. Complete the application form and submit your cover letter and resume (PDF or Word) together as one (1) document / attachment in the Resume section, outlining how your experience matches our requirements, and addressing the Human Resources Department, quoting Competition #2019-042

CMHA, York Region Branch supports the recovery of people with mental illness and promotes diversity in the workplace. We welcome persons with lived experience, women, aboriginal people, people with disabilities, and members of the 2SLGBTTQ+, visible minority and immigrant communities to apply.

To request this posting in an alternate format or to request accommodation in the application process, email

Online:, under CAREERS section.

While we thank all candidates for their interest, only those selected for an interview will be contacted.

Please be advised that if you are currently active in another recruitment cycle, you will not be eligible for this position.

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