Administrative Assistant - Ottawa, Canada - Mental Health Commissio

Mental Health Commissio

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reports To:

Director, Access to Quality Mental Health Services

Status:

Temporary,
Full Time (through to May 30, 2025)

Location:

Ottawa, Ontario

Application Deadline:

June 19, 2023 (Interviews may take place prior to the closing date)

Starting Salary Range:

$45,760 - $49,528

LAND ACKNOWLEDGEMENT

The Head Office of the Mental Health Commission of Canada is located on the unceded, traditional Territory of the Algonquin Anishinaabe Nation in what is now called Ottawa, Ontario.

We acknowledge that for thousands of years, the Algonquin People protected these lands, the Ottawa River Watershed, and its tributaries.

As a national organization, we also acknowledge that we work on the traditional lands of many different nations.

Today, a path to truth and reconciliation begins with recognizing both the stewardship and the sacrifices of the original peoples.

We are committed to recognizing the errors of the past, acknowledging the challenges of the present, and contributing to a new and equitable relationship with the First Peoples.

ORGANIZATIONAL BACKGROUND

The Mental Health Commission of Canada (MHCC) is a non-profit organization created to focus national attention on mental health issues and to work to improve the health and social outcomes of people living with mental illness.

The Commission is seen as a leader nationally and internationally in several areas.

Building upon the work done to date, the core mandate, and the unique position of the Commission, and guided by Changing Directions Changing Lives:

The Mental Health Strategy for Canada, the Commission will focus in the areas of, substance use, suicide prevention, population based initiatives, and engagement.

This prioritization will enable the Commission to be successful in meeting its mandate, staying focused, and having a measurable impact for those living with mental illness and their families and caregivers.

POSITION OVERVIEW

Reporting to the Director, Access to Quality Mental Health Services, the Administrative Assistant will support the Director and projects and activities of the department, including the files of E-mental health, structural stigma, increasing equitable access to psychotherapies, and health care provider tools.

The Administrative Assistant will also work in collaboration with other MHCC departments.

DUTIES & RESPONSIBILITIES

Assist to coordinate and maintain the department's project list, meetings, travels, etc.;
Liaise with other administrative assistants and other staff to ensure optimal project coordination;
Coordinate correspondence, reports and agendas as requested;
Ensure the establishment of efficient and effective office procedures relating to the department;
Facilitate the hiring of new staff into the department including setting up interviews, preparing documentation, arranging equipment;
Conduct data entry and maintenance of various spreadsheets relevant to the operation of the department;
Input contact and event information into the contact relationship management system;
Develop and maintain filing systems, including electronic and hard copy;
Act as primary contact with suppliers to the department;
Coordinate expense reports, assist Director with the department budget as requested, management of departmental invoices, monthly credit reconciliations;
Liaise with Finance department regarding invoice submissions, payment and budget tracking;
Organize meetings, coordinate the booking of facilities, equipment and materials, etc
Coordinate all travel arrangements including air, rail and hotel bookings for Director and department staff; maintain records;
Take minutes at key meetings and summarize discussion;
Occasionally fill in for the office receptionist;
Assist writing memos, reports, and letters;
Assist with survey creation;
Undertake other projects, duties and assignments as required.

SKILLS & EXPERIENCE

Advanced time management, planning and organizational skills;
Advanced communication skills, both verbal and written;
Strong interpersonal and customer service skills to interact with internal staff and external clients;
Excellent knowledge of office practices, procedures and standards;
Advanced proficiency in MS Word, MS Excel, PowerPoint and related software, Windows 10 and Outlook calendar;
Flexible to ensure deliverables are met in an environment of changing/conflicting priorities and deadlines;
Ability to multitask within a fastpaced environment;
Works independently with mínimal supervision and within a team;
Adaptable, and has a keen interest in keeping current in field of work;
Creative and solutionsdriven.

QUALIFICATIONS

Diploma or certificate in office administration, or equivalent training and experience
Minimum 3 years of experience in a fastpaced environment
Experience with Contact Relationship Management software, such as Constant Contacts or Salesforce; Microsoft Project is an asset