ADMINISTRATIVE ASSISTANT

Administrative Support Services

9-Month Contract Position (37.5 hours per week)

File # 26-018

EveryMind Mental Health Services is currently recruiting an experienced, skilled, and enthusiastic administrative professional for the 9-month contract position of Administrative Assistant with the administrative support team.

EveryMind is an accredited child and youth mental health organization that provides a continuum of high-quality mental health services for children, youth and their families who are experiencing or are at risk of experiencing mental health, social, emotional and/or behavioural challenges. Our services are provided in a dynamic, client-centred environment that values respect and inclusion, collaboration, learning, innovation, and accountability.

Summary of Function

As a member of the Administrative Support Team, the Administrative Assistant is the first contact for clients, their families and the general public, ensuring that clients are welcomed to the agency warmly. The incumbent provides a high level of administrative support of a varied nature and communicates with clients of diverse cultural and ethnic backgrounds in an empathetic manner and with a high degree of sensitivity. The position requires initiative, pro-activeness, flexibility, good judgement and an ability to act both independently and as a team player. All duties are performed in keeping with the organization’s Mission Statement, Philosophy, Values, Policies, Procedures and Accreditation Standards.

This is a new position for a 9-month contract.

Hiring Salary Range: $45,947.08 - $49,696.63 (Step 1 to Step 3 in a 5-Step payband)

Please note that hiring salaries are commensurate with experience and generally start at the beginning of the range.

Why work at EveryMind?

• Work for an organization that is the lead agency in child and youth mental health services for the Region of Peel, known for our excellence in providing quality services.
• A strong workplace wellness-focused, paid personal leave days, in addition to 11 paid public holidays; 4% of your salary in lieu of benefits; and 4% of base salary in lieu of vacation.
• Contribute to the mental health & well-being of children and youth.
• Enjoy exceptional training and development opportunities, including an Education Assistance Plan to support employees in further education in their field.
• Company Laptop and cellphone provided to employees.
• Free, confidential 24/7 counselling and mental health support for you and your family via our Employee and Family Assistance Program.
• A workplace culture that embraces Diversity, Equity, Inclusion & Anti-racism (DEIA) with employee-led internal committees focusing on Black Engagement, LGBTQ2S, Indigenous Knowledge.
• Opportunity to join staff forums on DEIA issues.

Job Responsibilities:

The incumbent will:

• Welcome members of the public, including visitors, service providers and clients arriving for appointments and connecting them and families/clients with the appropriate clinicians or contacts.
• Answer multi-line central telephone system by responding to general queries, directing calls, and using judgement to handle various situations as they arise.
• Provide specialized administrative support in specific clinical programs and services, including preparing and distributing clinical reports.
• Monitor inventory, prepare purchase orders and coordinate purchasing for all general office supplies and household supplies for onsite/offsite locations,
• Coordinate with external and internal sources for office and property management activities including liaising with maintenance service providers.
• Initiate and coordinate annual Health and Safety proceedings (fire drill, carpet cleaning).
• Implement systems to support the efficient and effective operation of administrative support services.
• Provide support to the Communications department by maintaining the database of community partners, handling internal and external requests for promotional materials.
• Support supply and distribution of PPE to staff, maintaining accurate inventory totals.
• Provide other administrative support to various departments within the agency as assigned.

Skills and Qualifications:

• Post-secondary Diploma in Office Administration or a related field, or an equivalent combination of education and experience.
• Three years directly related experience in an Administrative position.
• Previous experience in a Social Services or non-profit setting is a definite asset.
• Strong interpersonal, organizational and communication skills.
• Demonstrated proficiency with Microsoft 365 Suite (Word, Excel, Power Point, Outlook, Teams, OneDrive, Sharepoint, Forms) and internet.
• Experience with transcription.
• Working knowledge of data base systems.
• Familiarity with mental health terminology and report content is an asset.
• Ability to handle sensitive client information and maintain a high level of confidentiality.
• A Satisfactory Vulnerable Sector Police Check and Pre-Employment Medical screening (including TB test, MMR, TD, Polio, Covid-19 Vaccination), is required.
• Availability to work evening shifts up to 8 pm on a rotational schedule.

EveryMind is committed to building a highly qualified, diverse, inclusive, varied workplace reflecting the full diversity of the community we serve, a workplace that is welcoming to people of all backgrounds, where our employees and our clients can be their authentic selves.

We encourage applications from members of historically marginalized groups including but not limited to Black, Indigenous, and People of Colour, people with varying abilities, LGBTQ2S+, and other equity-seeking groups. Please click here to see our Diversity, Equity & Inclusion statement. https://everymind.ca/diversity-equity-and-inclusion/

We are striving to create a barrier-free and accessible workplace for everyone, this includes our hiring processes. EveryMind will make every effort to accommodate any accessibility needs of candidates through the hiring process, under the Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act (2005). Please inform us if you require any accommodations during the hiring process.

EveryMind does not use Artificial Intelligence (AI) to screen, assess, or select applicants.

We appreciate your interest, however, only those applicants selected for an interview will be contacted. If this position is of interest to you, please submit a cover letter and resume no later than May 20, 2026 @ 5 PM

#LI-MP1