PFT - Bilingual Administration Team - Reception

The Bilingual Administration Team Assistant – Reception will provide essential administrative support to department managers as well as their respective departmental teams as required. The incumbent will perform complex and general administrative duties including office management, appointment scheduling, reception, data processing, communication and other tasks assigned.

POSITION RESPONSIBILITIES AND DUTIES:

General Duties

• • Back-up for other Administration Team Assistants as required - working knowledge of all Administration Team Assistants positions.
  • Assisting in meeting scheduling and notification process as directed by Leadership.
  • Conducts administrative activities or assignments, composing routine correspondence, preparing presentation materials, coordinating events/functions, as directed by Leadership.
  • Providing word processing, data processing and records management, information dissemination activities.
  • Responds to queries from employees, visitors, community representatives, organizations and suppliers.
  • Conduct special projects as assigned by the Manager, Quality & Performance.

 
Reception

• • Answers phone inquiries, takes messages, refers caller to appropriate personnel and provides information as requested
  • Greets visitors and responds to Inquiries, making referrals to appropriate personnel, providing and/or taking information and interacting with clients and the general public in a professional manner
  • Monitors all group attendance tracking log activities within the agency
  • Ensures security practices are kept in place with the disposition of badges for individuals and staff and maintaining an audit.
  • Supports clients upon entering the facility in a calm, sensitive manner requesting appropriate professional assistance, where required.
  • Is responsible for monitoring the Pendant Alarm system board to respond to code white incidents.
  • Responsible for all agency incoming and outgoing mail and correspondence.
  • Administers the ordering process to ensure that adequate office supplies are maintained onsite
  • Supports financial activities for the agency including: writing receipts, itemizing incoming funds for a variety of programs and disbursing petty cash following agency policies and procedures. Balances petty cash supply and replenishes automated postage machine when required under the direction of the Manager, Quality & Performance.
  • Records sick days called in by staff using established process and notifying the appropriate staff
  • Works with Human Resources to maintain On Call Manager Schedule.
  • Maintain Reception program binder and updates where required
  • General inquiries - provide client’s next appointment by accessing CRMS and referring caller to appropriate personnel
  • With the approval of Human Resources, registers training opportunity registrations/accommodations
  • Provides administrative support to the Mental Health Promotion Department monitoring Client Assistance Fund inventory for bus tickets, food vouchers and miscellaneous items
  • Ensures all quarter end requirements are provided to accounting under the direction of the Manager, Quality & Performance.
  • Provides administrative support to various departments as needed and assigned by the Manager, Quality & Performance.
  • Provides administrative support to various meetings and teams within the agency as assigned by the Manager.
  • Conducts special projects as assigned by the Manager, Quality & Performance.

EDUCATION & SKILLS:

• Two (2) year Post-Secondary Diploma in Office Administration is required or equivalent program deemed relevant by the employer.
• One (1) year of administrative experience preferably in a health care environment is required. The incumbent must be bilingual and have Advanced Level French.
• Advanced computer skills in Windows operating systems, Outlook, Word, Excel, PowerPoint, Access and other database management systems, and graphics software required. Full range of knowledge in the operation of all standard office equipment including the use of photocopier, fax machine, mail machine, laptop computer and scanner. Excellent organizational skills are required.  Able to organize, schedule people or tasks, while being sensitive to time constraints and resource availability.

Hours of Work:       Thirty-Five (35) hour work week. The agency’s regular hours of operation are Monday to Friday, 8:30 AM to 4:30 PM. Flexible hours are required to meet client and service needs.

Salary range:          Grade 5, $25.57 – $31.11 per hour

                                 Per 2022 - 2026 Collective Agreement

Applicable shift premiums are paid in accordance with the Collective Agreement, Article 17.11.

Please submit your cover letter and resume clearly stating how your skills and experience meet the position requirements prior to the posting closing date.

Posting Date:         Friday, May 22, 2026

Posting Deadline:  Thursday, June 4, 2026 @ 4:30pm

We thank all applicants for their interest in employment at CMHA-WECB. We are however, unable to respond to individual calls. Only those individuals selected for consideration will be contacted for next steps. Thank you for your understanding.

This position is posted per Article 15 of the Collective Agreement. Internal candidates will be considered in priority as established by the Article, as such external candidates may not be considered if there is a qualified internal applicant.

We are dedicated to creating a workplace that reflects the diversity of the communities we serve. We welcome applications from individuals of all identities and experiences, as we believe that diverse perspectives strengthen CMHA. If you require accommodations during the application process, please contact us at hrteam@cmha-wecb.on.ca. 

Please note that candidacy for positions will require you to be authorized to work in Canada.

Please note that a satisfactory police vulnerable sector check is required as a condition of employment for all roles with CHMA-WECB.