Administrative Assistant chez Canadian Mental Health Association

Why join CMHA Kenora?

We are a team committed to our vision of mental health support for all. We offer an inclusive, innovative, and high-performance work culture that helps us deliver transformational impact. The organization cares about the growth, safety and well-being of employees and offers:

• Healthcare of Ontario Pension Plan (HOOPP)
• Comprehensive Health Benefits
  • Employee & Family Assistance Program
• Paid Vacation Days
• Learning & professional development opportunities

Deadline to apply: November 19th, 2025

Administrative Assistant

HART Hub

Employer: CMHA Kenora Branch

Job Title: Administrative Assistant

Work Location: HART Hub

Employment Status: Full-Time, 29-Month Contract

For more information, please visit www.cmhak.on.ca

Overview:

The Homelessness, Addiction, and Recovery Treatment (HART) Hub is a collaborative initiative designed to provide a seamless continuum of care through a culturally responsive and healing-centered model.  Tailored to meet the needs of individuals facing homelessness, and mental health challenges, the Kenora HART Hub serves as a vital anchor for support within the Kenora geographical area, and surrounding communities.  By delivering coordinated, compassionate, and evidence-based services, the HART Hub ensures equitable access to care.  This approach integrates holistic and culturally grounded practices, to promote stability, healing, and long-term recovery for members who are most vulnerable within our communities.

Under the direct supervision of the HART Hub Operations Coordinator, the HART Hub Administrative Assistant shall participate as a member of the integrated care team and report to the HART Hub Operations Coordinator and Chief Executive Officer of CMHA Kenora Branch. The HART Hub Administrative Assistant will assist the HART Hub Operations Coordinator in the development of the integrated care team onsite schedule and assist with appointment schedules for the integrated care team as identified by the HART Hub Operations Coordinator in consultation with the Chief Executive Officer of CMHA Kenora Branch.  The HART Hub Administrative Assistant will also work with the HART Hub Operations Coordinator and Chief Executive Officer to ensure that program development, maintenance and evaluation, management and supervision of human resources, program and organizational quality improvement, risk management, monitoring staff scheduling, and required data collection are completed for the program.

Qualifications:

Education and experience in the field of administrative, human services and office management

Ability to perform a variety of accounting clerical tasks related to the maintenance processing of payable account records, invoices, etc.

Proficiency in office procedures with knowledge of computers, Microsoft Office and Simply Accounting

Demonstrated discretion and trustworthiness due to frequent contact with confidential material

Demonstrated interpersonal skills, human relations, and ethics

Demonstrated professionalism in the performance of duties

Self-motivated, strong organizational skills and capable of fulfilling duties with minimal supervision

Knowledge of mental health/illness, mental health difficulties, homelessness, and substance use issues

Working knowledge of community resources and agencies

Ability to communicate professionally with community agencies

Highly developed communication skills

Cultural Competence for Diverse Populations

Understanding and applied knowledge of the Recovery Model

Understanding of trauma informed practice and implementation

Ability to manage conflict and crisis situations

Demonstrated time management skills

Ability to work independently as well as in a team environment

Creative problem solving

Valid Driver’s License

Criminal Records Check for vulnerable populations

Certification in CPR and First Aid or willingness to obtain same

Duties:

• Adherence to all policies of the CMHA Kenora Branch including assurance of confidentiality of all clients, personnel and organizational records and information
• Reception duties, maintaining current phone system point of contact for executives, employees, clients and other external partners, maintain an organized filing system of paper and electronic documents
• Assist the HART Hub Operations Coordinator in the coordination of schedules with the integrated health team
• Support the HART Hub Clients with navigating appointments with the HART Hub integrated Team and Clinical Service Hub Team where applicable
• Monitor and maintain appearance of common areas (Board Room at the Kenora Emergency Shelter, Second Floor of the Kenora Emergency Shelter and any other office areas identified for the implementation of the HART Hub services)
• Manage and record transactions for bank deposits
• Manage and maintain petty cash
• Work with the Kenora Emergency Shelter Operations Team Lead and Operations Coordinator of CMHA Kenora Branch regarding the Property Management of the Kenora Emergency Shelter in regard to maintenance of equipment or repair when appropriate, maintaining equipment inventories; evaluating new equipment and techniques etc.
• Work with the Kenora Emergency Shelter Operations Team Lead and Operations Coordinator regarding providing access to the HART Hub integrated care team to the HART Hub onsite location
• Maintain inventory of office supplies for the HART Hub & Clinical Service Hub Team
• Preparation for meetings, catering, and special events for the HART Hub CMHA Kenora Branch staff and integrated health team as directed by the HART Hub Operations Coordinator and Chief Executive Officer of CMHA Kenora Branch.
• Process and distribute all mail and courier for the HART Hub
• Format information for internal and external communication – memos, emails, presentations, reports manage information flow in a timely and accurate manner for the HART Hub
• Participate in the development of formal and informal agreements to establish and maintain clear roles of the integrated care team of the HART Hub
• Assist with ongoing program development of the HART Hub as directed by the Hart Hub Operations Coordinator and Chief Executive Officer of CMHA Kenora Branch
• Assist in the evaluation of client satisfaction, achievement of goals, reassessment of service requirements and or needs in consultation with the client
• Excellent Verbal and Written communication skills
• Update CMHA Kenora policies and procedures located at the HART Hub location
• Coordinate the HART Hub in various public events by ensuring that all events are coordinated and meet CMHA Kenora Branch communication strategy guidelines
• Arrange for all travel & travel advances for the HART Hub team of CMHA Kenora Branch
• Participate in Administrative Team Meetings as well as supervision meetings directly related to the HART Hub and minute take for these meetings
• Participate on specific Committees or task or work groups as assigned by the HART Hub Operations Coordinator and/or Chief Executive Officer
• Complete regular reviews and audits of program files to ensure compliance with the agencies policies and procedures
• Participation in ongoing training and education and application of new skills to practice
• Participate in and contribute toward the effective working of the team and overall operation of the agency
• Actively participate in the development of sustainability of the ongoing Accreditation Standards, Required Organizational Practices and Quality Improvement projects
• Provide a safe environment by ensuring adherences to Workplace Health and Safety Regulations and Policies, Infection Control Guidelines, WHIMIS and Safe Work Procedures, including but not limited to Fire, Disaster and Evacuation Plans
• Ensure client safety and client safety activities are emphasized throughout orientation of new staff of the HART Hub, members, volunteers and students
• Ensure safety and security of all clients of the HART Hub during shift, including interpersonal safety and safety of the HART Hub staff
• Operate any equipment and work in a way that does not endanger oneself or any other worker
• Identify and report workplace hazards to the HART Hub Operations Coordinator, Operations Coordinator, Finance & Administration Manager and Chief Executive Officer
• Support an environment which avoids, prevents, and corrects all activities or actions which may result in an adverse outcome in the delivery of mental health services
• Professionally representing Canadian Mental Health Association, Kenora Branch
• Responsible for self-care
• Other duties as directed

How to Apply:

Please submit your cover letter and resume to: [email protected] 

The Canadian Mental Health Association, Kenora Branch welcomes and encourages applications from people with disabilities.

Accommodations are available on request for candidates taking part in all aspects of the selection process.