Administrative Assistant at Canadian Mental Health Association Toronto Branch

Toronto, Ontario, Canada -

Full Time

Start Date

Immediate

Expiry Date

02 Jul, 26

Salary

53032.0

Posted On

03 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Data Entry, Recordkeeping, Scheduling, Meeting Coordination, Microsoft Office, Communication, Time Management, Multitasking, Confidentiality, Legal Documentation, Clinical Documentation, Reporting, Financial Recordkeeping, Stakeholder Liaison

Industry

Mental Health Care

Description

Administrative Assistant – Mental Health Court Support Program (Full Time Permanent) ---------------------------------------- The Role and Opportunity The Canadian Mental Health Association (CMHA) – Toronto is looking for an Administrative Assistant for the Mental Health Court Support Program. The Court Support Program works with individuals living with mental illness who have criminal charges pending with in the Court. These individuals may be diverted from the court system and connected to mental health and support services in the community. Court Support Services also provide consultation for individuals who do not qualify for diversion, linking them to services to facilitate bail or to assist with sentencing. Salary: $48,392 – $53,032 Hours of Work: Monday to Friday from 9am to 5pm (35 per week) Location: 10 Armoury St, Suite 8-200, Toronto ON, M7A 0B9 About CMHA Toronto CMHA Toronto [https://cmhato.org/] is the city’s leading community mental health agency. We provide accessible, quality care for Toronto residents through programs, research and advocacy that create belonging and hope. At CMHA Toronto, we take a client-first, recovery-oriented approach to supporting people and their families when they experience mental health challenges or live with mental illness. By integrating health and social care, we provide services that aid in long-term wellness including housing, employment, community connections and so much more. Our goal? Help everyone thrive in the community. Responsibilities Reporting to the Program Manager, the Administrative Assistant will provide administrative support in a dynamic, fast-paced environment, ensuring smooth operations across court and community-based program functions. Responsibilities include: * Coordinate day-to-day administrative operations for the Mental Health Court Support Program, supporting a multidisciplinary team working with individuals involved in the criminal justice system. * Schedule and organize court-related meetings, case conferences, team huddles, training sessions, and community partner engagements; record and distribute meeting minutes. * Liaise with legal professionals, court personnel, and external agencies to ensure timely information-sharing, document exchange, and communication flow between program staff and justice partners. * Manage clinical and legal documentation using electronic health record systems, including data entry, digital filing, and secure recordkeeping in compliance with confidentiality and privacy requirements. * Track andmonitorkey program data (e.g., client diversions, court appearances, case updates) and generate regular reports to support program performance evaluation. * Maintain program financial records, including processing invoices, submittinge xpenses, and ordering office and program supplies. * Respond to general inquiries via phone or email, triage communications, and route time-sensitive requests appropriately. * Exercise sound judgment when handling sensitive and confidential matters, especially those involving legal or clinical information. * Demonstrate an understanding of the intersection between mental health and the legal system and a willingness to build on knowledge of the justice system and mental health supports. Experience & Education Required * Diploma or degree in Business Administration, Legal Administration, Office Administration, or a related field. An equivalent combination of education and experience may be considered. * Minimum of two (2) years of administrative experience, preferably in a mental health, legal, or justice-related setting (e.g., court support services, legal aid, or community justice programs). * Familiarity with the criminal justice system, court processes, and diversion programs is considered a strong asset. * Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and a willingness to learn new software. * Exceptional organizational and time-management skills, with the ability to multitask, manage competing priorities, and meet deadlines in a fast-paced environment. * Strong verbal and written communication skills and the ability to interact professionally with internal teams and external justice stakeholders (lawyers, court staff, police, community partners). * A high level of attention to detail, discretion, and confidentiality when handling personal health and legal information. * Demonstrated ability to work both independently and collaboratively within a multidisciplinary team. Why Choose CMHA Toronto? If you care about mental illness and mental health and you have the right skills, then CMHA Toronto may be the place for you. We have a positive and fair workplace culture, where staff are provided with opportunities for learning and advancement. Our benefits include: * Health Care of Ontario Pension Plan (HOOPP), a predictable, secure monthly income upon retirement  * Comprehensive Group Health Insurance – Health, Dental, Vision, Paramedicals  * Short-term and Long-term Disability programs and life insurance to protect your income upon illness or injury  * Work-life balance and flexibility – to ensure you have time for the things that matter to you  * Annual Professional Development Funding for career learning and advancement  * Work with like-minded, passionate individuals and make an impact on mental health service delivery  * Build genuine and authentic connections, with colleagues and clients, with the goal of making a difference  CMHA Toronto is an award-winning workplace committed to fostering a culture of collaboration, empathy, and accountability. Our staff value the flexibility in work schedules, the emphasis on work-life balance, and the organization's commitment to continuous learning through training and development opportunities. Many employees highlight the strong sense of community and support that make CMHA Toronto feel like more than just a workplace—it feels like a family. As an equity-informed employer, CMHA Toronto reflects the diversity of the communities we serve and is committed to fostering an inclusive and equitable workplace. We encourage applications from equity-deserving candidates, including Black, Indigenous, and racialized individuals, people with disabilities, 2SLGBTQ+ individuals, and women. We recognize and honour the intersectionality of equity-based identities. Personal experience with mental health challenges, whether firsthand or through a loved one, is considered an asset. If you are contacted regarding a job opportunity, please inform us before the interview if you require an accommodation. To be eligible for this role candidates will be required to adhere to our COVID-19 policy and provide proof of vaccination. Important Disclosure: We do not use artificial intelligence (AI) to screen, assess, or select applicants at any stage of the hiring process. This posting is for an existing vacancy. CMHA Toronto thanks all applicants for their interest, however, only those selected for an interview will be contacted.

Responsibilities

The Administrative Assistant coordinates daily operations for the Mental Health Court Support Program, including scheduling meetings and managing clinical and legal documentation. They also liaise with justice partners and maintain program financial records to ensure smooth service delivery.