Job Description
In 2022, CAMH was announced as the lead for the coordination and administration of 9-8-8, the new national three-digit number for suicide prevention in Canada, which launched November 30, 2023. 9-8-8 is Canada’s official three-digit national helpline for suicide prevention and emotional distress. This ground-breaking new service is available 24/7/365 and accessible to everyone from coast to coast to coast. CAMH is working closely with the federal government and key partners from different groups and communities, provinces, territories and building on our work on Talk Suicide Canada, to bring this high quality, evidence-based, equitable suicide prevention service to Canada.
9-8-8 is currently seeking a highly motivated and experienced full-time, contract (12 months) Administrative Assistant to join our team in transforming the way people in Canada access support for suicide prevention and emotional distress. Reporting to the Director, 9-8-8, the Administrative Assistant will provide administrative and clerical support to ensure the smooth and effective operations of the department. This role will also play a pivotal function in maintaining a positive and responsive relationship with all stakeholders, collaborating with internal and external stakeholders; ensuring communications are addressed promptly and effectively aligned with 9-8-8’s high quality service standards.
Key Accountabilities
- Providing support to Chief Medical Officer and Senior Director for administrative tasks (eg: scheduling, meeting support, expense reconciliation, budgeting, scheduling travel, ordering supplies)
- Respond to inquiries, concerns and messages on the Chief Medical Officer and Senior Director’s behalf
- Support day-to-day operations, ensuring consistency with CAMH administrative processes and requirements
- Preparation of confidential letters, briefing notes, reports, manuscripts, and presentations for both internal and external stakeholders.
- Assisting the Chief Medical Officer and Senior Director on numerous initiatives with various documents, many of which will be confidential and sensitive in nature
- Liaising with other programs and departments within CAMH such as, Finance, IMG, Procurement, and Human Resources, and external agencies as required
- Assisting with budget planning process and expense reconciliation
- Assisting the maintenance of statistical and financial records and reports and reconciliation of invoices including maintenance of document files and databases, ensuring confidentiality
- Developing and implementing departmental processes, templates, forms and reports for projects as needed
- Onboarding new staff
- Drafting, compiling, proofreading and formatting necessary documents and communication
- Planning, scheduling and facilitating regular meetings, events and communications
- Supporting IT functionality within meetings (e.g. Zoom or Webex support)
- Other appropriate tasks as requested
The successful candidate will support a healthy workplace that embraces diversity, encourages teamwork and complies with all applicable regulatory and legislative requirements. This position is located at the Queen Street Site, with possible hybrid elements according to CAMH’s current Remote Work Policy that is subject to change.
Job Requirements
The successful candidate will have a Post-Secondary Certificate or Diploma in Office Administration or a related discipline, combined with three (3) years of senior level administrative experience preferably in the healthcare field. You will have demonstrated ability to prioritize work effectively and efficiently with minimal supervision. Demonstrated excellent interpersonal, organizational, problem solving, and customer service skills is required as well as judgement, tact and diplomacy to handle sensitive and confidential matters. You will have excellent verbal and written communication skills with strong attention to detail. Demonstrated proficiency in the use of computer software (Microsoft Word, Excel, PowerPoint and Access) and virtual meeting applications (e.g. Zoom) is essential. The successful candidate must have creative problem-solving and organizational skills and be able to work independently and effectively in a multidisciplinary team environment and with individuals from diverse backgrounds. Bilingualism (French/English) or proficiency in a second language is an asset.
