Open Opportunity - Casual - Administration Team Assistant

The Administration Team Assistant – Reception Back Up will provide casual 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. This position will require the incumbent to work at multiple locations as operationally required.
RESPONSIBILITIES & DUTIES:  General Duties   Back-up for other Administration Team Assistants as required, - working knowledge of all Administration Team Assistant positions.
Assisting in meeting scheduling and notification process.
Conducts administrative support activities or assignments, composing routine correspondence, preparing presentation materials, coordinating events/functions, as directed by MH Managers/Manager, Administration and Governance/Chief Privacy Officer.
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, Administration and Governance.
2. Mental Health Services Support duties include the following and are shared with other Admin Assistants   Travel arrangements for unionized employees as part of reception duties
Provide a complete range of administrative support to managers for frontline work.
3. Reception  Assist Bilingual Receptionist with primary reception duties as outlined in the position description which may include the following duties:
Answer phone inquiries, take messages, refer caller to appropriate personnel and provide information as requested
Greet visitors and respond to inquiries, making referrals to appropriate personnel, providing and/or taking information and dealing with clients and the general public in a professional manner
Supporting general client inquiries in a professional manner utilizing CRMS where required
Records sick days called in by staff using Outlook and notifying the appropriate staff
Cancel appointments for frontline workers after receiving the information from the sick line
Schedule meetings, room bookings and set-up, including food orders when needed.
Responsible for all agency incoming and outgoing mail and correspondence
Administer the ordering process of office supplies to ensure that adequate supplies, including coffee and kitchen, are maintained onsite
Assisting in supporting agency’s financial documentation such as: writing receipts, itemizing incoming funds for a variety of programs and disbursing petty cash following agency policies and procedures. Balance petty cash supply and replenish automated postage machine when required and under the direction of the Manager, Administration and Governance/Chief Privacy Officer.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities and activities required of this position.
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.
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.
Bilingualism in both official languages at the advanced level is considered an asset.
A valid Ontario Driver’s License with access to a reliable vehicle and proof of current insurance and licensing are required for this position.
Hours of Work:
The work schedule will be determined based upon program needs. Casual employees are called…