About Mental Health Innovations (MHI)

MHI is a boutique consultancy and social enterprise. We lead innovative and sustainable change in organizations to enhance the mental health of their people. Our approach is geared towards reversing the current trend in this fast-growing area of concern, while supporting leaders looking to move beyond traditional methods of care.

Position

This is a busy position which supports the day-to-day operations of MHI and our Peer Support Programs across Canada. Responsibilities include but are not limited to: calendar, email and travel management, electronic filing, virtual event planning, editing documents in both French and English and assisting with program reporting. You will be working closely with the Director of Peer Support Services to ensure the successful operation of MHI’s overall peer support activities. This position requires discretion as you will be handling sensitive matters.

Reporting Relationship

The MHI Peer Support Services Virtual Administrative Assistant will report to the Director of Peer Support Services. All requested work and assignments will be communicated to you through emails, by phone or using Office 365 (Microsoft Teams, Planner, etc.)

Overarching Objectives of the PSS Virtual Administrative Assistant

• To provide overall leadership on the administrative side of MHI's Peer Support Services and its projects, through the management of schedules, calendars and processes
• Taking a quality improvement mindset and identifying opportunities for efficiency and enhancements on the administrative side of the business
• Supporting the mission and the goals of MHI

Qualifications

• 5 plus years in a senior administrative role
• Proficient use of all Microsoft 365 programs including SharePoint, Outlook, Teams, Word, Excel & PowerPoint.
• Experience scheduling and managing calendars using Outlook
• Confident in file management system, with the focus on electronic filing structures in SharePoint
• Adept at travel management as well as event planning
• Bilingual (English/French) an asset

Primary Responsibilities of the PSS Virtual Admin Assistant

Human Resources

• Support for recruitment activities (job postings, booking interviews, managing candidate files, reference checks, etc.)
• Hiring and onboarding new program staff (drafting contracts, tracking contract, probation and benefits eligibility dates, filing documentation, tech orientation, job shadowing coordination, etc.)
• Shift scheduling and reconciliation, time sheet exports for payroll, etc.
• Expense claim management and submission, confirming payout dates

Course Administration

• Participant communications and coordination of program and NS Community specific course enrolment

Service Delivery

• Event planning for team meetings and professional development opportunities (venues, travel, printing, bookings, etc.)
• PS Group scheduling and consent tracking
• Internal events, team meetings check-in calls scheduling and management
• Managing video conferencing room schedule
• Social media scheduling and page management
• Coordination of website updates
• Supporting the Program Manager to answer general inquiries from employees about the Program’s Employee Policies and benefits.

Other General Administrative Functions

• Monitoring shared mailboxes and responding to general inquiries
• Inventory oversight (laptops, headsets, shipments, profile setup, cell phones, office supplies etc.)
• Basic tech support for program employees (troubleshooting software and driver issues, escalating issues to Operations as needed)
• Specialized tech support for our Peer Support Phone Service (training will be provided)
• Document management, filing, and version control
• Updating staff contact lists
• Support for reporting and evaluation activities (distributing surveys, etc.)
• Drafting program documents, contracts, reports and/or presentations as needed
• Purchasing (hardware, printing services, fee payments, etc.)
• Provide phone support to employees and liaise with vendors as needed to answer inquiries and sort out issues
• Travel coordination for in person meetings, conference attendance, etc.
• Ongoing and proactive support for Director of Peer Support Services and Program Managers with calendar and deadline management

Perform other role-related duties, as assigned.

Compensation:

The compensation package will be discussed during the interview process.
Hardware needs will be determined with the successful candidate.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Salary: $42,850.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Vision care

Schedule:

• Monday to Friday

Work Location: Remote

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