Position Title: Intake Worker/Admin Assistant

Organization Structure: Reports to the Programs Manager

Job Status: Full-time 

Number of Positions: 1

Location: Scarborough South

Wages: $24.26/hour for 35 hours/week

This is a bargaining unit position.

About Polycultural

Be a part of Polycultural Immigrant and Community services! Founded in 1993, Polycultural is dedicated to hosting an open and inclusive environment for all. We are a multicultural melting-pot perfectly reflecting Canada’s diversity. We are like a family, have a culture filled with care and genuine connection with a very inclusive environment for all. With a diverse range of programs and services, we help individuals and families build a brighter future in Canada. Serving clients from over eight different locations across the GTA and Orangeville in more than 20 languages.

Polycultural offers a comprehensive benefits, including paid time off at Christmas (for eligible employees), employer paid Extended Health and Dental, RRSP match, Employee Assistance Program (EAP), and WorkPerks!

Scope of Position

Responsible for ongoing client intake, including determining eligibility criteria, gathering basic background information, connecting clients to appropriate settlement counsellor or program representative, assisting in orienting and coordinating placement students, assisting in the coordination of volunteers to deliver interpretation services within and outside of the agency offices, and providing administrative support to multiple program areas.

Responsibilities

• Screen clients for initial assessment; identify basic service needs, background information, language preferences, and determine eligibility criteria
• Based on initial contact, complete intake forms and enter relevant data into the database, referring clients to internal program staff as required
• Meet targets set by Programs Manager to ensure efficient service delivery
• Maintain client appointments for site program staff if assigned
• Promote agency programs and services to individuals and other service providers, directing potential partners to appropriate agency contacts for further development
• Distribute and compile client satisfaction surveys and feedback forms, conducting monthly follow-up contacts
• Track and gather applicable data to generate comprehensive and accurate statistical reports
• Maintain documentation related to supplies, purchase orders submitted, service contracts, etc.
• Assist in organizing and delivering group information sessions when needed
• Provide translation and interpretation for languages tested to eligible clients for addressing settlement needs
• Assist in recruiting, training volunteers, and organizing volunteer interpretation services in response to client and staff requests
• Maintain and expand client base through outreach and participate in development of outreach materials, initiatives, and promoting community networks
• Foster strong working relations with agency programs and partner organizations
• Actively participate in professional development initiatives
• Assist in troubleshooting technical issues on site
• Perform reception duties

Competencies

Adaptability

Changes behavioural style or method of approach when necessary to achieve a goal; adjusts style as appropriate to the needs of the situation. Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives.

Communications

Using a variety of communication styles and strategies to foster open communication and the exchange of information and discussion on an ongoing basis.

Initiative

Does more than is required or expected in the job; does things that no one has requested that will improve or enhance services, avoids problems, and develops entrepreneurial opportunities. Plans for upcoming problems or opportunities and takes appropriate action.

Service

Demonstrates strong commitment to meeting the needs of co-workers, managers, clients, or community members, striving to ensure their full satisfaction.

Qualifications

• Degree or diploma in Administrative Services, Social Services, or Counselling and at least three years of experience working with immigrant communities or a combination of experience and education
• Knowledge of immigration and refugee services and of the ethno-specific programs and services (government agencies) in GTA
• Language Proficiency certificate identifying the fluency of English and target language skills (for ATIO members: present the certificate of membership)
• Familiarity with issues facing newcomers in a Canadian urban setting and systemic barriers to integration in education, social, cultural, and economic aspects of Canadian life
• Excellent interpersonal, cross-cultural, customer service, written, and verbal communication skills
• Experience in outreach, community development, and marketing of programs and services
• Strong organizational and technical skills, including proficiency in Microsoft Office and Zoom
• Ability to work flexible schedules as needed
• Experience supporting Language Instruction for Newcomers to Canada (LINC) program is an asset
• Experience with History of Assessment, Referrals & Training System (HARTs) is a strong asset
• Proficiency in a second language is an asset

Other requirements

• A satisfactory Vulnerable Sector Police Check (completed when offer is made)

In support of persons with disabilities, Polycultural asks that job applicants with disabilities who require accommodation in the recruitment and selection process, to please advise Human Resources, if contacted for an interview/testing, so that suitable accommodation can be arranged. (In compliance with AODA, 2005, Integrated Accessibility Standards). If you require assistance in sending your resume due to a disability, please contact Human Resources directly.

We thank everyone for their interest in Polycultural; however only those selected for an interview will be contacted.

Polycultural Immigrant & Community Services hires on the basis of merit and is committed to employment equity.

No phone calls please.