Position Title: Intake Worker/Administrative Assistant

Organization Structure: Reports to the Programs Manager

Job Status: Full-time

Job Classification: Intake/Admin 

Number of Positions: 1 vacant position

Location: Scarborough (in office, no hybrid/remote) 

Wages: $24.26/hour for 35 hours/week

This is a bargaining unit position.

We advise all applicants with work permits that obtaining employment with Polycultural will not guarantee the approval of any application for Permanent Resident status and emphasize that Polycultural’s positions do not currently qualify under the government’s Ontario Immigrant Nominee Program (OINP) or Labour market impact assessment (LMIA) initiatives.

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

We are seeking a highly motivated and adaptable Intake Worker/Administrative Assistant to join our dynamic team. The intake/admin role operates in a high-volume, high-demand environment, requiring exceptional organizational skills, the ability to prioritize effectively, and a proactive approach to problem-solving.

The Intake Worker/Admin Assistant is responsible for ongoing client intake, including determining eligibility criteria, gathering basic background information, connecting clients to employment and/or settlement counsellors, supporting employment programs, assisting with orientating and coordinating placement students, coordination of volunteers to deliver interpretation services, and providing administrative support to multiple program areas.

This role requires working onsite, rotating between our Eglinton Avenue East/Midland Avenue, Scarborough offices, as well as Bloor St West, Etobicoke. Hours are 8:30am to 4:00pm Monday through Friday, excluding statutory holidays. 

Responsibilities

• Provide administrative support for the program, including data entry, recordkeeping, appointment bookings, maintaining program calendar, arranging guest speakers, assisting with hiring events, and conducting checkpoint monitoring
• Screen clients for initial assessment, identify basic service needs, background information, language preferences, and determining program eligibility
• Complete intake forms, data entry, and refer clients to internal staff based on identified needs and eligibility
• Promote agency employment programs and services to individuals and other service providers, directing potential partners to appropriate agency contact
• Assist with recruiting and training volunteers, organize volunteer interpretation services
• Maintain and expand client base through outreach, participate with development of outreach materials, initiatives, and promote community networks
• Maintain strong working relations with agency programs and partner organizations
• Actively participate in professional development initiatives
• Must meet targets set by manager
• Reception duties as needed

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 communications 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.

Customer Service Orientation

Focus on providing excellent customer service, which includes empathy, patience, and ability to resolve issues or answer questions effectively.

Organizational Skills

Ability to manage multiple tasks, prioritize workload, and maintain accurate records is crucial.

Qualifications

• Degree or diploma in Administration, Social Services, or Counselling, and at least three (3) years of experience working with immigrant communities or a combination of experience and education that fulfills the requirements
• Experience with outreach, community development, and marketing programs and services
• Knowledge of immigration and refugee services and of the ethno-specific programs and services within GTA
• Knowledge of employment services and understanding employment needs in Ontario is a strong asset
• Strong organizational skills to manage data and reporting
• Familiarity with issues facing newcomers in Canadian urban setting and systemic barriers facing integration in education, social, cultural, and economic aspects of Canadian life
• Excellent interpersonal, cross-cultural, customer service, written, and verbal communication skills
• A second language is an asset
• Reliable transportation, valid driver’s license is a must

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.