Location: RAP

Job Classification: Intake Admin

Job Type: Full-time

Schedule: Day, 7:00 am - 3:30 pm

Salary: $24.74 per hour (40 hours per week)

Number of Positions: 1

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

Responsible for receiving clients and is first point of contact for clients at RAP reception center.

Responsible for ongoing client intake, including determining eligibility criteria, gathering basic background information, connecting clients to appropriate staff, providing information on services offered, rules and requirements, responding to emergency situations, and working with other internal and external teams onsite and suppliers.

Responsibilities

• Create a welcoming environment by greeting clients, handling queries by phone, email, etc.
• Provide concierge services to clients, such as travel arrangements, taxi services, information regarding local amenities, and attractions

• Based on initial contact, complete intake forms and enter relevant data into internal and external databases, and refer clients to internal program staff
• Manage room assignments, conduct wake-up calls for RAP & POE clients
• Coordinate RAP & POE client travel to/from reception center and airport
• Provide comprehensive information to clients on RAP & POE services offered, rules, and requirements
• Assist in responding to client requests and complaints
• Organize and maintain room service schedules for RAP & POE clients
• Manage housekeeping schedule for rooms
• Manage room keys
• Respond to emergencies and prepare serious occurrence reports
• Ensure efficient service delivery for RAP & POE clients
• Track and gather applicable data to generate comprehensive and accurate statistical reports
• Maintain documentation related to supplies, purchase orders submitted, service contracts, etc.
• Foster strong working relations with agency programs and partner organizations
• Actively participate in professional development initiatives
• Assist in troubleshooting technical issues onsite
• Perform reception duties
• Other duties as assigned

Competencies

Adaptability

Responds to change with a positive attitude and a willingness to learn new ways to accomplish work activities and objectives. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.

Communications

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

Accountability/Dependability

Accepts responsibility for the quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines, and work schedules.

Judgment

Makes timely, informed decisions. Analyzes options and determines appropriate course of action.

Commitment to Diversity

Recognizes the value of diversity and helps create an environment that supports and embraces diversity.

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 or Community and Social Services, 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
• 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
• Preference will be given to those who speak additional languages
• Strong organizational and technical skills, including proficiency in Microsoft Office
• Ability to work flexible schedules as needed

Other requirements

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

Important Notice to Job Applicants

We strongly advise all applicants to apply for positions only through official and verified channels. Please ensure you are using legitimate links—either from our official website or trusted job platforms. Avoid third-party links or unsolicited messages and never share personal or financial information outside of secure, authorized application portals.

Polycultural reserves the right to post internally and externally.

In support of persons with disabilities, Polycultural asks 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 based on merit and is committed to employment equity.

No phone calls please.