Intake Worker/Administrative Assistant

Polycultural Immigrant and Community Services - Scarborough, ON (il y a 30+ jours)

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Job posting

Position Title Intake Worker/Administrative Assistant

Organization Structure Reports to the Program Manager

Job classification Intake Assistant

Job Status Full Time

Location Scarborough South

Wages $20.20/hr for 40 hrs per week

This is a bargaining unit position

Scope of Position:

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


  • Screen clients for initial assessment; identify basic service needs, background information, preferences of language of services and determination of program eligibility
  • Based on initial contact, complete intake form and enter applicable data into database; refer clients to internal program staff based on identified needs and eligibility;
  • Maintain client appointments for site program staff if assigned;
  • Promote agency programs and services to individuals and other service providers contacting the site, directing potential partners to appropriate agency contact for further development
  • Responsible for administering client/student satisfaction surveys as well as conducting follow-up contacts;
  • Tracks and gathers applicable data to generate comprehensive and accurate statistical reports
  • Coordinate LINC/ESL students joining/exiting process along with preparing end of session reports
  • Ensure students’ attendance records are updated in various databases on a weekly basis
  • Maintain documentation related to supplies required, purchase orders submitted, service contracts etc.
  • Assist in organizing group information sessions
  • Provide interpretation for languages tested to eligible clients required for addressing settlement needs if responsibility is assigned
  • Assist in recruiting and training volunteers and organizing volunteer interpretation services in response to client and staff requests
  • Responsible for petty cash handling
  • Assist in ensuring smooth operations of the location by liaising with landlord and other personnel
  • Maintain and expand client base through outreach and participate in development of outreach materials, initiatives and promoting community networks
  • Maintain strong working relations with agency programs and partner organizations
  • Effectively track and provide accurate reporting for supervisor
  • Actively participate in professional development initiatives
  • Must meet target set by Programs Manager
  • Reception duties as needed



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


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


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


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


  • A degree or diploma in Administration, Social Services or Counselling and at least three years’ experience working with immigrant communities or a combination of experience and education that fulfills the requirements
  • 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)
  • Successful completion of Polycultural’s service delivery manual
  • Familiarity with issues facing newcomers in a 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
  • Experience in outreach, community development and marketing of program and services
  • Strong organizational and technical skills, including proficiency in Microsoft Office
  • Ability to work flexible schedules on an as needed basis
  • A second language is an asset

Please forward your application on or before Friday December 27, 2019 to the Hiring Committee with cover letter explaining your interest in this position as an attachment in MS Word in one document with the file name: Last name first name to:

Polycultural Immigrant & Community Services

17 Four Seasons Place, Suite 102

Toronto, Ontario M9B 6E6

Polycultural reserves the right to post internally and externally.

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

Job Types: Full-time, Contract

Salary: $20.20 /hour


  • Immigrant Communities: 3 years (Required)


  • Scarborough, ON (Preferred)

Administrative Duties:

  • Greeting visitors
  • Answering and routing phone calls
  • Sorting and sending mail
  • Stocking supplies
  • Scheduling