Intake Worker/Admin Assistant

This is a Bargaining Unit Position.

All applications are reviewed by our hiring team. We do not use AI in the screening or selection process.

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.

Scope

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, preferences of language of services, and determine eligibility criteria.
• Based on initial contact, complete intake forms accurately and enter and maintain client information in applicable databases and program systems.
• Provide administrative support across multiple programs, including data entry, record keeping, appointment scheduling, calendar management, correspondence, document preparation, and general administrative coordination.
• Refer and connect clients to appropriate internal settlement and/or employment counsellors, program representatives, and external community services based on identified needs.
• Meet targets set by Programs Manager.
• Maintain client appointments for site program staff if assigned.
• Conduct program promotion and client outreach in accordance with program outreach plans.
• Maintain and expand the client base through outreach activities and assist in developing outreach materials, initiatives, and community networks.
• Promote agency programs and services to clients, community members, service providers, and potential partner organizations.
• Distribute and compile client satisfaction surveys and feedback forms, conduct monthly follow-up contacts.
• Track and gather applicable data to generate comprehensive and accurate statistical reports.
• Maintain documentation related to supplies required, purchase orders submitted, service contracts etc.
• Assist with organizing and coordinating program information sessions and when appropriate, delivering group information sessions.
• Aid with organizing and coordinating workshops, guest speakers, hiring events, and other program activities.
• Provide translation and interpretation for languages tested to eligible clients required for addressing settlement needs.
• Assist in recruiting and training volunteers and organizing volunteer interpretation services in response to client and staff requests.
• Maintain strong working relations with agency programs and partner organizations.
• Actively participate in professional development initiatives.
• Assist in troubleshooting technical issues onsite.
• 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, 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’ experience working with immigrant communities or a combination of experience and education.
• Knowledge of immigration and refugee services and of ethno-specific programs and services (government, agencies) in the GTA.
• Demonstrated experience with client intake, data entry, record keeping, appointment scheduling, and maintaining accurate administrative documentation.
• 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, and written and verbal communication skills.
• Experience in outreach, community development, and marketing of programs and services.
• Strong organizational skills and technical skills, including proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
• 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)

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.