Intake Worker/Administrative 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.

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).

Scope of Position

Responsible for providing administrative support to multiple program areas.

Responsibilities

• Promote agency programs and services to individuals and other service providers contacting the site, direct potential partners to appropriate agency contact for further development
• Responsible for administering client/student satisfaction surveys, as well as conducting follow-up contacts
• Track and gather 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 ensuring smooth operations of the location by liaising with landlord and other personnel
• Effectively track and provide accurate reporting for supervisor
• Actively participate in professional development initiatives
• 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

• 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 the GTA
• 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
• 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

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.