Part-time Intake Worker/Admin Assistant/Receptionist - Afternoon Shift

Position Title: Intake Worker/Admin Assistant/Receptionist

Organization Structure: Reports to the Property Manager

Job Classification: Intake/Admin

Job Status: Part-time

Number of Positions: 1 vacant position

Location: Mississauga - RAP Centre

Wages: $24.26/hour for 16 hours/week

                Saturday and Sunday from 3:00pm-11:30pm

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.

Scope

Responsible for receiving clients and is the 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

• Creates a welcoming environment by greeting clients, handling queries by phone and email
• Provides concierge services to clients, such as travel arrangements, taxi services, and information regarding local amenities and attractions
• Based on initial contact, completes intake forms and enters relevant data into internal and external databases, and refers clients to internal program staff
• Manages room assignments, conducts wake-up calls for RAP & POE clients
• Coordinates RAP & POE client travel to/from reception center and airport
• Provides comprehensive information to clients on RAP & POE services offered, rules, and requirements
• Assists in responding to client requests and complaints
• Organizes and maintains room service schedules for RAP & POE clients
• Manages housekeeping schedule for rooms
• Manages room keys
• Responds to emergencies and prepares serious occurrence reports
• Ensures efficient service delivery for RAP & POE clients
• Tracks and gathers applicable data to generate comprehensive and accurate statistical reports
• Maintains documentation related to supplies, purchase orders submitted, service contracts, etc.
• Fosters strong working relations with agency programs and partner organizations
• Actively participates in professional development initiatives
• Assists in troubleshooting technical issues onsite
• Performs 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 the 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)

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.