PT Intake Worker/Admin Assistant - Overnight Shift

Position Title: Intake Worker/Admin Assistant – Asylum Claimant Response (PACR)

Organization Structure: Reports to the Program Coordinator  

Job Classification: Intake/Admin  

Job Status: Part-time Month-to-Month Contract (3 months minimum anticipated)

Positions: 1

Location: Peel Region

Wage: $24.26/hour for 16 hours/week

Hours: Saturday-Sunday 11:00pm – 7:30am                                                                   

This is NOT 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 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

• Screen clients for initial assessment; identify basic service needs, background information, and determine eligibility criteria
• Based on initial contact, complete intake forms and enter relevant data into internal and external databases, referring clients to internal program staff
• Provide comprehensive information on services offered, rules, and requirements
• Respond to emergencies and prepare serious occurrence reports
• Meet targets set by Programs Manager to ensure efficient service delivery
• Maintain client appointments for site program staff if assigned
• Promote agency programs and services to individuals and other service providers, directing potential partners to appropriate agency contacts for further development
• Distribute and compile client satisfaction surveys and feedback forms, conducting monthly follow-up contacts
• Track and gather applicable data to generate comprehensive and accurate statistical reports
• Maintain documentation related to supplies, purchase orders submitted, service contracts, etc.
• Assist in organizing and delivering group information sessions when needed
• Provide interpretation for languages tested to eligible clients for addressing settlement needs
• 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.

Judgement

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 French, Spanish, or Portuguese
• Experience in outreach, community development, and marketing of programs and services
• Strong organizational and technical skills, including proficiency in Microsoft Office and Zoom
• Ability to work flexible schedules as needed

Other requirements

• A satisfactory Vulnerable Sector Police Check (completed when an 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 get in touch with 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.