Intake Worker/Administrative Assistant

Position Title: Intake Worker/Administrative Assistant

Organization Structure: Reports to the Programs Manager

Job Classification: Intake

Job Status: Full-time

Location: RAP Center – Mississauga

Wage: $24.26/hour for 40 hours/week

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.

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), and WorkPerks!

Scope

The Reception Center provides services 24 hours per day, seven-days-a-week in a hotel setting, which is temporary home to up to 250 clients. The reception center is responsible for ongoing client intake, including receiving clients from the airport, gathering basic background information, making hotel reservations, providing hotel orientation on clients' arrivals, coordinating with the catering company, and providing administrative support to multiple program areas.

Responsibilities

• Make hotel reservations for clients based on funders' references and cancellations when necessary
• Coordinate with Point of Entry agency and transportation providers to ensure safe and smooth arrival of clients to the reception center
• Intake/admission, pre-departure services, and check-out of residents ensuring complete documentation
• Office duties, including answering telephones, ingoing and outgoing mail, petty cash, archiving, checking supplier invoices
• Data entry
• Arrange food delivery with the catering company
• Distribute and compile client satisfaction surveys and feedback forms
• Maintain documentation related to supplies required, purchase orders submitted, service contracts, etc.
• Must meet targets set by the Programs Manager
• Receiving and distributing donations
• Distribute basic needs to the clients in the hotel and accurate record keeping
• Prepare weekly reports on the operation of the RAP center by coordinating with the staff concerned
• Actively participate in professional development initiatives

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

• A degree or diploma in Administration and/or Social Services, and at least three years of experience working with immigrant communities or a combination of experience and education that fulfills the requirements
• A second language is an asset
• Knowledge of immigration and refugee services and the ethno-specific programs and services (government, agencies) in the GTA
• Possession of a current First Aid/CPR training certificate would be an asset
• 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 programs and services
• Strong organizational and technical skills, including proficiency in Microsoft Office
• Must be able to lift up to 30 pounds
• Availability to work flexible schedule (including evenings and weekends) 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 that job applicants who require accommodation in the recruitment and selection process 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 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.