Program Description
International Women of Saskatoon (IWS) is a grassroots women’s organization and a registered charity, with the mandate to help improve the status of newcomer, immigrant, refugee women and their families by assisting them, using innovative programs and delivery strategies, to become full participating members of Canadian society. IWS utilizes a one team approach by collaborating across departments to provide clients with the services they need, including needs assessments, language assessments, and information and orientation sessions. The Center Support Worker will help to facilitate client access to our funded programs, by providing exceptional front line and administrative services.
Duties and Accountabilities
Client Booking and Screening
- Collaborate with other members of the team to ensure a warm and welcoming environment for clients
- Answer all incoming calls, client emails and general enquiries; determine the nature of the enquiries and forward the said message(s) to the appropriate individuals in the Organization
- Using approved appointment booking system, conduct client booking for all programs and services, in a timely manner
- Conduct initial client screening to determine eligibility for services and Inform Clients of required documentations to access services
- Prior to scheduled appointments, contact clients to confirm or reschedule appointments when necessary; Follow up with clients who cancel or fail to show up for their appointments
- Be responsible for liaising with sister agencies through e-mails and phone calls to arrange appointments for clients
Centralized Intake and Internal Referrals
- Be responsible for conducting large volumes of centralized intake processes, in a fast paced environment on a daily basis, using various modes of communication (telephone, virtual and in-person), at both on-site and off-site locations
- Using approved templates, facilitate registrations by collecting tomb stone (personal) information and inputting such data into approved databases while ensuring strict compliance with the Organization’s privacy and confidential policies
- Using approved data systems (iCARE and internal tools), screen and validate clients’ for services as per approved criteria
- Be responsible for informing clients of the need to collect personal information for statistical and program planning purposes
- Be responsible for updating client profiles and client files for accuracy and up to date information
- Be responsible for conducting registration processes for clients accessing Care for Newcomer Children (CNC) services, ensuring that clients access the service in a timely manner
- Using internal guidelines, be responsible for conducting client internal referrals to either of the Following pathways: (i) Basic needs and assets assessments ( Basic NAARS); (ii) Intensive needs and assets assessments (Triage Services)
- Assist the NAARS Case workers to support connection to services and referrals to partner agencies
- Be responsible for cross checking to ensure that the documentation provided by clients are complete and accurate
- Be responsible for creating paper and electronic client files/profiles using approved systems
General Support Tasks
- Apply multiple client services strategies to ensure that the centralized intake hub at IWS operates at such a high level of efficiency and professionalism that it fosters a practice of timely and exceptional client outcomes
- Assist the Program team with interpretation and Translation, when needed
- Perform office opening and closing duties, adhering strictly to the protocols required for the safety and security of the facility
- Be responsible for organizing, storing and maintaining all client files, using approved records management coding/procedures; retrieve and return client files as needed by other members of the team
- Perform clerical duties including but not limited to: faxing, scanning, photocopying and document compilations
- Be responsible for receiving all incoming and dispatching all outgoing surface mails, postages, packages and deliveries
- Be responsible for tracking client enquiries, using the approved data system
- Using approved methods, compile and organize, all internal communication (notices, meeting minutes, directives and memos) for reference purposes
- Using appropriate cleaning tools and equipment, perform weekly of furniture, equipment, walls, ceilings, windows, doors, sills and fridges
- Be responsible for conducting regular maintenance checks of office/classroom spaces to ensure compliance with protocols for cleanliness, health and safety
- Be responsible for tracking general office and cleaning supplies and submit monthly supply lists to the Manager to ensure adequacy of stock at all times
- Participate in mandatory Unit meetings, staff training and other agency events Perform any other duties as assigned and related to position
Required Qualifications
Education
- A minimum 2-year college diploma, or 1-year college certificate
Experience
· Minimum 2 years of relevant administrative experience
· Experience in the immigrant, refugee, settlement and integration sector is an asset
Demonstrated Knowledge
- Knowledge of issues and challenges in the immigrant/refugee/newcomer community
- Knowledge of available settlement and community resources
· Understanding of and commitment to advancing principles of gender-based equality
Skills
- Positive attitude, enthusiastic and upbeat/outgoing personality
- Professional verbal and written communication skills
- Excellent time management and problem-solving skills
- Ability to multi-task and work under pressure
- English language proficiency: minimum overall score of CLB level 6 or IELTS 5.5
- Proficient in MS Office applications and G Suite; minimum typing speed of 20 wpm
- Ability to work independently and in cooperation internally with staff and externally with other agencies
- Demonstration of cultural competency to work effectively and respectfully with people from different cultures and diverse backgrounds
- Fluency in one of the following languages is mandatory: Mandarin or Tigrinya
Other Requirements
· Criminal Record Check obtained in the last 6 months: Required
· Copies of Education Certificates: Required
· Credential Verification: May be Required
Details:
Program/Department: Newcomer Orientation and Language Assessments
Title of Immediate Supervisor: Manager, Language Assessment Program, Saskatchewan
Hours of work and schedule: 28 hours per week; Monday to Thursday; 9:00am-4:30pm; May be required to work a flexible schedule that prioritizes clients’ needs and capabilities and includes evenings and weekends as required
Wage/Salary: $19.57/hour plus MERCs Employment Status: In-Scope & Term Contract Contract Expiry Date: March 31, 2027
Work Location: mainly in-office
Application Process: Email cover letter, resume, and two direct supervisor references. Use the job title as the subject of the e-mail. We wish to advise that only those candidates who have been selected for an interview will be contacted.
Application contact information: Human Resources/Operations Manager, International Women of Saskatoon, [email protected]
Pay: $19.57 per hour
Benefits:
- Dental care
- Extended health care
- RRSP match
Language:
- Tigrinya or Mandarin? (preferred)
Work Location: In person
