Client Intake Support Staff

YMCA of Greater Halifax/Dartmouth; Halifax; On-site; CAD 25,000 - 28,000; Part time

Job summary

YMCA of Greater Halifax/Dartmouth is seeking a part-time Client Intake Support Staff for YMCA Immigrant Services. You will be the first contact for eligible clients, gather information, and support daily operations at the Centre for Immigrant Programs.

Evening and Saturday hours are required to accommodate programming. Responsibilities include guiding clients through settlement options, registering and booking spaces, and maintaining confidential records with discretion.

Qualifications

• Experience in a fast-paced office or customer service environment.
• Excellent verbal and written English communication.
• Strong interpersonal skills and ability to build relationships with clients and partners.
• Proficiency with digital tools (Microsoft Office, Google Workspace) and comfort aiding clients with digital literacy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently and maintain confidentiality.

Responsibilities

• Greet clients and provide information about program options.
• Support registration, attendance, and space bookings for staff and clients.
• Refer clients to community resources and programs as needed.
• Enter intake information into data systems and ensure forms are completed.
• Collect and verify required documents for intake.
• Conduct basic needs assessments using Settlement Plan tools.
• Respond to calls and emails from clients with professional communication.
• Maintain confidentiality and exercise good judgement with sensitive information.
• Support program delivery and maintain a welcoming, inclusive environment.

Skills

Interpersonal skills

Customer service

Time management

Organization

Teamwork

English communication

Independent work

Digital literacy

Tools

Microsoft Office

Google Workspace

Job description

Title: Client Intake Support Staff

Location: YMCA Immigrant Services

Program:Client Intake Department

Position Status: Part-Time (up to 20 hours per week; evenings required)

Compensation: $18.41 per hour

There is potential inside all of us – we all have it in us to shine.

Every charity exists to help solve a problem – our charity exists to help solve many problems, from childcare shortages, social isolation, mental health issues, access to wellness, and more. Today, our network is spread across 100+ program locations in HRM and the province, meeting the most urgent needs of our communities in mental health supports, accessible childcare, supporting an increasing immigrant population, safe spaces for youth to grow and lead, helping to navigate a precarious labour market, delivering wellness programming for all, and creating community for isolated older adults.

We give people the tools, encouragement, and safe space to discover their inner strength. When they know someone’s in their corner, with unconditional support, they realize they can do more than they thought possible. It’s your support, expertise, and guidance that helps people ignite their full potential and shape our neighbourhoods into vibrant and healthy communities.

With us at their side, they can Shine On.

About the role:

As the first point of contact for all eligible clients, this position handles all requests for client intake and gathers all required information. This position plays a key role in helping to support the daily operations of both the facility and programs at the YMCA Centre for Immigrant Programs. Our goal is to operate a community space that is welcoming, inclusive and professional and for our programs to be safe, engaging, and responsive to client needs. This position provides support to ensure these objectives are met. The YMCA Centre for Immigrant programs operate Monday to Saturday, and this position is required to support programming at the Centre on late afternoons, early evenings, and Saturday mornings.

In this role, you will:

• Provide introductions and information to clients on comprehensive programming options in supporting their Settlement needs
• Provide front-line support to staff and client in the form of registration, attendance and booking of space.
• Make appropriate internal and external referrals to community resources and programs for settlement related needs
• Enter new intake information into data platforms
• Ensure intake forms are completed and appropriate documents gathered
• Develop and conduct basic needs assessment using Settlement Plan tool or other
• Respond to incoming calls, emails, and requests for information from current and potential clients
• Demonstrated discretion and sound judgement in the handling of confidential information; this includes a high degree of integrity and trust
• Ensure delivery of program serves standards in day-to-day interactions with clients/visitors and/or staff to the Centre
• Foster a collaborative, inclusive atmosphere in internal/external dealings and communications in support of program delivery

Education and skills qualifications:

• Experience working in a fast-paced office or customer service environment.
• Strong interpersonal skills with the ability to build positive relationships with clients, staff, and community partners.
• Skilled in maintaining accurate and confidential client records and tracking progress toward goals.
• Strong organizational and time management skills, with the ability to manage multiple priorities.
• Ability to work collaboratively within a team and contribute to a supportive team environment.
• Proficiency with digital tools (e.g., Microsoft Office, Google Workspace) and comfort supporting clients with digital literacy needs.
• Ability to work independently while maintaining professionalism and confidentiality
• Excellent verbal and written communication skills in English; additional languages (e.g., Amharic, Somali, Tigrinya, Kiswahili, Spanish) are highly desirable.
• Ability to work flexible hours. Must be available during afternoons, evenings, and Saturdays to support the ongoing programs at the center as the schedule may vary from week to week depending on program needs.

Please note that all successful candidates are required to provide:

• A Criminal Record Check, Vulnerable Sector Check, and Child Abuse Register Check (less than 6 months old), if 18 years of age or older
• Valid First Aid and CPR Training

Please note that background checks are reviewed on an individual basis – offenses, if any, are based on role and Child Safeguarding requirements, and may not eliminate candidates from employment at our YMCA.

At the YMCA, we are committed to fostering a diverse, inclusive, and equitable workplace where every team member feels valued, respected, and empowered to bring their full, authentic selves to work. We believe that a variety of perspectives, backgrounds, and experiences enrich our organization, enabling us to better serve our community and achieve our mission. As an equal opportunity employer, we welcome applications from individuals of all backgrounds, including Black, Indigenous, People of Colour, racially diverse, 2SLGBTQIA+ individuals, gender-diverse people, people with diverse abilities, members of ethnic minorities and faith groups, foreign-born residents, and veterans to apply.

If you require accommodation during the hiring process, please inform us in advance to arrange reasonable and appropriate accommodation.