Intake & Settlement Specialist [Term Contract]

Job Title: Intake & Settlement Specialist [Term Contract]

Program: Settlement & Case Management

Position Class: Scale 2

Reports to: Settlement & Case Management Team Lead

Hours: 37.5 hrs / week, Monday-Friday (8:30-4:30)

Type: Term Contract – June 15, 2026 - Mar 31, 2027, Full Time

Wage Rate: $28.50/hr, eligible fully funded benefits after 3-month probation

About CVIMS:

Central Vancouver Island Multicultural Society (CVIMS) is a non-profit settlement organization located in Nanaimo, B.C., Canada. Established in 1979, CVIMS provides support to newcomers and refugees. Services include settlement, employment, family, language and community programs. We are client-driven and committed to being accessible and responsive to, as well as reflective of, our diverse community.

Job Summary:

The Intake & Settlement Specialist serves as the first point of contact for refugees and newcomers seeking settlement support within the central Vancouver Island region. This role is responsible for conducting client intakes, assessing immediate and long-term needs, and connecting clients to relevant programs and services. The Specialist provides information, orientation, and referrals that empower newcomers to navigate their settlement journey successfully, fostering inclusion and promoting integration into Canadian society. 

Key Responsibilities

Client Intake, Assessment, and Empowerment

• Maintain a welcoming, inclusive, and culturally sensitive environment during client interactions.
• Conduct comprehensive intake interviews with newcomers to collect required documentation and confirm eligibility for various programs and services at CVIMS.
• Gather background information to complete a needs assessment, establishing immediate settlement needs for clients. Prioritize urgent needs such as housing, legal aid, health services, and financial assistance during the intake process. 
• Identify risk factors such as trauma, isolation, and mental health concerns, providing referrals to appropriate services. 
• Evaluate and document client strengths, barriers, and goals to create settlement plans that empower personal and professional growth, supporting them in achieving their settlement goals. 
• Advocate on behalf of clients to address systemic barriers and ensure equitable access to resources. 

Information and Orientation Services

• Provide accurate and up-to-date information on topics such as: 
  • Immigration and residency pathways
  • Health services, education, and childcare options
  • Housing resources and tenant rights
  • Employment services and credential recognition 
  • Legal rights, government programs, and community resources
• Deliver orientation sessions and workshops that address settlement topics, promoting independence and self-reliance. 
• Develop and distribute informational materials to guide newcomers through their integration process. 
• Support clients in understanding their rights and responsibilities in Canada, promoting informed decision-making. 

Service Coordination, Outreach and Referrals

• Collaborate with internal and external partners, including social workers, case managers, and employment advisors, to provide wrap-around support. 
• Connect clients with CVIMS programs (language training, employment services, case management) and external supports such as legal clinics, shelters, schools, healthcare providers, and other community organizations. 
• Build and maintain referral networks with community organizations and government agencies. 
• Follow up with clients to ensure successful connections to services, addressing any barriers they encounter along their settlement journey. 
• Assist in designing and updating intake tools, needs assessment forms, and resource guides to reflect evolving community needs. 
• Participate in outreach initiatives to connect with underserved newcomer populations and raise awareness about settlement services. 
• Represent the organization at community events, networking sessions, and stakeholder meetings. 
• Facilitate access and referrals to peer support groups and community connections to reduce isolation and promote social engagement. 

Documentation & Administration

• Maintain detailed client records, ensuring confidentiality and compliance with organizational policies and privacy legislation. 
• Track client interactions, referrals, and program outcomes using agency databases and reporting systems.
• Support agency reporting by sharing success stories, program challenges, and accurate client data.
• Submit purchase requests, receipts and financial claims to the designated approvers.
• Ensure strict adherence to confidentiality, code of ethics and all other professional codes of conduct.
• Work collaboratively as part of the CVIMS team to ensure agency and client success.
• Follow CVIMS protocols for reporting and communication.
• Participate in all staff meetings, training sessions and professional development opportunities.
• And such further duties and responsibilities as may be communicated by CVIMS from time to time.

Required Education, Certifications, and Experience:

• Diploma in Social Work, Human Services, Community Development or related field. Equivalent experience may be considered.
• Minimum 1 year of experience in client intake, needs assessments, or settlement services.
• Exceptional interpersonal and communication skills, with a proven ability to build trust and rapport across diverse populations. Excellent spoken and written English required.
• Training in trauma-informed care and / or experience working with vulnerable populations.
• Ability to work independently and as part of a team, demonstrating a high level of professionalism and integrity. 
• Valid class 5 driver’s license and reliable transportation required for regional travel.
• Vulnerable sector criminal record check on file with CVIMS required.
• Training or demonstrated proficiency using client databases, Microsoft Office 365, Zoom, Teams, and other digital tools.
• First Aid Level 1 required.

Preferred Skills, Abilities, and Assets:

• Knowledge of immigration and settlement policies in Canada.
• Attention to detail, strong organizational skills, problem solving and time management skills.
• GBA+ certification is an asset.
• Fluency in a second language would be an asset.
• Priority will be given to applicants who are eligible to work in Canada for minimum 3 years.
• Accountable individual who adheres to agency policies and procedures.
• Attitudes and values in keeping with the CVIMS vision and goals.

Additional Information:

• Travel within Nanaimo Regional District and surrounding region will be required. Occasional travel to locations in other parts of British Columbia and/or Canada for purposes like professional development, networking, program delivery or conferences may also be required
• Some work outside of regular office hours, including evenings and weekends, will be required. Flex time schedules will be made to accommodate non-regular work hours. This position is eligible for overtime in accordance with the BC Employment Standards Act. All overtime must be approved in advance.
• Fully funded health/dental benefits and group RRSP available after 3-month probation.
• This is a term contract position, funded at 37.5 hours / week until March 31, 2027, working a varied schedule.