Intake & Assessment Specialist

Ballad Consulting Group; Edmonton; On-site; CAD 42,000 - 60,000; Full time

Job summary

Ballad Group in Edmonton is seeking an Intake and Assessment Specialist to support the WERC program, handling client intake, prereqs, and behind-the-scenes administration in a hands-on, in-person role at our Edmonton Simulated Worksite.

You will manage data entry in Compass and Monday.com, coordinate appointments, prepare reports, and nurture positive relationships with participants, employers, and staff while upholding confidentiality.

Qualifications

• Two or more years of relevant work experience.
• Experience in Employment Services is considered an asset.
• Post-secondary diploma in a relevant study or equivalent is an asset.
• Experience using Compass is a bonus but not required.
• Excellent verbal and interpersonal communication skills.
• Exceptional organization, time management, and prioritization skills.
• Strong team-oriented skills; and
• Strong interpersonal, relationship building and conflict resolution skills.

Responsibilities

• Review client applications and conduct pre-screens based on program prerequisites.
• Accurately conduct client intake, registration, and assessments, determining if potential participants meet the 'Ready, Willing and Able' markers.
• Coordinate and schedule intake appointments with external potential participants.
• Input all intakes into Compass, ensuring data is accurate and up-to-date.
• Maintain regular and accurate data input into the File Tracking Systems.
• Prepare reports as required and submit to the Program Supervisor.
• Assist in planning graduation ceremonies and coordinating program logistics.

Skills

Verbal communication

Interpersonal skills

Organization

Time management

Conflict resolution

Education

Post-secondary diploma in a relevant field

Tools

Compass

Job description

Ballad Group

Ballad Group is looking to hire an Intake and Assessment Specialist who is passionate about teaching, connecting, and changing the lives of those who attend Ballad Group’s Workforce Employment Readiness and Connections Program. We know that’s a mouth full, so you can call it the WERC program (pronounced "work").

Who is Ballad Group? Well, our training programs have built capacity in diverse areas including entrepreneurship, insurance, information and computer technology, construction, French language acquisition, hospitality, supply chain management, and more. We have delivered unique training programs for a variety of organizations, Indigenous Communities and on behalf of the Ministry of Jobs, Economy, Trade, and Immigration and the Ministry of Assisted Living and Social Services.

But what about the WERC program? Well, the goal of the WERC program is to develop and administer individually focused direct skill enhancement training and job placement to enable multi-barriered Albertans find and maintain employment. The WERC program will include in-class training as well as hands‑on skills development in two simulated work sites for carpentry and hospitality.

The Intake and Assessment Specialist will play a key role within Ballad’s Training Division in the Calgary WERC Region. This position will be responsible for making a positive impact on every person that walks through our front doors. You will also be responsible program and project administration, participant, and employer relationship management and ensuring that our office runs smoothly. The successful candidate will be expected to support each training program with their administrative requirements, have excellent communication skills and a creative aptitude for developing new processes to ensure all programs run efficiently.

The Intake and Assessment Specialist will create judgment to develop credible and meaningful relationships with Ballad employees, program participants and other stakeholders, ensuring strictest confidentiality.

This position is in person and is located in our Edmonton Simulated Worksite.

Key Job Responsibilities

Client Intake and Assessment

• Review client applications and conduct pre-screens based on program prerequisites.
• Accurately conduct client intake, registration, and assessments, determining if potential participants meet the "Ready, Willing and Able" markers.
• Coordinate and schedule intake appointments with external potential participants.
• Conduct pre-screen phone interviews with potential participants.

Data Management and Quality Assurance

• Input all intakes into Compass, ensuring data is accurate and up-to-date.
• Maintain regular and accurate data input into the File Tracking Systems.
• Adhere to the highest quality assurance standards when inputting data.
• Ensure Monday.com is up-to-date and accurate.

Program Management and Support

• Manage all program inquiries and actively manage program participants to ensure success.
• Adhere to all checklists and submit documents on time.
• Issue follow-up surveys and monitor completion status.
• Facilitate and monitor Circle Of Resiliency Data collection.
• Conduct follow-up phone calls with program graduates.
• Provide general administration support, including maintenance of participant files, data entry, responding to incoming inquiries, and preparation of materials.

Reporting and Coordination

• Prepare reports as required.
• Prepare and submit program reports to the Program Coordinator as needed.
• Assist in the planning of all graduation ceremonies, which may include coordinating program logistics such as scheduling meetings, booking venues, and arranging travel.
• Handle participant follow-up and associated reporting.
• Perform other duties that may arise from time to time and as assigned.

Reporting Structure

• Reports to the Program Supervisor.

Experience

The position requires the following skills, experiences and abilities:

• Two or more years of relevant work experience,
  
• Experience in Employment Services is considered an asset,
• A post-secondary diploma in a relevant study or equivalent is an asset,
• Experience using compass is a bonus but not required,
• Excellent verbal and interpersonal communication skills
• Exceptional organization, time management, and prioritization skills;
• Strong team-oriented skills; and
• Strong interpersonal, relationship building and conflict resolution skills.
• a valid Class 5 Driver's License.