Intake & Assessment Specialist

Ballad Group

Ballad Group is seeking to hire an Intake & Assessment Specialist in Brooks who is passionate about teaching, connecting, and changing the lives of those who pass through the Work Employment Readiness and Connections Program (WERC).

At Ballad Group 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 Ministry of Assisted Living and Social Services.

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 Opportunity

The Intake and Assessment Specialist is often the first point of contact for individuals interested in Ballad’s programs. This role plays an important part in creating a welcoming experience while helping participants take their first steps toward employment.

The successful candidate will support participant intake and assessment, maintain accurate program records, and assist with the administrative needs of multiple training programs. This role works closely with program staff to ensure participants are properly enrolled, documentation is complete, and programs run smoothly.

Strong organization, communication, and attention to detail are essential. The Intake and Assessment Specialist must also be comfortable building relationships with participants, employers, and colleagues while maintaining strict confidentiality.

This position is in person and located in Brooks.

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.

Reporting Structure

• Reports to the Program Supervisor.

Other Duties

• Perform other duties that may arise from time to time and as assigned.

 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.