Intake Specialist

About The Career Foundation:

The Career Foundation is a dynamic non-profit organization and registered charity that offers a wide range of employment, training, and workforce development services to job seekers and employers. Since its inception in 1988, The Career Foundation has steadily expanded its services. Operating out of seven locations in the Greater Toronto Hamilton Area, as well as offices in British Columbia, Alberta, and Nova Scotia, we now help thousands of people each year successfully achieve their employment goals. Our team of dedicated professionals has described The Career Foundation as caring, compassionate, innovative, and team-oriented. For more information about us and our services, please visit our website at CareerFoundation.com.

Some of the benefits and features available to our employees include:

• Competitive compensation
• A comprehensive health benefits plan that includes massage therapy, naturopath services, travel coverage, and much more
• A comprehensive dental insurance plan
• An RRSP Matching benefit
• An Employee & Family Assistance program
• Employee wellness initiatives
• Paid days off for religious observance purposes
• Paid days off for personal wellness purposes

Program and Role Description:

The Career Foundation operates five full suite Integrated Employment Services (IES) Centres across the Greater Toronto Area (GTA), conveniently located in Etobicoke, North York, Toronto, York, and Scarborough. These centres provide job seekers with a comprehensive range of services, including career exploration, résumé and interview preparation, job search support, employer connections, and employment retention support. The Career Foundation also partners with employers that share our commitment to community hiring. Employer services include access to a diverse talent pool, support with coordinating and hosting hiring events, guidance on how to effectively coach and support new hires, and strategies to support job retention.

As an Intake Specialist, you will fulfill a critical role in the Explore phase of the Integrated Employment Services (IES) client journey by conducting comprehensive intake assessments to understand each client’s employment history, skills, career interests, and barriers to employment. The role applies counselling informed communication techniques and labour market knowledge to determine the most appropriate service pathway for each client. The role also supports community outreach and off site intake activities to increase client referrals and access to services.

You will also be responsible for assessing financial supports for eligible clients to help remove barriers to employment and support successful outcomes. In addition, you will be responsible for delivering Better Jobs Ontario (BJO) information sessions and preparing and submitting BJO applications to the funder, as required.

This position requires strong assessment and analytical skills, the empathy and rapport building abilities of a counsellor, and the technical proficiency required to maintain accurate documentation within digital reporting systems. While documentation and compliance requirements are essential, the primary focus of this role is to ensure clients are appropriately assessed and connected to the services best suited to support sustainable employment outcomes.

Position Type:
Full-time (37.5 hours per week) one-year contract with excellent potential for permanency.

Starting Salary:
The starting annual salary for this position is $57,000.00 (or $58k if the successful candidate holds a master’s degree, full bilingualism in French, or full proficiency in Sign Language).

Base Location and Travel Requirements:
This opportunity is based at The Career Foundation’s Central Toronto Employment Centre, located near Yonge & St. Clair Avenue East, and requires periodic travel to other locations, including community partner sites and other stakeholder locations to deliver off-site intake services to enhance accessibility and support ongoing referral pathways. The successful candidate must be willing to work on site from the office on a full-time basis. The position will also permit a hybrid schedule, allowing for one work from home day per week. The hybrid schedule is based on performance and operational requirements and is therefore subject to change at any time.

Vacancy Status:
This posting is for an existing vacancy.

Start:
As soon as possible.

Reporting to:
Area Manager, Employment and Placement Services

Vulnerable Sector Check:
An offer of employment for this opportunity will be contingent on the incumbent providing an acceptable Vulnerable Sector Check (VSC).

Use of Artificial Intelligence:
Artificial Intelligence (AI) is not currently used to screen, assess, or select applicants at any stage of the hiring process.

Responsibilities include:

Client Assessment and Service Navigation

• Conducts comprehensive, individual client intake meetings to assess employment history, transferable skills, career interests, and barriers to employment (e.g., skills gaps, financial challenges, transportation limitations, childcare needs, and other factors) impacting employment readiness, in order to evaluate and determine the most appropriate service stream for each client under the Integrated Employment Services (IES) model, in accordance with funder guidelines.
• Meets individual performance targets through effective time management and prioritization.
• Applies counselling informed techniques, including active listening, motivational interviewing, and empathy based communication, to build trust and rapport with clients.
• Develops individualized Employment Action Plans outlining recommended services and supports aligned with client goals.
• Assesses and administers financial supports for eligible clients, including supports related to transportation, training, work equipment, and work attire, to reduce employment barriers.
• Provides clients with information on community programs, training opportunities, and career pathways aligned with labour market needs, and facilitates referrals to appropriate services.
• Travels to community partner locations to deliver off-site intake services to enhance accessibility and increase client referrals, and builds and maintains effective relationships within the community to support ongoing referral pathways.
• Performs other relevant duties as assigned.

Client Engagement and Program Support

• Facilitates Better Jobs Ontario (BJO) information sessions and group workshops and assists clients with completing BJO applications.
• Supports ongoing client engagement through regular communication, follow ups, and participation in service activities.
• Demonstrates comprehensive knowledge of Employment Ontario services, program streams, and eligibility criteria.
• Delivers services in a professional, welcoming, and client centred manner while maintaining confidentiality.
• Performs other relevant duties as assigned.

Administration and Data Management

• Documents intake assessments, eligibility determinations, and service plans within online case management systems, ensuring all records are accurate, up-to-date, meet funder-mandated reporting and compliance requirements, and are audit-ready.
• Completes file checklists and supports internal file audits and quality assurance activities.
• Communicates with team members to obtain missing documentation and ensure file completeness.
• Maintains strict confidentiality of client and employer information in accordance with privacy and security protocols and policies.
• Provides reports to management, as assigned, related to intakes, service delivery, and other program data.
• Performs other relevant duties as assigned.

Qualifications & Skills Required:

• Post secondary diploma or degree in Career Development, Counselling, Psychology, Social Services, or another related field relevant to the position’s duties is highly preferred, or an equivalent combination of education and experience is required.
• Minimum of two years’ experience in employment services, vocational counselling, job coaching, client assessment, case management, or other directly transferable experience related to the position’s responsibilities is required.
• Strong analytical skills, attention to detail, and counselling informed communication skills.
• Proven track record in a results driven environment, with experience meeting targets.
• Excellent verbal and written English communication skills, with the ability to clearly communicate information. Fluency in a second language is considered an asset.
• Exceptional relationship building skills, with a proven ability to develop rapport with individuals from diverse backgrounds and a range of stakeholder groups.
• Experience supporting individuals facing barriers to employment and working within government funded employment programs is considered an asset.
• High emotional intelligence, demonstrating patience, empathy, and connection when working with clients of varying experiences, needs, and abilities.
• Exceptional customer service skills and the ability to uphold the organization’s service standards, policies, and core values.
• High ethical and confidentiality standards, with proven experience handling sensitive information and demonstrating tact, diplomacy, and sound judgment.
• Excellent time management and organizational skills, with the ability to multitask, meet deadlines, and achieve targets and objectives.
• Strong problem solving and conflict resolution skills.
• Proficiency in Microsoft Office Suite and Microsoft 365 applications, including Outlook, Teams, and SharePoint.
• Demonstrated aptitude for learning new technologies and systems. Prior experience using case management systems (e.g., FFAI, CaMS) is considered a strong asset.
• Flexibility to work outside regular business hours, including evenings and weekends, as required during peak periods.
• Strong work ethic, with the ability to multitask while maintaining a positive and proactive attitude.
• Demonstrated ability to remain flexible and resilient, adapting quickly to changing priorities while maintaining trust and positive working relationships.

The Career Foundation’s Commitment:

The Career Foundation is committed to diversity and inclusion and aims to create a healthy and rewarding environment for all. We welcome applications from qualified individuals who represent the diversity of the people we proudly serve, including, but not limited to, visible minorities, women, persons with disabilities, Indigenous peoples, and individuals of all genders and sexual orientation. The Career Foundation, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), is also committed to accommodating applicants with disabilities throughout the recruitment process. We will work with candidates requesting accommodation at any stage of the hiring process.