Intake Coordinator

Therapy in Barcelona is seeking a part-time contract-based Intake Coordinator for the period December 2025 to October 2026 with possibility of extension.

The Intake Coordinator ensures that clients are appropriately referred to the best-fitting therapist.

To apply, please email your cv, cover letter and a 2-minute video letting us know why you would be an ideal candidate for this important position on our Team at Therapy in Barcelona to

Applications without videos will not be considered.

We are looking for someone who can commence in a part-time capacity for 15 hours a week, on Wednesdays, Thursdays and Fridays from 10 : 00-15 : 00 in mid December or the first week of January at the latest.

You will be sharing the role and coordinating tasks with our Senior Intake Coordinator who will work Monday to Thursday. You will also be required to cover when the Senior Intake Coordinator is away.

Therapy in Barcelona is a therapy centre where a team of international therapists work with English-speaking clients from Barcelona's international community. We offer therapy services to adults, couples, children, adolescents and families.

The Intake Coordinator is the first point of contact for clients and is an essential role in our service. Providing email, phone and scheduling support puts you on the frontline of helping connect people with the services they need at a critical moment in their life. You are an essential support to our team of therapists and our Director.

The work entails receiving a high volume of requests for therapy via email, WhatsApp or phone; responding to potential clients in a timely and personable manner; taking 15-minute discovery calls with clients; matching clients to the right therapist in our service; booking the appointments across two calendars (practice management diary and room booking calendar), communicating with the team of therapists, and; following up confirmations / cancellations of first appointments. The intake coordinator will also offer referrals outward to other services if necessary.

This very important role includes :

• Connecting - being personable and warm with clients, therapists, other community partners
• Assessing - finding out what clients need
• Matching - selecting the best therapist
• Booking - Booking the first appointment in the practice management diary
• Answering Objections - dealing with fees & insurance questions
• Closing - filling clients in on the next steps
• Referring - making a community referral if necessary
• Following Up - keeping in touch if you can't schedule clients right away or if they are on the waitlist
• Documenting - recording every step of the process in our referral tracker
• Communicating - engaging clients and therapists in the process via email and sending daily intake summaries to our director
• Liaising - requesting input from the Director on client matching or referral when the decision is difficult or unclear

Duties / Responsibilities :

Extra administrative tasks may be required such as :

Qualifications and Skills :

This position is not right for you if you’re :

This position is perfect for you if you’re :

What we can offer you :

15 hours of work from 10 : 00 am - 3.00 pm on Wednesdays, Thursdays and Fridays and other hours as required, coordinating coverage of other Intake Coordinator's role in vacation periods.

Training will take place with our Director and Intake Coordinator

Payment

This is a contract position and you will be paid monthly.

How to Apply

To apply, please email your cv, cover letter and a 2-minute video letting us know why you would be an ideal candidate for this important position on our Team at Therapy in Barcelona to

Applications without videos will not be considered.

We look forward to hearing from you.

Team TIB