Intake Coordinator

Therapy in Barcelona; Lérida; Presencial; EUR 30.000 - 50.000; A tiempo parcial

Descripción de la vacante

A therapy center in Barcelona is seeking a part-time Intake Coordinator to manage client referrals and coordination tasks. This role requires 15 hours of work per week and involves engaging with clients and therapists, as well as managing scheduling and communications. Ideal candidates will be fluent in English, detail-oriented, and possess strong interpersonal skills. Applications without videos will not be considered.

Formación

• Fluent English; working Spanish is a plus.
• Background in counselling/psychology/social work is preferred.
• Must be punctual and detail-oriented.

Responsabilidades

• Manage intake emails and calls.
• Coordinate with therapists on filling schedules.
• Stay highly organised and prioritise tasks.

Conocimientos

Registered to work in Spain

Fluent English

Strong written and verbal communication skills

Exceptional organisational skills

Team player

Herramientas

Multiple software platforms

Descripción del empleo

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 [e-mail]

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:

• Manage intake emails and calls (answer phone and email, schedule intake appointments with an appropriate therapist, answer practice-related questions)
• Coordinate with therapists on filling their schedules
• Coordinating the role and tasks with the Lead Intake Coordinator
• Stay highly organised
• High attention to detail and ability to prioritise various tasks independently
• Ability to handle and provide straight-forward feedback to administrative team members
• Be a problem solver and think ahead to ensure any challenges don’t greatly impact progress or outcomes for clients
• Ability to manage multiple software platforms at once
• Reaching out to other mental health professionals to forge connections for our shared care of clients
• Other administrative duties may be assigned

Extra administrative tasks may be required such as:

• Waitlists update
• Sending out monthly review spreadsheets to therapists
• Cross-checking appointments in our practice diary and room booking systems
• Calculating metrics
• Posting blog posts

Qualifications and Skills:

• Registered to work in Spain
• Fluent English (working or fluent Spanish a highly regarded)
• Able to work in office and remotely as required
• Strong written and verbal communication skills and strong interpersonal skills, preferably with a background in counselling / psychology / social work or other healthcare service
• Must be punctual in reporting to work and tracking your work
• Have exceptional organisational skills
• Have exceptional attention to detail
• Be a team player
• Be able to work independently on tasks assigned

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

• Someone just looking for a job to clock in and out of.
• Someone who doesn’t feel passion for our mission, vision and values.
• Someone who’s not a team player or prefers not to work collaboratively.
• Someone who finds it difficult to navigate multiple software systems or has poor attention to detail.
• Someone who gets easily frustrated.
• Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.

This position is perfect for you if you’re:

• Aligned with Therapy in Barcelona’s mission, vision, and values.
• Meet potential clients with warmth and care at all times.
• A person with an understanding and passion for mental health.
• An international / immigrant / expat yourself.
• Energised by and invested in helping others on a team and contributing to helping clients at pivotal moments in their lives.
• Creative, engaged in doing good work and excited by the opportunity to effect change in individuals’ lives.
• Able to take direct and constructive feedback and run with it.
• Able to make tough decisions, and handle difficult conversations or situations with grace.

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 [e-mail]

Applications without videos will not be considered.

We look forward to hearing from you.

Team TIB