Together First CIC Barking & Dagenham GP Federation Site Administrator

The Site Administrator is responsible for the day-to-day operational management of the clinical hub site during their shift. Acting as the on-site lead, the post holder ensures the clinic runs safely, efficiently, and in full compliance with governance, safeguarding, and information governance standards. The role provides high-quality patient-facing administrative support, coordinates clinical activity through EMIS, manages facilities and equipment, and acts as a key point of escalation for operational issues. The post holder also supports enhanced access services and may occasionally work at community pop-up clinics across Barking & Dagenham.

Main duties of the job:

• Act as the on-site lead, ensuring the clinic operates safely, efficiently, and in line with policies during each shift.
• Provide front-line patient services, including welcoming patients, checking them in on EMIS, and handling enquiries professionally.
• Manage clinical administration on EMIS, including room allocation, patient alerts, discharge summaries, DNAs/WNBs, and urgent referrals.
• Coordinate daily clinic activity to support clinicians and ensure smooth patient flow.
• Open, close, and secure the site, maintaining facilities, safety, and security standards.
• Oversee clinical equipment and stock, completing routine checks, restocking supplies, and ensuring emergency equipment readiness.
• Record and report key operational data, including fridge temperatures, staff attendance, and significant events.
• Uphold safeguarding, confidentiality, and information governance requirements, including acting as a chaperone when required.
• Escalate operational, clinical, or administrative issues to Service Managers in a timely and appropriate manner.

About us:

Together First CIC is a community interest company that brings together 31 GP practices across Barking & Dagenham to deliver services at scale for the local population. The organisation works collaboratively to support general practice sustainability while improving access to care. Together First CIC provides a range of services on behalf of the borough, including extended hours GP appointments, diagnostic services, and vaccination programmes, with a strong focus on quality, equality, and continuous improvement.

Job responsibilities:

The Site Administrator is responsible for the effective day-to-day operational management of a GP hub site during allocated shifts. Acting as the on-site lead, the role ensures clinics run safely, efficiently, and in compliance with organisational policies, governance, and safeguarding requirements. The post holder provides high-quality patient-facing administrative support, manages clinical activity using EMIS, coordinates facilities, equipment, and stock, and supports clinicians to deliver enhanced access services. The role requires strong organisational skills, attention to detail, and the ability to work independently while escalating issues appropriately to Service Managers. Occasional work at community pop-up clinics may also be required.

Person Specification:

• Strong previous administration experience specifically gained within a primary care setting.
• Proven ability to use Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Support in implementation of projects.
• Strong, recent experience with EMIS Web.

• GCSE in Math & English or equivalent.
• Required to complete a comprehensive suite of mandatory training, including safeguarding and information governance.
• NVQ Level 3 in Administration or further education.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.