SMT Coordinator

Provide day-to-day operational

and coordination support to the SMT.

Organise and coordinate

meetings, including weekly clinical meetings.

Support the smooth running of

meetings and maintain appropriate records.

Track actions arising from

meetings and ensure agreed follow-up is completed.

Coordinate communications and

actions between the SMT and wider practice team.

Identify outstanding actions,

risks or operational issues and escalate where appropriate.

Support implementation of

decisions and agreed operational changes

Maintain and coordinate

clinical staffing and absence systems.

Coordinate annual leave, study

leave and absences for Doctors, Pharmacists, Physician Associates, Nurses and

HCAs in line with agreed processes.

Create and maintain nursing and

HCA rotas following appropriate management approval.

Arrange locum cover to support

continuity of services.

Support onboarding and

induction of new staff, trainees, registrars and locums.

Coordinate access to required

systems and services for new starters.

Coordinate leaver processes,

including account closure and completion of outstanding tasks.

Coordinate Smartcard access and

related processes for new starters and locums.

Act as a first point of contact

for routine IT and system-related issues within the practice.

Troubleshoot routine hardware

and software issues and escalate where necessary.

Support staff with EMIS,

AccuRx, ICE, Surgery Connect, Phonebar and other practice systems.

Create and manage user accounts

and access profiles.

Raise and manage IT service

desk tickets, including joiners, leavers, hardware/software requests and

password resets.

Coordinate IT clearance and

access requirements.

Monitor systems such as iMonit

and CCTV and escalate concerns appropriately.

are completed and issue reminders where required.

Maintain records of

practice/CCG-issued laptops and other IT assets.

Support Smartcard access,

unlocking and related queries.

Ensure staff have timely access

to necessary clinical and administrative systems.

Coordinate ordering of

stationery, toners and printer drums.

Manage printer-related issues

and coordinate toner and drum changes.

Arrange collection and

disposal/return of old stock and equipment as required.

Coordinate courier arrangements

and maintain associated processes.

Maintain document archives and

support appropriate document management.

Carry out mail merges and other

administrative processes as required.

Monitor and maintain

photocopying processes and usage.

Support the smooth running of

the practice's administrative infrastructure.

Manage internal staff

communications, including system updates, reminders and staff notifications.

Upload and maintain appropriate

content on patient-facing media systems.

Maintain and update the

practice website as required.

Ensure relevant information is

communicated to staff in a timely and appropriate manner.

Produce reports relating to

operational activity, including inbound calls and queue times.

Maintain accurate records and

information to support management decision-making.

Handle and resolve patient

complaints and concerns received face-to-face and by telephone, within the

scope of the role.

Escalate complaints or concerns

to the appropriate member of the SMT when required.

Support the practice in

maintaining a responsive and patient-focused service.

Identify recurring operational

issues and bring these to the attention of the SMT.

Coordinate system access and

administrative requirements for new starters.

Support email, EMIS and

induction processes.

Set up accounts and access

across relevant practice systems.

Coordinate arrangements for

trainee pharmacists, registrars and other trainees.

Coordinate Smartcard access and

associated documentation.

Ensure new staff receive timely

access to the systems and resources required for their role.

Compliance, Processes and Continuity

Support the SMT in maintaining

effective operational processes.

Monitor completion of routine

system updates and other required actions.

Maintain appropriate records

and documentation.

Our supportive practice is proud to have an excellent well-established team, with a fantastic team working environment, with support for staff and supervision being paramount to patient care. We are proud of our team, which is well-led, meets regularly not only for educational and practice meetings, but also socially, enjoying excellent working relationships with each other and with other staff from our varied multidisciplinary team. This is an exciting opportunity to work in an Outstanding CQC rated practice and GP Access Centre delivering high quality patient care in State of the Art Premises. We are the largest of 7 practices forming Healthsense Primary Care Network (PCN), which has an excellent reputation for teaching, training and high-quality patient care.

By joining us you will also benefit from:

Being part of an excellent well-established team, which is social and supportive

NHS pension

a comprehensive induction and orientation programme

Communication

Essential: - Excellent written and verbal communication; ability to communicate professionally with staff, patients and external organisations.

Desirable: - Experience communicating with clinicians and senior managers; experience dealing with complaints.

IT & System

Essential: - High level of IT literacy; confidence learning new systems; ability to troubleshoot routine IT/system issues.

Desirable: - Experience with EMIS, AccuRx, ICE, Surgery Connect or similar; NHS Smartcards; user accounts and IT service desk systems.

Experience

Desirable: - NHS/primary care experience; supporting a senior management/leadership team; coordinating rotas, meetings or workforce arrangements.

Organisation

Essential: - Excellent organisation and time management; ability to prioritise, meet deadlines and follow actions through to completion.

Desirable: - Experience developing or improving administrative processes.

Team Working

Essential: - Ability to work effectively with colleagues at all levels and build positive working relationships.

Desirable: - Experience working across clinical and administrative teams.

Qualifications

Essential: - Good standard of general education or equivalent experience.

Desirable: - Relevant administration, business, management or IT qualification.

Problem Solving

Essential: - Ability to identify problems, find solutions and recognise when escalation is required; able to work calmly under pressure.

Desirable: - Experience resolving operational or systems issues.