Position Description (District)

Role title: RMO Unit Recruitment Advisor

Reports to:District RMO Unit Manager

Directorate:Corporate

Direct reports: Nil

Location:Dunedin Hospital (0.70 FTE) or SouthlandHospital (0.50 FTE)

Role of the District Health Board
Our Vision:
  • Better Health, Better Lives, Whanau Ora.
Our Mission:
  • We work in partnership with people and communities to achieve their optimum health and wellbeing.
  • We seek excellence through a culture of learning, enquiry, service and caring.
Our Values:
Kind
Manaakitanga / Looking after our people: we respect and support each other. Our hospitality and kindness foster better care.
Open
Pono / Being sincere: we listen, hear and communicate openly and honestly. Treat people how they would like to be treated.
Positive
Whaiwhakaaro / Best action: we are thoughtful, bring a positive attitude and are always looking to do things better.
Community
Whanaungatanga / As family: we are genuine, nurture and maintain relationships to promote and build on all the strengths in our community.
Our Statutory Purpose:
  • To improve, promote and protect the health of our population.
  • Promote the integration of health services across primary and secondary care services.
  • Seek the optimum arrangement for the most effective and efficient delivery of health services.
  • Promote effective care or support for those in need of personal health or disability support services.
  • Promote the inclusion and participation in society and the independence of people with disabilities.
  • Reduce health disparities by improving health outcomes for Maori and other population groups.
  • Foster community participation in health improvement, and in planning for the provision of, and changes to the provision of services.
  • Uphold the ethical and quality standards expected of us and to exhibit a sense of social and environmental responsibility.

Purpose of the Role
To recruit Resident Medical Officers (RMO) and ensure that all employment and registration processes to do with Southern District Health Board (Southern DHB), Medical Council of New Zealand and New Zealand Immigration are managed effectively.
To ensure that recruitment practices are carried out in a manner consistent with the Resident Doctors Association (RDA) Multiemployer Collective Agreement (MECA).
Organisational Competencies
Customer Focus / Is dedicated to meeting the expectations and requirements of internal and external customers; gets first hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Integrity and Trust / Is widely trusted; is seen as a direct, truthful individual; can present the unvarnished truth in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn’t misrepresent him/herself for personal gain.
Drive for Results / Can be counted on to exceed goals successfully; Is constantly and consistently one of the top performers; very bottom line oriented; steadfastly pushes self and others for results.
Managing Diversity / Manages all kinds and classes of people equitably; deals effectively with all races, nationalities, cultures, disabilities, ages and both sexes; hires variety and diversity without regard to class; supports equal and fair treatment and opportunity for all.
Role Specific Competencies
Priority Setting / Spends his/her time and the time of others on what's important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Planning / Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
Decision Quality / Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.
Key Relationships
Internal
District RMO Unit staff
Resident Medical Officers (RMOs)
Medical Directors, Clinical Leadersand Senior Medical Officers
General Managers, Service Managers and Service Improvement Managers
Prevocational Educational Supervisors
Other Southern DHB staff / External
NZ Resident Doctors Association
Medical Council of New Zealand
Other District Health Boards
Dunedin School of Medicine, University of Otago
Immigration NZ
District Health Board Shared Services
Australasian Colleges
Locum agencies
Dunedin providers of accommodation
Knowledge, Experience and Skills required
Knowledge:
Actively seeks out opportunities to learn new information and applies it to work. Keeps an up to date personal development plan and shows initiative to ensure development takes place.
Strategic Thinking:
Synthesises ideas and issues into a clear and well-integrated explanation. Considers the longer term strategic issues when planning and choosing a course of action.
Relationship Management:
Pro-actively networks and maintains contact with staff at all levels of the organisation, stakeholders, suppliers and external agencies both on a formal and informal basis. Takes responsibility to establish contact and build relationships with key people.
Innovative and Creative thinking:
Suggests and contributes new ideas.
Continuous Improvement:
Often questions the status quo and being prepared to try out new ways of doing things, mainly within local work area; generally enthusiastic about changes which may lead to improvement; accepts responsibility for own mistakes and learns from them.
Results Orientation:
Works to achieve self-set goals; plans and achieves required results without prompting and takes effective contingency measures where possible; demonstrates a high level of persistence; takes full personal responsibility for making things happen within own area of control, or where parameters are clearly defined; manages conflicting priorities.
Communication:
Produces well documented reports with clear recommendations or accurate reporting of the facts. Has an understanding of how the message is perceived by the audience and the appropriateness of the communication style used. Competent in standard office applications for word processing, spreadsheets, presentations, e.g. MS Word, MS Excel and Power Point.
Planning and Organising:
Demonstrates the ability to set objectives and establishes courses of action for self. Adjusts work assignments for self to meet changing work priorities. Demonstrates the ability to set systems and procedures to monitor on-going performance and effectiveness of planned activities.
Professional integrity:
Deals with all business issues and inter-personal relations in a discreet and impartial manner, representing the SDHB objectives honestly and objectively in all spheres of operation. Builds and maintains outstanding working relationships with all contacts /colleagues.
Resilience:
Demonstrates the ability to perform stably while under changing situations. Has the ability to remain calm and collected in potentially confrontational situations, and responds positively when conflict arises. Committed to ongoing improvement of work processes.
Desirable Experience / Knowledge
1 - 3 years recruitment experience
Experience in health or other public sector environment desirable
KEY ACCOUNTABILITIES / DELIVERABLES / EXAMPLE MEASURES
Recruitment /
  • Receive and track all applications from prospective RMOs, identify those who meet the necessary criteria and collaborate with services in regards to candidate suitability
  • Carry out reference checking in accordance with Southern DHB and Medical Council of New Zealand requirements
  • Assist services to arrange telephone interviews with potential candidates
  • Set salaries for RMOs in accordance with the current employment agreement
  • Completion of letters of offer and other employment paperwork in accordance with Southern DHB requirements
  • Provide advice to services and candidates in regards to New Zealand Medical Council and New Zealand Immigration processes and practises
  • Ensure all relevant New Zealand Medical Council and New Zealand Immigration documentation is completed by candidates and Southern DHB staff
  • Completion of all Southern DHB payroll forms in regards to employment
  • Continually monitor all application processes to ensure candidates are able to start on the prearranged start date
  • Maintain a database of prospective candidates
  • Coordination of vacancy advertising for RMOs and send to appropriate personnel for publication
  • Coordinate removals for staff on transfer, and organise meetings with appropriate companies
  • Respond to un-solicited RMO employment enquiries, advising of registration and immigration procedures
  • Creation of RMO personal files
  • Effectively manage the resignation process of RMOs
/
  • advertisements placed on time, with accurate copy
  • recruitment activities timely and effective
  • Service leadership team are kept up to date
  • MCNZ and Immigration NZ applications are accurate

Liaison with agencies for the placement of temporary or permanent RMO staff /
  • Liaising with RMO Advisor, services and agencies in regards to the temporary placement of RMOs
  • Updating and advising services in regards to availability of temporary locum contractors and permanent staff
  • Liaising with agencies to ensure all appropriate paperwork has been completed
  • Ensure all locum RMOs are provided with an appropriate orientation as well as other tools required by them
  • Ensure other mandatory requirements, such as MRSA clearance, are met prior to them starting
  • Book appropriate accommodation for locum RMOs
  • Advise RMO Advisor and other Southern DHB of details pertaining to the placement
  • Have oversight over locum timesheets and agency invoices ensuring accuracy
/
  • recruitment activities timely and effective

Orientation of RMOs /
  • Ensure RMOs new to SDHB receive an appropriate level of orientation to all relevant facets of the organisation, and facilitate appropriate ward/service based orientations
  • Ensure all mandatory requirements such as MRSA clearance and Occupational Safety and Health checks are carried out prior to the RMO starting
  • Organise, administer and run quarterly House Officer and annual Registrar orientations ensuring all mandatory requirements are met
  • Liaise with presenters and schedule times of presentation
  • Arrange individual orientations for those starting outside of the usual orientation dates
/
  • Orientation is completed smoothly and efficiently

Liaison with Medical Council of New Zealand /
  • Where appropriate maintain contact with Council staff ensuring all necessary information has been received from the candidate
  • Act as an intermediary in the event Council requests additional information or clarification
  • Liaise with service staff to ensure these reports are provided to Council within the timeframes specified
  • Monitor reports and appraise relevant staff of those that indicate performance issues
/
  • Council requirements are followed

Administration of Otago DHB representation at the Annual Trainee Intern Roadshow /
  • In collaboration with the RMO Unit Manager and other relevant parties administer the process so that representatives from Southern DHB attend the annual trainee intern roadshow
  • Book all travel and accommodation for staff attending
  • Whilst attending the roadshow, provide in depth information to attendees so as to encourage as many Trainee Interns, and other interested parties, as possible to identify Southern DHB as a possible employer
  • Manage the annual ACE selection process
/
  • Southern DHB attendance at Roadshow

Administrative Duties /
  • Check quotes and invoices for relocation and arrange approval and subsequent payment
  • Attend RMO Unit, some Training & Management Committee, as well as other ad hoc meetings
  • Maintain list of rental properties and where appropriate, book RMOs arriving in the city into accommodation upon their arrival

Relationships /
  • Develop positive and meaningful relationships with RMOs so that RMO needs and views concerning issues can be forwarded to the appropriate channels
  • Develop channels of communication with the relevant supervisors, Unit Managers, Clinical Directors, Clinical Leaders, Service Managers, Clinical Charge Nurses, Intern Supervisors, relevant Human resources staff and RMOs, so that RMOs needs and views concerning issues, especially rostering, are channelled to the appropriate personnel
  • Continually networking with Council, Immigration and other key stakeholders
  • Regularly liaise with other RMO Unit staff to ensure they are fully aware of issues and concerns relevant to them
  • Provide cover for the RMO Advisor as requested by the RMO Unit Manager
/
  • Key stakeholders are aware of recruitment activity progress

Treaty of Waitangi /
  • The Southern District Health Board is committed to its obligations under the Treaty of Waitangi.As an employee you are required to give effect to the principles of the Treaty of Waitangi - Partnership, Participation and Protection.

Health and Safety /
  • Foster and support commitment to achieving the highest level of health and safety, including identification and reporting of all hazards, assistance in resolving issues that may cause harm to staff, and working safely at all times.

Quality and Performance /
  • Maintain professional and organisational quality standards.
  • Ensure delivered work is planned, delivered, and implemented consistently against quality standards.
  • Continuously identify improvement opportunities to perform job in most effective manner.
  • Investigate opportunities to achieve goals in a more efficient way.
/
  • Performance is in alignment with HR quality audit standards, organisational requirements, and professional standards.

Note:The above example measures are provided as a guide only. The precise performance measures for this position will require further discussion between the job holder and manager.

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