nsw health junior medical officer (jmo) recruitment ... · 4.0 general jmo recruitment 4.1 overview...

Business Process

NSW HEALTH JUNIOR MEDICAL OFFICER (JMO)

RECRUITMENT CAMPAIGN 2021 CLINICAL YEAR

Business Process 2020 –v1

HealthShare NSW - 1 –Recruitment Operations

Table of Contents

1.0 Abbreviations and Definitions ........................................................................................................................... 3

2.0 Helpdesk Contact Details ................................................................................................................................... 4

Phone Enquiries ......................................................................................................................................................... 4

Email Enquiries ........................................................................................................................................................... 4

Ministry of Health Enquiries ...................................................................................................................................... 5

3.0 Key Dates and Milestones.................................................................................................................................. 6

4.0 General JMO Recruitment ................................................................................................................................. 7

4.1 Overview .............................................................................................................................................................. 7

4.2 JMO eRecruit System ........................................................................................................................................... 8

Access to eRecruit System ..................................................................................................................................... 8

JMO Campaign Training ......................................................................................................................................... 8

4.3 Approval and Advertising of Positions ................................................................................................................. 9

4.3.1 Loading and Approval of Positions ............................................................................................................... 9

4.3.1.1 ANZSCO Code Selection Changes: ......................................................................................................... 9

4.3.2 Advertising of Positions .............................................................................................................................. 10

4.4 Interviews ........................................................................................................................................................... 11

4.4.1 First Round Interviews ................................................................................................................................ 11

4.4.2 Second Round Advertising and Interviews ................................................................................................. 11

4.4.3 Reference Checks ....................................................................................................................................... 12

4.5 Preliminary Offers .............................................................................................................................................. 12

4.6 New Employee Details Form .............................................................................................................................. 13

4.6.1 Grading of JMOs ......................................................................................................................................... 14

4.7 Letter of Employment Generation Process ........................................................................................................ 15

4.7.1 IMPORTANT INFORMATION: Acceptance of Offer ..................................................................................... 16

4.7.2 Record Keeping ........................................................................................................................................... 16

4.8 Contract Extensions ........................................................................................................................................... 17

................................................................................................................................................................................. 17

4.9 Conditional Letters of Employment ................................................................................................................... 18

4.10 Pre-Employment Checks .................................................................................................................................. 18

4.10.1 Interns ....................................................................................................................................................... 18

4.10.2 College Recommended Trainees .............................................................................................................. 19

4.10.3 eRecruit JMOs ........................................................................................................................................... 19

4.10.4 WWCC Probity Flag – NPC not required ................................................................................................... 19

4.11 Medical Processing / Payroll System ................................................................................................................ 20

4.12 Editing FTE in eRecruit ..................................................................................................................................... 21

4.12.1 Swapping FTE throughout the campaign processing period .................................................................... 21

4.12.2 Updating FTE at the conclusion of the campaign ..................................................................................... 21

5.0 College Recommended Trainee Appointments ................................................................................................ 22

5.1 Overview ............................................................................................................................................................ 22

5.2 Letter of Employment Generation Flow Chart – College Recommended Trainee Appointments ..................... 23


5.3.1 College Approved Reference Checks and Completion Options .................................................................. 24

6.0 Interns ............................................................................................................................................................. 26

6.1 Overview ............................................................................................................................................................ 26

6.2 Letter of Employment Generation Flow Chart ................................................................................................... 27




6.4 Rural Preferential Recruitment Interns .............................................................................................................. 29

7.0 Allocation Process for NSW Health non-Network Trainees and College Recommended Trainees .................... 30

7.1 Overview ............................................................................................................................................................ 30

7.2 Letter of Employment Generation Flow Chart – Online Process ....................................................................... 31

7.3 Online Allocation Process................................................................................................................................... 32

7.4 Letter of Employment Generation Flow Chart – College Recommended Trainees ........................................... 33

7.5 College Recommended Trainees Allocation Process ......................................................................................... 34

8.0 Statewide Centralised Recruitment Panels ...................................................................................................... 35

8.1 Governance Arrangements - Statewide Centralised Recruitment and Statewide Centralised Recruitment

Panels ....................................................................................................................................................................... 36

8.1.1 Definitions................................................................................................................................................... 36

8.1.2 Governance arrangements ......................................................................................................................... 37

8.2 Roles and Responsibilities .................................................................................................................................. 38

8.3 Process Summary Table ..................................................................................................................................... 40

9.0 Required Documentation .......................................................................................................................... 41



1.0 Abbreviations and Definitions

DAO Delegated Authorising Officer

DMS Director of Medical Services / Director of Medical Workforce

ESRU Employment Screening & Review Unit

HA Used to describe all the Organisational Units involved incorporating terms such as Local Health District, Health Agency, Affiliated Health Organisation and 3rd Schedule Facility

HSNSW HealthShare NSW

JMO Junior Medical Officers - including all applicants being recruited through the bulk recruitment process for the following Clinical Year

JMOGRU Junior Medical Officer Governance Recruitment Unit

JMO Unit Used to describe all the JMO Processing Units and Departments at the Facilities incorporating terms such as RSU for ease of standardisation

MOH Ministry of Health

NED New Employee Details form

NPC National Police Check

RPR Interns Rural Preferential Recruitment Interns

Stafflink The NSW Health chosen HRIS (payroll) system

Stafflink Load Electronic load of applicants employment information into Stafflink

Statewide Centralised Recruitment

Is a business process within Junior Medical Officer Recruitment whereby participating specialties recruit to vacancies across the state using one advertisement within the Junior Medical Officer eRecruit system, as well as a centralised interview process

Statewide Centralised Recruitment Panel

Refers to a selection panel for a specialty which is conducting statewide centralised recruitment. This panel must be constituted and comply with the roles and responsibilities as outlined in the Recruitment and Selection of Junior Medical Officers to the NSW Health Service



2.0 Helpdesk Contact Details

Recruitment Function The Recruitment function for the 2021 JMO Recruitment Campaign will be processed by Service Centre Parramatta for both Newcastle and Parramatta customers. Medical Processing on StaffLink Function The Medical Processing functionality will be processed by Service Centre Newcastle for both Newcastle and Parramatta customers.

Phone Enquiries

All phone enquiries to be directed to the JMO Helpdesk Telephone: 1300 443 966 Opening Hours: Monday – Friday 8:00am – 4:30pm

Email Enquiries

For general recruitment enquiries please contact: Email address: [email protected] Opening Hours: Monday – Friday 8:00am – 4:30pm For all correspondence regarding the JMO Recruitment Campaign recruitment and payroll actions are to be sent via the below email address. This includes:

Completed College Spreadsheets and associated documentation

Completed Intern Spreadsheets

Working with Children Check Clearances for Interns requiring validation

Acceptance paperwork for Interns

Acceptance paperwork for College Recommended Applicants

General Payroll Enquiries

Email address: [email protected]

mailto:[email protected]




Ministry of Health Enquiries

For enquiries regarding:

Pay grades / Salary / Awards

Allowances (including rural increments)

Leave

Please seek advice from your local Human Resources team in the first instance. If your enquiry is unable to be resolved locally, contact Workplace Relations on [email protected]

For enquiries regarding: Recruitment & Selection of staff of the

NSW Health Service Policy Directive

Medical Officer – Employment Arrangement Policy Directive

Please contact Workplace Relations on [email protected]


JMO Recruitment Committee

Recruitment strategies

Recruitment & Selection of Junior Medical Officers to the NSW Health Service Policy Directive

e-Compendium access

Please contact Recruitment Strategy on [email protected]


Online video interviewing (Sonru)

Please contact Recruitment Strategy on [email protected]







3.0 Key Dates and Milestones

MONTH TASK

APRIL

18 May 2020 JMO Managers have access to eRecruit system to load and edit positions

25 May 2020 eRecruit training commences

MAY

4 May 2020 Intern applications open on HETI website

4 May 2020 Rural Preferential Recruitment Interns ADVERTISING Commences

JUNE

4 June 2020

4 June 2020

Rural Preferential Recruitment Interns ADVERTISING Concludes

Intern application close on HETI website

JULY

23 July 2020 ADVERTISING Commences (First Round)

16 August 2020 ADVERTISING Concludes (First Round)

AUGUST

17 August 2020 Interviews to commence in accordance with MoH information detailing ‘dates’

Preliminary Offers sent in accordance with MoH information detailing ‘dates’

SEPTEMBER

1 September 2020 Recruitment Processing/Pre-employment checks to commence

1 September 2020 HSNSW to begin sending Letters of Employment

14 September 2020 Intern Allocation spreadsheet sent from HETI to Network JMO Managers

22 September 2020 Intern spreadsheets must be returned to HSNSW for processing by this date

OCTOBER

2 October 2020 HSNSW to complete the load of Allocation Interns into Stafflink

3 October 2020 ADVERTISING Commences (Second Round)

21 October 2020 All Main Round Preliminary Offers to be finalised

30 October 2020 JMO Managers to have New Employee Details Form finalised for all JMO’s

NOVEMBER

13 November 2020 HSNSW to complete 1st load of recommended applicants to Stafflink and activating

accordingly

HSNSW to complete ongoing loads of recommended applicants to Stafflink

DECEMBER

20 December 2020 All documentation to be receipted at HealthShare NSW from JMO Units

JANUARY

15 January 2021 ADVERTISING Concludes (Second Round)

18 January 2021 Intern Orientation

29 January 2021 JMO Manager to generate Report 1 to update FTE information for accurate final reporting

FEBRUARY

1 February 2021 2021 Clinical Year Begins

5 February 2021 JMO Manager to return Report 1 with any FTE amendments to the JMO Helpdesk for

system updating

12 February 2021

Recruitment Processing of 2021 Campaign concludes and ALL positions finalised and

archived by JMO Managers



4.0 General JMO Recruitment

4.1 Overview

Each year NSW Health undertakes an annual Junior Medical Officer Recruitment Campaign to recruit medical officers for the following Clinical Year. This process is governed by the Recruitment and Selection of Junior Medical Officers to the NSW Health Service policy (PD2019_022) found on the NSW Health website, and general Recruitment Campaign information can be found on the NSW Health website http://www.health.nsw.gov.au/jmo/. Since 2009, HealthShare NSW has provided the management and support of the JMO Electronic Recruitment Management System (eRecruit System). In 2020, HealthShare NSW will continue to provide support for the eRecruit System, coordinate the campaign and compliance, and generate all letters of employment for the JMO Recruitment Campaign for the 2021 Clinical Year. Recruitment of Junior Medical Officers under this recruitment action will be those categorised under the following position titles as per the Glossary of Terms provided by the MoH:

o Advanced Trainee o Basic Physician Trainee o Basic Trainee o Career Medical Officer o Clinical Superintendent o Hospitalist o Intern o Paediatric Physician Basic Trainee (PPBT) o Provisional Fellow o Provisional Trainee – Emergency Medicine only o Resident Medical Officer o Rural Generalist – NSW Rural Generalist Training Program only o Senior Resident Medical Officer o Senior Registrar o Trainee o Unaccredited Trainee

For further information please refer to glossary of terms on the eRecruit system.

https://www1.health.nsw.gov.au/pds/ActivePDSDocuments/PD2019_022.pdf


http://www.health.nsw.gov.au/jmo/



4.2 JMO eRecruit System

Access to eRecruit System

Access to the JMO eRecruit system for the 2021 Clinical Year Campaign will be provided to JMO Managers on 18th May 2020.

JMO Campaign Training

HealthShare NSW will be responsible for providing training for users including JMO Managers, Convenors and support staff. Two types of training will be available:

Job Owner Training - including policy updates/reminders, processing updates/reminders and

eRecruit system processing

Convenor Training – including policy reminders and eRecruit system processing

The HAs will be notified of the details of the training schedule via email. JMO units are to circulate this information to all relevant personnel. Due to COVID19, training sessions will be recorded and uploaded for people to access in their own time. A Q&A Skype session will be held 2 weeks after the release of the videos Commences: 22nd June 2020 Concludes: 17th July 2020



4.3 Approval and Advertising of Positions

4.3.1 Loading and Approval of Positions

Positions can commence being loaded by JMO Managers from 18th May 2020. Positions are to be sent through the correct approval process and final approval will be by the Delegated Authorising Officer (which is determined by the HA and is generally a Director of Medical Services). For your DAO please contact the HSNSW JMO Helpdesk. Please note: the eRecruit system will allow for an additional approver to review and approve a position prior to the Delegated Authorising Officer approval. This is optional and is in accordance with local arrangements. Length of Training Contract Note: Please refer to the NSW JMO Recruitment Campaign Advertising Guidelines provided by MoH in the JMO Recruitment eCompendium for the maximum length of training to be advertised per position. These contract lengths have been agreed to by the individual specialties and MoH and must be adhered to.

4.3.1.1 ANZSCO Code Selection Changes:

Due to Visa application and Labour Market Testing changes the ANZSCO Code will no longer default to a set Code in Step 1 of Creating an ATR on the eRecruit system. A user must select the appropriate ANZSCO Code when creating the ATR. Which ANZSCO codes should be used when sponsoring an overseas doctor for an advertised JMO position?

1. For Resident Medical Officer (RMO) and Senior Resident Medical Officer (SRMO) the ‘RMO’

ANZSCO code – 253112 should be used

2. For all other position titles used in JMO recruitment the ANZSCO code for that Specialty should be

used – e.g.:

a. Cardiology Advanced Trainee – use 253312 Cardiologist

b. Emergency Medicine Unaccredited Trainee – use 253912 Emergency Medicine Specialist.

All ANZSCO codes for doctors can be found on the ABS website. While no specific advice has been provided about the position title Basic Physician Trainee – MoH recommend that 253311 Specialist Physician (General Medicine) be used. Please note

ANZSCO code 253399 Specialist Physicians nec applies to a range of Physician subspecialties – more

information at this ABS site.

ANZSCO codes 253111 General Medical Practitioner or 253999 Medical Practitioners nec are not

“select occupations” under Migration (LIN 18/036: Period, manner and evidence of labour market testing)

Instrument 2018 – i.e. the full labour market testing requirement applies to TSS nominations of these

occupations. These ANZSCO codes should not be used as a generic code where it is unclear which

other code should be used

MoH are seeking further clarification about Nuclear Medicine positions which are aligned with ANZSCO

253999 Medical Practitioners nec and are therefore subject not exempt from Labour Market Testing

requirements. More advice will follow in a separate email from MoH as information is obtained.

https://govdex.gov.au/

https://govdex.gov.au/

http://www.abs.gov.au/AUSSTATS/[email protected]/Latestproducts/85E858D68CA0698ECA257B9500131060?opendocument

http://www.abs.gov.au/AUSSTATS/[email protected]/Latestproducts/96B6D68FA2643966CA257B9500131061?opendocument

https://www.legislation.gov.au/Details/F2018L01108

https://www.legislation.gov.au/Details/F2018L01108



4.3.2 Advertising of Positions

All positions will be open and advertised from: Commence: 23rd July 2020 Conclude: 16th August 2020 Please note: if your position is not approved in time it will be open for a shorter period of time as the closing date will not be extended. HealthShare NSW will be responsible for the advertising of all positions on the eRecruit System. The Ministry of Health will be responsible for coordinating the Print Media and External Website Advertisements. Positions exempt from the above advertising period are:

Positions Advertisement Dates

Pain Medicine Provisional Fellow Positions 15 May – 21 May 2020

Clinical Genetics / Cancer Metabolic Diseases Provisional Fellow Network Positions 29 May to 14 June 2020 Paediatric Provisional Fellow Network positions 29 May to 12 June 2020 Gastroenterology Advanced Trainees Ongoing trainees involved in the National preference match advertised

03 July to 13 July 2020

Obstetrics and Gynaecology Provisional Fellow and Senior Registrar positions 29 May to 12 June 2020 Ophthalmology Trainee positions 13 July to 24 July 2020

Anaesthetics Scheme positions Provisional Fellow and Trainee Anaesthetic Scheme Network Positions 6 July to 19 July 2020



4.4 Interviews

Within the Recruitment and Selection of Junior Medical Officers to the NSW Health Service policy, (in section 2.11.5) requires that applicants must be given at least three days’ notice of any assessments (including an interview). Therefore, in a lot of circumstances requesting an applicant to attend an interview within a short timeframe (three days’ notice minimum). It is therefore not unreasonable for an applicant to be asked to confirm their acceptance to attend an interview prior to three days i.e. 48 hours. This would need to be incorporated in writing within the ‘email invite’ issued via the eRecruit system from the job owner/convenor.

4.4.1 First Round Interviews

Once a Panel has been set up for the position, all panel members (including the convenor and job owner) will have view only access until the position closes. Following the closing date of 16th August 2020 panel members will have access to all applications. The Convenor is required to complete the Convenor Checklist attached, and Panel Members Attendance Form as attached in the eRecruit System. This form will then be stored with the Recruitment paperwork. First Round Interviews dates are to be strictly adhered too. As indicated on the NSW Health JMO Recruitment website: http://www.health.nsw.gov.au/jmo/Pages/dates.aspx, interviews are to be held in line with dates provided by the specialty and position title. All Interview Paperwork is to be collected from the applicant in accordance with relevant NSW Health policies guidelines. The following information is to be collected at Interview, scanned and uploaded into the eRecruit System by the Convenor / Job Owner:

Sight original copies of ID and complete the Identification Checklist for consent to undertake a National Police Check (NPC) – this is to be checked against the online NPC Form and a new manual NPC form is to be completed if there are errors as this will result in an invalid clearance.

Working with Children Check Clearance or Application Number – if not documented online in the application (refer to the Working with Children Checks and Other Police Checks policy PD2019_003).

NSW Health Vaccination Forms (or sighted NSW Health Vaccination Card)

Additional qualifications i.e.: Postgraduate Medical Training Qualification (Fellowship) Important Note: If a new or amended NPC Form is completed this must be emailed through to the JMO Helpdesk immediately referencing the position number to ensure valid clearances are conducted.

4.4.2 Second Round Advertising and Interviews

Second Round recruitment will: Commence from: 3rd October 2020 Conclude: 15th January 2021 The paperwork to be collected at interview and uploaded is the same as the first round interviews (section 4.4.1). Only once both references have been verified on the eRecruit system can the applicant be moved to the recommended list and a Preliminary Offer email is sent. The preliminary email can be edited if required ready for sending as of 5th October 2020.


http://www.health.nsw.gov.au/jmo/Pages/dates.aspx




4.4.3 Reference Checks

Convenors are responsible for the completion and verification of two (2) reference checks for all Junior Medical Officers prior to recommendation. The reference checks are completed either online or scanned and uploaded if completed verbally. Due to tight timeframes during the recruitment campaign reference check requests can be issued from the eRecruit system as soon as the applicant is moved to the “For Interview” Applicant Bucket (prior to the interview taking place). The eRecruit System references are placed against the applicants profile instead of the position. Therefore, references will be accessible globally and utilised for any position to which the applicant has applied during the campaign. Note: The convenor is required to verify the reference check online. References can be verified by any convenor wanting to recommend an applicant; it is not necessarily the same person who sent the initial reference check request. Only once both references have been verified can the recommended applicant be moved to the Recommended List and a preliminary offer email sent. The preliminary email can be edited if required ready for sending on the scheduled dates outlined on the Ministry of Health campaign ates page.

4.5 Preliminary Offers

Preliminary offers will commence being issued in line with dates published on the MoH JMO Recruitment campaign dates webpage. The responsibility of sending these email offers lies with the Convenor/Job Owner. No verbal offers are to be made to candidates. As a consequence, offers for all positions during the annual recruitment of junior medical staff must occur electronically and will be sent from the eRecruit system to the applicants email address. The applicant will have 48 hours from the time of the email to respond and accept or decline a position. The JMO Manager is responsible for reviewing the Recruitment and Selection Policy regarding the requirements for withdrawing a preliminary offer to an applicant. The applicant CANNOT be offered a position in any other form (i.e. an email generated outside of the eRecruit system, verbal offer), and not prior to the dates listed on the MoH JMO Recruitment campaign dates website. If a position has been declined, the Job Owner will have the ability to access the eligibility list and send further preliminary offers. All main round preliminary offers must be completed and accepted / declined by 21st October 2020. For all email offer dates, please refer to the Ministry of Health campaign dates page. Note: If your position requires preference matching the position must be ready for the preference match by no later than 11am the day prior to the email offer dates. NOTE: Additional wording has been added to the preliminary offer template. Ministry of Health is unable to assist in any disputes arising from unapproved changes to the preliminary offer template made by facilities. Conditional offers for some positions are available due to COVID19 impacts (See 4.9)

https://www.health.nsw.gov.au/jmo/Pages/dates.aspx






4.6 New Employee Details Form

Job owners are responsible for uploading the recommended applicant’s required documentation as listed below: External Applicants – New to NSW Health including Agency doctors and contingent workers

Signed Identification Checklist for consent to undertake a National Police Check (NPC)

Signed NPC Form – only if a new/amended form has been manually completed

Working with Children Check Clearance or Application Number – if not already documented by the applicant

Additional qualifications (if required) i.e.: Postgraduate Medical Training Qualification (Fellowship)

Internal Applicants – Existing Active assignment in Stafflink

Copies of Identification in line with the Light ID check checklist requirements Job Owners can commence completing the New Employee Details (NED) Form once the Preliminary Offer has been accepted. All NEDs for main round must be finalised by 30th October 2020. It is the Job Owners responsibility to ensure that the correct data is appearing in the NED (eg: dates, salary, classification, FTE, HA, location, JMO Unit contact details). In order to ensure the applicant details are loaded correctly into Stafflink the correct Applicant Status must be selected.

New Hire- The employee must not exist in Stafflink to be classified as New-Hire

Additional- The employee must have a current active assignment in Stafflink to be classified as

additional. Employee has a current Casual/Agency or Contingent worker assignment in a Health

Agency. *Make sure employee number under personal details is completed. This will be the 8 digit

number for example 60012345.

Update- The employee must have a current active assignment in Stafflink to be classified as an

Update. Employee has a current Part Time/Full Time Assignment in any Health Agency. *Make sure

employee number under personal details is completed. This will be the 8 digit number for example

60012345.

*Re-Hire*- The employee must exist as an ‘Ex Employee’ in Stafflink to be classified as a Re-hire.

You MUST provide a Stafflink Position Number in the NED Form. Please ensure that these numbers have been organised prior to September to ensure efficiency. Without the Stafflink position number applicants will not be able to be loaded into the HRIS system. HELPFUL HINT: Below are the Pay Cycles and Roster Codes as required in the NED and for College/Intern Applicants:

HEALTH AGENCY PAY CYCLE ROSTER CODE SHIFT

Central Coast Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

Far West Local Health District SCP Pay Cycle 1 HRO01 Non-shift

Health Education and Training Institute SCW Pay Cycle 1 OTL Non-shift

Hunter New England Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

Illawarra Shoalhaven Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

Justice Health and Forensic Mental Health Network

SCP Pay Cycle 1 HRO01 Non-shift

Mid North Coast Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

Murrumbidgee Local Health District SCP Pay Cycle 2 HRO01 Non-shift



Nepean Blue Mountains Local Health District

SCP Pay Cycle 2 HRO01 Non-shift

Northern NSW Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

Northern Sydney Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

NSW Health Pathology Dependent on location HRO01 Non-shift

South Eastern Sydney Local Health District NSWH Pay Cycle 2 HRO01 Non-shift

South Western Sydney Local Health District SCP Pay Cycle 2 HRO01 Shift

Southern NSW Local Health District SCP Pay Cycle 2 HRO01

Non-shift

Sydney Local Health District SCP Pay Cycle 2 HRO01 Shift

Sydney Children’s Hospitals Network SCP Pay Cycle 2 HRO01 Non-shift

Western NSW Local Health District SCP Pay Cycle 2 HRO01 Non-shift

Western Sydney Local Health District SCP Pay Cycle 2 HRO01 Non-shift

Once the Job Owner selects “Complete and Submit” the NED Form will be locked and the Job Owner will no longer have access to edit the information. When an applicant’s NED has been submitted, the system will change the applicant’s name to the colour Green and appear in bold font. If a Job Owner needs to make a change to a NED Form after it has been submitted and therefore locked please contact the JMO Helpdesk. Important Note: – 3rd Schedule Facilities (St Vincent’s and Calvary Mater) and the ACT are not required to complete the NED form as they generate their own contracts external to the JMO eRecruit system.

4.6.1 Grading of JMOs

The classification and salary year in the NED Form are to reflect the grade the JMO will increment to in the following clinical year irrespective of when they are due to increment in that year. In 2017, MoH, after agreement with ASMOF, made amendments to the letter of employment including the following sentence “Should you not have met the required hours to increment to $##Annual_Rate## p.a. then you will not be paid at that level until you have completed the required hours” The agreement between ASMOF and MoH does not have a time limit on when the applicant will be due to increment as long as they will increment within that year. If a JMO is not due to increment at the commencement of their contract, the HSNSW Payroll Team will revert the JMO to their current rate of pay and they will then increment when the required hours are met. Important Note: – Movement from an RMO to a Registrar position is not an automatic process. In these scenarios it is the Health Agencies responsibility to ensure they have completed required hours to be entitled to be paid as a Registrar as per contract issued. If they have not worked the required hours and are not entitled to be paid as Registrar from commencement of contract, it is the Health Agencies responsibility to advise HSNSW as Stafflink does not validate grade changes between Resident Medical Officer and Registrar classification.



4.7 Letter of Employment Generation Process

Once the NED Form has been completed and submitted, HSNSW is notified electronically of the Letters of Employment ready for generation. HSNSW will commence issuing Letters of Employment on 29th June 2020. HSNSW will confirm that the following information has been uploaded to the eRecruit System:


Electronically signed NPC Form - only if a new/amended form has been manually completed does a signed copy need to be uploaded

Working with Children Check Clearance or Application Number

2 x Verified Reference Checks

Additional qualifications (if required) i.e.: Postgraduate Medical Training Qualification (Fellowship) Senior Registrar positions - In order for HSNSW to process a Senior Registrar appointment the Fellowship Certificate must be uploaded to the eRecruit System. Without the college fellowship certificate, HSNSW will not generate or send the Letter of Employment until further advice is provided. In order to be eligible for a Senior Registrar position, applicants must hold a current Fellowship Certificate or obtain a letter from the College advising that at time of clinical year commencement they will be a Fellow. When HealthShare NSW have confirmed the above information they will issue and send the Letter of Employment with an employment paperwork pack. External Applicants New Starter Employment Paperwork Pack will consist of:

Document Delivery Method

Checklist for return information Email via eRecruit (or email offline for College Recommended Applicants and Allocated Interns)

Letter of Employment

Position Description and Job Demands Checklist (as per the eRecruit System)

NSW Health Code of Conduct

Employee Personal Details Form

Tax File Declaration Form

Superannuation Form

Medicare Provider Number Form Link to the Department of Human Services website listed on the Checklist

Internal Applicants Employment Paperwork Pack will consist of:

Document Delivery Method

Checklist for return information Email via eRecruit (or email offline for College Recommended Applicants and Allocated Interns)

Letter of Employment

Position Description and Job Demands Checklist (as per the eRecruit System)

NSW Health Code of Conduct

Through the eRecruit system, HealthShare NSW will issue the above information to the Applicant and Job Owner. For Centralised Panel Positions the “Facility JMO Manager” for the required Facility will also receive an emailed copy of the Letter of Employment and above information. At this point the JMO Unit will be able to send out a Facility Specific Pack if required. The subject of the email from the eRecruit System will be: <Position Title> - Letter of Employment - <Applicant’s Full Name> Important note: The Applicant will upload their signed acceptance paperwork directly into the eRecruit system within 10 days from the date on their Letter of Employment. Applicants who receive their employment pack from the eRecruit system will receive a reminder 7 days after the original email if nothing has been



uploaded into the “Signed Acceptance” Document Type. Reminders will continue every 3 days until something has been uploaded into this field. The Job Owner (JMO Manager, JMO Unit Administration Staff) are to regularly run Report 33 in the JMO eRecruit system to identify when acceptance paperwork has been uploaded. Documentation can then be downloaded for recording keeping purposes. Important Note: Please be advised that without the entire acceptance information HealthShare NSW will be unable to activate a new employee on the Payroll System and delays may result in delayed payments. JMO Units are responsible for following up with the applicants regarding their missing acceptance paperwork.

4.7.1 IMPORTANT INFORMATION: Acceptance of Offer

It is mandatory that all Letters of Employment must be signed and returned; applicants who fail to sign their Acceptance of Offer are NOT covered by Indemnity Insurance. It is the JMO Units responsibility to ensure that a signed copy of the Acceptance of Offer is completed and forward to HealthShare NSW for all successful applicants (inclusive of new and existing NSW Health employees). For applicants successful via the eRecruit system, the applicant can be directed to upload their signed acceptance directly to their Profile. In order to assist the JMO Units in doing this the following process will occur:

1. Follow up reports will be distributed weekly from September outlining which paperwork is

outstanding for each employee. JMO Managers are responsible for chasing up employees for

missing documentation.

2. At orientation on the first day of commencement the JMO Units are to use this report to chase

applicants for the missing documentation (especially the signed acceptance).

NOTE: Applicants without signed acceptance document and Health Declaration outstanding will be activated prior to their commencement date. The JMO Unit will then be responsible for ensuring the signed acceptance is obtained from the applicant and stored in the applicant’s personnel file as per the State Records Act requirements.

4.7.2 Record Keeping

It is the JMO Manager’s responsibility to retrieve all required information for successful applicants as per the State Records Act. In accordance with the State Records Act, information on what documents must be stored and the length of time can be found in the Recruitment and Selection of Junior Medical Officers to the NSW Health Service Policy. Successful applicants must have personnel file created and stored by the employing Health Agency.



4.8 Contract Extensions

As a result of the COVID19 impacts, the Ministry of Health has deemed that certain positions are eligible for contract extensions. Positions approved for extension include final year Advanced Trainees completing training through RACP, where the college has deemed they have been unable to complete their training. The finalised list of eligible positions will be advised by the Ministry of Health once determined. For further advice on eligibility for extension, contact [email protected].

HSNSW Notification from FacilityJMO Unit forwards Acceptance Paperwork to HSNSW Payroll Team via email for processing. If an applicant has

chosen to decline the extension, it must be noted in the body of the email, and normal Separation processes must be followed

Medical Officer Accepts

Medical Officer to sign Acceptance Paperwork and return to the JMO Unit at the respective facility via email

HSNSW Updates HRIS

HSNSW updates Stafflink HRIS system

Generation and Distribution of Extension Letters

HSNSW to generate and email letters outside of the eRecruit system

Completion of Template

JMO Unit to complete template for those JMOs they are wanting to extend and return to

[email protected]

Template Distribution from HSNSW

HSNSW will distribute a consolidated spread sheet to JMO Unit




4.9 Conditional Letters of Employment

As a result of the COVID19 impacts, the Ministry of Health has approved two additional Letter of Employment Templates for use in the 2021 AMR Campaign. These are noted as:

- Physician – Streamed

- Physician – Streamed Network

These templates are intended for use when recruiting Advanced Trainee positions where college exam results are not available due to postponement of exams. If you require information on which letter template should be used for a specific job, please contact the Recruitment Strategy Team

4.10 Pre-Employment Checks

HealthShare NSW will be responsible for completing the pre-employment checks including: National Police Check (NPC), Service Check Register and Working with Children Check (WWCC) validation in accordance with the Working with Children Checks and Other Police Checks Policy. These checks will be completed throughout October 2020 to January 2021. As per legislative changes in 2012, applicants and internal NSW Health Employees are to obtain their own Working with Children Checks via the Office of the Children’s Guardian. Please note the following with regards to the JMO Annual Recruitment Campaign definitions:

1. All NSW Health applicants (internal and external) are required to follow the process below. 2. ALL Internal NSW Health Employees, who are directly transferring from one contract to a new

contract with no break in service, are not required to conduct a new NPC if an existing NPC clearance exists on file.

Please ensure you follow the processes listed below.

4.10.1 Interns

(please note all Interns are considered external to NSW Health and are required to follow this process) o Applicants are to write their WWCC clearance or application number on the JMO checklist. o Applicants are to return the checklist with the rest of their acceptance paperwork to the JMO Unit via

email. o The following forms are to be scanned and forwarded by the JMO Unit to

[email protected] Completed JMO Checklist with the WWCC Clearance or Application Number (or a copy of the

Office of the Children’s Guardian clearance letter) Completed National Police Check Consent Form Completed Criminal History Declaration (if returned by the applicant) Completed Identification Checklist for consent to undertake a National Police Check (signed by

the JMO Manager/support staff) o HSNSW will then undertake a validation of the WWCC check prior to assessing if a National Police

Check is also required. o If the Intern does not provide their WWCC number, or HSNSW advise that the number they provided is

“Not Found” the JMO Manager is responsible for chasing the Intern for the correct number. A ‘Not Found’ is returned under the following circumstances:

The applicant has not yet attended a Services NSW Office where they have their ID checked and paid $80 for the 5 year clearance

The applicant’s surname, date of birth and application or clearance number are not an exact match as lodged with the OCG. For example: the applicant has applied for the position under their maiden name but their drivers licence is in their married name and therefore their WWCC clearance is in their married name. HSNSW must be notified if there is a difference.




o HSNSW will conduct the validation and the finalised details i.e.: WWCC re-check date and NPC Clearance details will be updated by the HealthShare Team in Stafflink.

o Outstanding clearances will be followed up weekly with the JMO Manager by HealthShare until all pre-employment clearances are finalised or HealthShare cease processing of the campaign (whichever date is later)

o JMO Managers are to retrieve the clearance information for WWCC and NPC checks via Stafflink.

4.10.2 College Recommended Trainees

o The JMO Manager is to add the applicants WWCC clearance or application number to the College spreadsheet.

o HealthShare will advise the JMO Manager if a clearance is outstanding and the JMO Manager will be responsible for following up the applicant for their number.

o Any outstanding clearances must be forwarded directly from the JMO Manager to the HealthShare at [email protected] for validation and updating once the Letter of Employment has been issued.

o Outstanding clearances will be followed up weekly with the JMO Manager by HealthShare until all pre-employment clearances are finalised or HSNSW cease processing of the campaign (whichever date is later)


4.10.3 eRecruit JMOs

o Applicants are requested to include their WWCC clearance or application number on their Registration.

o If the applicant does not have this number at time of registration for the system, they are instructed that they can update this information through the “My Profile” tab at any time of the Recruitment process.

o The JMO Unit / JMO Manager is responsible for ensuring that any numbers not provided are either obtained at interview or advise applicants at interview that they are required to obtain a clearance through Office of the Children’s Guardian and must forward this detail to the JMO Manager as soon as possible (or complete the details in their registration as soon as possible).

o Prior to completing the NED the JMO Manager is responsible for ensuring that in the “WWCC&ID” tab a clearance or application number is noted in the required field.

o HSNSW will conduct the validation and the finalised details i.e.: WWCC re-check date and NPC clearance details will be updated in Stafflink where required.

These checks will be conducted during the documentation checking process. o HSNSW will advise the JMO Manager if a clearance is outstanding and the JMO Manager will be

responsible for following up the applicant for their number. o Any outstanding clearances must be forwarded directly from the JMO Manager to the HSNSW at

[email protected] for validation and updating once the Letter of Employment has been issued.

o Outstanding clearances will be followed up weekly with the JMO Manager by HSNSW until all pre-employment clearances are finalised or HSNSW cease processing of the campaign (whichever date is later)

o HSNSW will conduct the validation of outstanding clearances and the finalised details i.e.: WWCC re-check date and NPC Clearance details will be updated in Stafflink if the information is received after the applicants details have been loaded into Stafflink.


4.10.4 WWCC Probity Flag – NPC not required

All applicants (excluding College Recommendation applicants) are requested to complete the Criminal History Declaration Form. This form is non-mandatory and as per policy guidelines, can only be viewed in the JMO eRecruit system by HSNSW who are responsible for conducting the pre-employment checks.





Note: for Interns, this form is returned to the JMO Unit who are responsible for forwarding to the HSNSW. Once forwarded the JMO Unit is to retain this form as outlined in Appendix 1.9 of the Recruitment and Selection policy. HSNSW will check the WWCC clearance and determine, based off the probity flag and Criminal History Declaration response, whether an NPC is required.

4.11 Medical Processing / Payroll System

HealthShare NSW will be responsible for adding and updating all recommended applicants to Stafflink in preparation for them to be paid. An electronic load of the data from the eRecruit system, College and Intern spreadsheets to StaffLink is conducted after data validation of the files is completed. The validation process investigates employees’ current status on Stafflink to ascertain if the current assignment can be updated or an additional assignment is required. JMO Managers must ensure that all “New Employee Details” forms are completed and submitted prior to 30th October 2020. A delay in their submission may result in the applicant being added manually to the Payroll System, which will result in delays. The loads will be conducted throughout the campaign with the first load being 13th November 2020. HSNSW retrieve uploaded acceptance documents from the eRecruit system in order to validate and update the details that have loaded into Stafflink. Verification of details such as position numbers, cost centres, salary, grade step, clearances, registration details for employees that did not have registration at time of load are carried out and updating of tax, banking, personal details, visa details etc. are also performed at this stage. An independent audit of every file is then completed prior to activation on Stafflink taking place. The prompt uploading of employee’s acceptance paperwork, tax file declaration, banking and personal details will ensure that activation takes place on the HRIS prior to the employees start date, resulting in prompt payment and ability to roster doctors without delay. The flow on effect of missing documentation and late activation not only effects the employees but also creates an increased workload for the JMO Units and HSNSW staff who are then required to enter either a manual pay or a quick pay. The importance of receiving the documentation on time also has a significant effect on the first rotation of the clinical year. If employee’s details are not processed and activated in Stafflink prior to their start date at the home hospital, due to late receipt of paperwork, we are unable to process the rotation details on time also resulting in employees not being paid and again an increased workload for HSNSW. Note: Employees will be activated once banking is received and independent audit has been completed on employee information. Healthshare will communicate via follow up reports which employees have outstanding WWCC/NPC, registration and visa. Prior to start date for employees that still have outstanding information it is the Health Agencies responsibility to advise Healthshare if the employee needs a change of start date processed or if they would like an IN Roster blocker element added. In Roster Blocker will not allow rosters to interface from Health Roster to Stafflink, so employees are not overpaid. It is the Health Agencies responsibility to advise when required documentation has been received and when to remove IN Roster blocker for payment. Termination / Transfer details – this process is separate to the annual campaign. Any enquiries/processing information are to be directed to HSNSW Employee Transactional Services as per your local business as usual processes.



4.12 Editing FTE in eRecruit

To maximise reporting on the JMO campaign and consider forecasts and trends two processes are in place for ensuring that FTE is documented correctly in the eRecruit system.

4.12.1 Swapping FTE throughout the campaign processing

period

As per current processes in order to not affect the overall processing of a recruitment position an email can be sent to the JMO Helpdesk with approval from the DAO requesting an FTE change to a position. If this FTE is a swap between positions please ensure that you notify the JMO Helpdesk in your email to ensure that both positions can be updated accordingly to maintain the correct FTE being recruited across the specialty / facility. For example: an Advanced Trainee position 123 is advertised with 3 FTE and a Basic Trainee position 456 is advertised with 2 FTE. After interviews it has been determined that there are only 2 suitable applicants for the Advanced Trainee position and therefore 2 FTE will be appointed to position 123 and the additional FTE not being filled will be transferred to position 456 to ensure a total of 5 FTE being appointed.

4.12.2 Updating FTE at the conclusion of the campaign

On 26th January 2021, each JMO Manager (or Job Owner) is to run Report 1 – ‘Positions Advertised’ from the eRecruit system using the following parameters:

Recruitment Type: AMR Campaign Reference Period: 25th April 2020 to 28th January 2021

The JMO Manager (or Job Owner) is responsible for reviewing the FTE advertised column for the established FTE allocated against the respective position. If on advertising the FTE was over-inflated the spreadsheet is to be updated with amendments and approved by the DAO. The spreadsheet is then to be emailed to the JMO Helpdesk by 5th February 2021 to update the eRecruit system accordingly prior to generating the final AMR campaign reports for MoH.



5.0 College Recommended Trainee

Appointments

5.1 Overview

College recommended trainee appointments not currently managed through the eRecruit system are listed below. Please refer to section 2.5 Filling a vacancy without advertising in the Recruitment and Selection of Junior Medical Officers to the NSW Health Service policy. The Ministry of Health has requested full contact details be provided by the colleges listed below to the JMO Managers or HealthShare (for those involved in the allocation process). The colleges are –

College Sub-specialty Process

Royal Australasian College of Surgeons

Cardio-thoracic surgery

General Surgery

Neurosurgery

Orthopaedic surgery Length of training allocation arrangement (section 7)

Otolaryngology (Head & Neck surgery)

Oral and maxillofacial surgery

Paediatric surgery

Plastic surgery

Urology Length of training allocation arrangement (section 7)

Vascular surgery

Hand surgery

The Australasian College of Dermatologists

Dermatology Length of training allocation arrangement (section 7)

All college recommended applicants are appointed as an Advanced Trainee, unless otherwise advised and agreed. All college recommended applicants are to receive no longer than 1 year length of training contracts, with the exception of those Trainees under the allocation arrangement (section 7).



5.2 Letter of Employment Generation Flow Chart –

College Recommended Trainee Appointments

HSNSW Notification from Facility

JMO Unit forwards Acceptance Paperwork to HSNSW Payroll Team via email for processing

Applicant Accepts

College Recommended Trainee completes acceptance paperwork and returns to the JMO Unit at the respective Facility via email

Contract Issued and Facility Notification from HSNSW

HSNSW sends Letters of Employment and the Employment Pack as per section 4.7 of the Business Process

Contract Generation

HSNSW conduct pre-employment checks and generate Letters of Employment


JMO Unit completes College Recommended Trainee Appointment spreadsheet and sends spreadsheet and Position Description to HSNSW along with necessary paperwork as outlined in section 5.3 of the Business Process

Contact Applicant

JMO Unit contacts recommended Trainee to obtain necessary information / documentation

Facility Notification from College

College sends recommendation letter to the Facility (HOD and/or JMO Unit)




JMO Units are to contact the college recommended trainee and request the following information: External Applicants – New to NSW Health (including Agency doctors and Contingent Workers)

Additional qualifications (if required) i.e.: postgraduate medical training qualification (Fellowship)

Copies of Identification in line with the Identification Checklist requirements

Completed National Police Check Consent Form (NPC)

Working with Children Check Clearance or Application Number

Signed Drugs of Addiction Authority Form

Model Health Declaration Form


2 x Referee Reports OR a confirmation email from the JMO Manager confirming that 2 x Referee

Reports have been completed (see below for College referee report requirements). JMO Managers will

be responsible for ensuring referee reports are stored within the employee’s personnel file as required by

the State Records Act.

Internal Applicants – Existing Active assignment in Stafflink

Copies of Identification in line with the Light ID Check Checklist requirements

2 x Referee Reports OR a confirmation email from the JMO Manager confirming that 2 x Referee

Reports have been completed (see below for College referee report requirements). JMO Managers will

be responsible for ensuring referee reports are stored within the employee’s personnel file as required by

the State Records Act.

5.3.1 College Approved Reference Checks and Completion

Options

Trainees being employed from Colleges with NSW Health approved reference checks are not required to

have additional reference checks conducted, however, a copy of the reference check or an email from the

College confirming reference checks have been conducted must be obtained by the JMO Manager.

Currently the approved reference check specialties are:

o Anatomical Pathology

o Cardiology

o Dermatology

o Gastroenterology

o Neurology

o Ophthalmology

o Rheumatology

o Urology* * College recommended trainees - the College will provide 2 x referee reports for all new trainees (1st years and new appointments) with the allocation spreadsheet.

o

All other College Recommended Appointments require reference checks to be completed. Optional process for non-compliant College Reference Checks - If the JMO Unit receives a copy of the completed reference check, or an email from the College to confirm the checks have been completed, and the Head of Department is satisfied with said reference check and does not have any additional questions for the referee the JMO Manager should complete the following:

1. Contact the referee and ask ONLY the 4 NSW Health required questions (see attached MoH

approved form)

2. Verify that the referee completed the College check

If the Head of Department has additional questions for the referee or the College will not provide the JMO Manager with confirmation that the college has reference checks a full Reference Check must be completed.



JMO Units are to complete the required information on the “College Recommended Trainee Spreadsheet” provided by HSNSW. The spread sheet requires the following fields to be completed and sent to HealthShare:

1. Applicant Status (See Section 4.6 for definitions of Applicant Status’) 2. Assignment Number (if applicable) 3. All personal details of applicant 4. Employee Number (if applicable) 5. Stafflink Position Number 6. Position Title 7. Local Health District (no abbreviations) 8. Hospital (Full Hospital Name) 9. Specialty 10. Sub-Specialty 11. Classification 12. Salary Year 13. Annual Rate 14. Start Date 15. End Date 16. Cost Centre 17. Pay Cycle 18. Roster 19. Status 20. FTE 21. Hours Per Week 22. Working with Children Check details (clearance/application number, recheck date, status) (if known

– spread sheet can be returned without this detail but number needs to be followed up by the Health Agency and sent to HealthShare for validation)

23. Visa Details (if applicable) 24. Orientation Date 25. Orientation Venue 26. All JMO Unit Contact Details 27. ADO’s

Once the spreadsheet has been completed the JMO Unit is to forward the following information to HSNSW to generate the Letter of Employment. Please forward the below information via email to [email protected]

Spreadsheet

Position Description

All requested information as per above from the applicant and JMO Unit HSNSW will generate the Letters of Employment and issue the letters along with the Position Description and Employment Paperwork Pack as listed above in section 4.7. The acceptance information will be returned to the Facility via email, who is then responsible for collating this paperwork and returning it to HealthShare NSW Payroll Team via email for processing at [email protected] Important Note: Please be advised that without the entire acceptance information HealthShare NSW will be unable to activate a new employee on the Payroll System and delays may result in delays in payments. JMO Units are responsible for following up with the applicants regarding their missing acceptance paperwork.







6.0 Interns

6.1 Overview

In NSW, the Health Education and Training Institute (HETI) Prevocational Training Program oversees the training of all medical graduates in their first two years of postgraduate training. All prevocational trainees are either allocated by HETI to one of the 15 Prevocational Training Networks in NSW or recruited via Rural Preferential Recruitment positions, which are advertised and recruited via the JMO eRecruit System. HealthShare NSW will generate all Letters of Employment for the 2021 Intern Intake except for Network 10. HSNSW will be responsible for issuing Rural Preferential Recruitment Letters of Employment via the JMO eRecruit system.



6.2 Letter of Employment Generation Flow Chart

HSNSW Notification from Network

JMO Units forward Acceptance Paperwork to HSNSW via email for processing

Applicant Accepts

Interns complete their acceptance paperwork and return to the JMO Units at their respective facilities via email

Contract Issued and Network Manager Notification from HSNSW

HSNSW sends Letters of Employment and the Employment Pack as per section 6.3 of the Business Process

Contract Generation

HSNSW generate Letters of Employment

HSNSW Notification from Network Manager

Intern “New Starters” spreadsheet completed by JMO Manager and sent to HSNSW, along with the Position Description

Network Notification from HETI

HETI (Medical Division) sends Allocation spreadsheet on 14th September 2020 to NSW Prevocational Training Network JMO Managers




The process listed below relates to the General Intern Allocations only. HETI will issue a spreadsheet to the 15 Prevocational Network JMO Managers listing the allocation of Interns from 14th September 2020. The JMO Units are to add the following information to the spreadsheet for their Facility:

HETI Complete (JMO Units to check) JMO Units to Complete

FTE Reports To

Intern Start Date StaffLink Position Number

Intern End Date Managers Name

RMO Start Date Managers Email

RMO Start Date Managers Telephone

Home Hospital Cost Centre Orientation Date

Status Orientation Venue

Term of Contract Name of Unit recruitment paperwork to be returned

Pay Cycle Postal Address for recruitment paperwork to be returned

Roster Contact Number for recruitment paperwork to be returned

Shift Type

Hours Per Week

All personal details of applicant

Visa Details (if applicable)

Stafflink Employee Number (if applicable)

Postal Address Details

The JMO Unit is to forward the following for the creation of Letters of Employment for Interns:

Completed and updated spreadsheet

Position Description The completed spreadsheet is to be sent to HSNSW within the first 7 days of obtaining the listing of allocated interns. HealthShare NSW must have all the required information by 22nd September 2020 to ensure a successful electronic load of the Interns into Stafflink. All interns are loaded on one file and therefore delays will delay the load of all interns state-wide into Stafflink. The Intern Letter of Employment generation process will follow the above process for JMOs recruited through the eRecruit System in Section 4.7. Please note: In addition to the documents outlined in section 4.7, the Employment Paperwork Pack for Interns will also include:

Drugs of Addiction Authority Form Identification Checklist for consent to undertake a National Police Check (NPC) National Police Check Consent Form (NPC) Criminal History Declaration Form

The acceptance information will be returned to the Facility via email, who is then responsible for collating this paperwork and returning it to HealthShare NSW via email for processing. All paperwork can be returned to HealthShare via email to [email protected] Important Note: JMO Units will be responsible for following up with the applicants regarding their missing acceptance paperwork.




6.4 Rural Preferential Recruitment Interns

The Facilities involved in this Recruitment action are:

Albury Campus of Albury Wodonga Health

Coffs Harbour Health Campus

Dubbo Base Hospital

Lismore Base Hospital

Manning Rural Referral Hospital

Orange Health Service

Port Macquarie Base Hospital

Tamworth Rural Referral Hospital

The Maitland Hospital

The Tweed Hospital

Wagga Wagga Base Hospital These positions are advertised through the JMO eRecruit System (under the Recruitment Type: “Ad Hoc”) and follow the general Recruitment Policy requirements and processes (Recruitment and Selection of Staff of the NSW Health Service). HSNSW will arrange for the advertisements to commence on the allocated date of 4th May 2020 and close on 4th June 2020. Interviews will be held between 22nd June 2020 and 3rd July 2020. JMO Units are responsible for the following:

1. Conducting Interviews 2. Retaining interview questions and responses as per the Policy retention requirements 3. Uploading a signed Identification Checklist for consent to undertake a National Police Check

(NPC) 4. Sight online signed National Police Check (NPC) Consent Form– this is to be checked against

the ID and a new form completed if there are errors as this will result in an invalid clearance. 5. 2 x Reference Checks (Note: as these positions are completed under general Recruitment

processes, Reference Checks must be completed as per the general Recruitment Policy) 6. Completed Recommendation Form (inclusion of Stacey Taylor as the DAO)

Once interviews are finalised, the online recommendation form must be submitted for approval to the DAO (listed above) by 10am 6th July 2020. A preference match will be conducted and the results forwarded to HETI for applicant offers. Once HETI have finalised all offer acceptances, HETI will advise HSNSW of the outcome, who will update and approve the facility Recommendation Forms. HETI will notify HSNSW of the respective allocations from 5th August 2020. Once the Recommendation Forms have been approved the JMO Manager is responsible for completing the NED Form. The RPR Intern Letter of Employment generation process will follow the above process for JMOs recruited through the eRecruit System in Section 4.7.



7.0 Allocation Process for NSW Health

non-Network Trainees and College

Recommended Trainees

7.1 Overview

In 2007, the introduction of policy directive Medical Officers – Employment Arrangements in the NSW Public Health System enabled trainees to be engaged under one employment contract for the minimum period of their training program. Some speciality training programs which do not have formal networks with predetermined training places were not utilising this option, but undertook an annual recruitment process to facilitate the allocation of trainees to their next training position. An allocation process now replaces the annual recruitment process for those specialities that do not have a formalised network arrangement to determine placements for 2nd/3rd/4th/5th year trainees for those specialities approved by the Ministry to undertake this process. There are 2 different allocation processes. One for online eRecruit recruited specialties and one for offline College Recommended Applicants. The approved Specialties participating in the allocation process are –

JMO Allocation Process

Implementation year

2012 2013 2015 2019 2020

Respiratory Neurology Gastroenterology Urology (College Recommended Trainees only)

Dermatology (College Recommended Trainees Only)

Orthopaedics (College Recommended Trainees only)

Nuclear Medicine

Endocrinology

Anatomical Pathology




Online Process


JMO Units to forward Acceptance Paperwork to HSNSW for processing via email

Applicant Accepts

Allocated Trainee completes acceptance paperwork and returns to the JMO Units at their respective Facilities

Facility Notification from HSNSW

HSNSW will send an electronic copy of the Letter via email to the JMO Manager.

Note: Position Description and internal forms to be sent by the Facility directly to trainee.

Contract Issued

HSNSW sends the Letters of Employment and the Employment Pack as per section 4.7 of the Business Process

Contract Generation

HSNSW generates Allocation Letter or full Letter of Employment based on previous employment location (including conducting pre-employment checks where required)

Individual JMO Managers complete NED Form

JMO Unit completes their incoming Trainees New Employee Details (NED) Form

Allocation Notification from Specialty Host Unit

Specialty JMO Host Unit completes Recommendation Form online at which point the participating JMO Manager can see their allocated Trainee.



7.3 Online Allocation Process

This process is for those specialties listed above that advertise for 1st year applicants via the eRecruit system. Recruitment of these 1st year applicants to the specialty training program will follow the usual AMR Campaign process. In the subsequent years’ of training HSNSW will ‘re-advertise’ the previous year’s AMR campaign position as an ‘Ad Hoc’ recruitment type and process the position to ‘Applicant Management’ immediately. One position will be created per subsequent year of training per specialty (e.g. Respiratory will have one position for second year allocation and one position for third year allocations). HSNSW will liaise with the Host Unit JMO Manager to determine which trainees (from all relevant previous years) remain on the training program and copy their application across to the new position. This will include the copying of pre-employment documentation required for completion of the NED form to the new position. The position number of the allocation positions will then be provided to the Host Unit from HealthShare The Allocation Panel will meet to determine which facility the trainee will be allocated to continue their training program. The Host Unit is to ensure the convenors of the Allocation Panel retain a record of the panel’s decisions and support letters for a minimum of two years. The Host Unit is to complete the online Recommendation outlining the trainee’s placement for the following clinical year. The Host Unit is responsible for advising all facilities within the allocation process of the respective position numbers for each of their applicants, and advising when the process has progressed to the NED Form completion stage. Each facility JMO Manager is then responsible for completing the New Employee Details (NED) Form for their incoming trainee. Once completed and submitted, HSNSW will be notified electronically of the Letters of Employment ready for generation. For those trainees that were initially allocated to a NSW Health Facility a 2-page Allocation Letter will be issued advising of their placement for the following clinical year. For those trainees that were initially allocated to a Third Schedule Facility a full Letter of Employment must be issued for the relevant Length of Training left for the individual, as per section 4.7 of the Business Process. All pre-employment checks for these trainees will be conducted by HSNSW prior to issuing the Letter of Employment. Note: Third schedule facilities will undertake their own checks on allocation (WWCC/NPC/Service Check Register) – when appointees are allocated from 3rd schedule to NSW Health Facility, the JMO Unit will be responsible in obtaining vaccination forms prior to commencement. Refer to policy directive Employment Arrangements for Medical Officers in the NSW Public Health Service..

https://www1.health.nsw.gov.au/pds/Pages/doc.aspx?dn=PD2017_042




College Recommended Trainees


JMO Units to forward Acceptance Paperwork to HSNSW for processing via email

Applicant Accepts

Allocated Trainee completes acceptance paperwork and returns to the JMO Units at their respective Facilities

Facility Notification from HSNSW

HSNSW will send an electronic copy of the Letter via email to the JMO Manager.

Note: Position Description and internal forms to be sent by the Facility directly to trainee.

Contract Issued

HSNSW sends the Letters of Employment and the Employment Pack as per section 4.7 of the Business Process

Contract Generation

HSNSW generates Allocation Letter or full Letter of Employment based on previous employment location (including conducting pre-employment checks where required)

Facility Notification to HSNSW

Facility completes the College Allocation Spreadsheet and obtains documentation (if required) and returns to HSNSW

Trainee Allocation Notification to Facility

HSNSW notify Facilities via the College Allocation Spreadsheet of the recommended trainees and their location allocations

College Trainee Allocation Notification to HSNSW

College sends allocation spreadsheet to HSNSW

College Selection Phase

College conducts interviews and selection process onto the training



7.5 College Recommended Trainees Allocation Process

This process is for those specialties that are allocated directly from the College and classed as a College Recommended Applicant. The relevant College/Association will provide HSNSW with a spreadsheet containing hospital allocations for NSW trainees.

Allocation Information provided by the College/Association

Facility placement/s for current clinical year

Facility placement/s for coming clinical year

Trainee contact details – name, address, telephone number, email

Level of training

Start Date

End Date

FTE

Note:

Colleges are requested to discourage trainee swaps after the Allocation spreadsheet has been lodged from

the College/Association to HSNSW, however there may be times where this is unavoidable.

For trainees in the below specialties that are not receiving a full Letter of Employment rotations must be processed through RUM. HSNSW will provide the participating JMO Units with College Allocation spreadsheets for the above specialties listing the Trainee’s allocated to their facility. The spreadsheet will highlight the trainees ‘Home’ facility and note incoming trainees that require a full Letter of Employment including reference checks and documentation for pre-employment checks. JMO Units are then to complete the spreadsheet and forward the completed spreadsheet and any relevant documentation (as required) to HSNSW. All 1st year trainees and any incoming trainees from a Third Scheduled Facility must complete the College documentation requirements outlined in section 5.3 of the Business Process. Letters of Employment or Allocation Letters will then be generated and issued as per section 4.7 of the Business Process. Note for Orthopaedics: Orthopaedic trainee reference checks are not provided by the Australian Orthopaedic Association. The JMO Manager will be responsible for conducting 2 x reference checks ONLY for new trainees (generally first years or those coming to NSW Health for the first time in their training program)



8.0 Statewide Centralised Recruitment

Panels

A Statewide Centralised Recruitment Panel is established for recruiting for the state for a particular speciality. As per the PD2019_022 Recruitment and Selection of Junior Medical Officers to the NSW Health Service policy, no more than one Statewide Centralised Recruitment Panel has been appointed to each Facility to ensure fairness and efficiency with processing. The JMO Host Unit for the Centralised Position will be responsible for collecting all the required information from the Convenors and uploading this information to the recommended applicants. The Host JMO Unit must ensure that prior to offering an applicant a position, that the signed National Police Check (NPC) Consent Form (if amended), Working with Children Check Clearance/Application Number, Identification Checklist, and two References Checks with verification must be uploaded into the system. Facility JMO Managers who have been invited into the Statewide Centralised Recruitment Panel position will be able to view the position at all times. The invitation occurs automatically when a Facility is included in the Centralised Panel Advertisement and the JMO Manager has been linked to a specific Facility by the HealthShare NSW eRecruit Operation Team. The Letter of Employment generation process, will follow the same process as for JMOs recruited through the eRecruit System outlined in section 4.7 of the Business Process. However, each individual JMO Unit is responsible for finalising the New Employee Details (NED) Form for the applicant recruited for their facility.




8.1 Governance Arrangements - Statewide Centralised

Recruitment and Statewide Centralised Recruitment

Panels

Each year the recruitment of Junior Medical Officers into vocational and non-vocational positions for the following clinical year occurs as an annual recruitment process utilising the Junior Medical Officer eRecruit system. To improve efficiencies for specialties that recruit small numbers of trainees per facility and reduce the burden on trainees of having to apply for multiple positions at multiple facilities, the use of statewide centralised recruitment panels commenced in 2007.

8.1.1 Definitions

Statewide Centralised Recruitment is a business process within Junior Medical Officer Recruitment whereby participating specialties recruit to vacancies across the state using one advertisement within the Junior Medical Officer eRecruit system, as well as a centralised interview process. In this way, the selection panel is able to consider an interviewee for multiple roles in that specialty across the state. A specialty which uses a centralised interview process but only considers applicants for appointment within a limited area, for example within a Local Health District or not all of state, is not considered to be a specialty taking part in statewide centralised recruitment. However, a specialty as a whole may agree that rural facilities may recruit outside this process due to their location. Statewide Centralised Recruitment Panel refers to a selection panel for a specialty which is conducting statewide centralised recruitment. This panel must be constituted and comply with the roles and responsibilities as outlined in PD2018_018 Recruitment and Selection of Junior Medical Officers to the NSW Health Service Policy Directive. Convenor in a statewide centralised recruitment panel has primary duties which are the same as those outlined in the Recruitment and Selection of Junior Medical Officers to the NSW Health Service Policy Directive. The additional responsibilities specific to statewide centralised recruitment panel recruitment are outlined in the annual Junior Medical Officer recruitment business process released each year. The convenor, or any college / association which may be involved in nominating a convenor, may not recoup from the Ministry of Health any costs associated with conducting statewide centralised recruitment. The convenor for a statewide centralised recruitment panel may be the same as the year before, however it is recommended the convenor is not the same person more than three years running. The nominated associate convenor should be considered a successor to the convenor. Associate Convenor assists the convenor and is able to undertake the role of the convenor should the convenor become unavailable. Junior Medical Officer (JMO) Host Unit this refers to the Junior Medical Officer unit, how so ever named, which manages and hosts a statewide centralised recruitment panel. The Host Unit may or may not be located in the same facility as the convenor.



8.1.2 Governance arrangements

An authorised representative/s such as persons nominated by the executive committee or equivalent of the specialty, liaise with the Ministry of Health to establish a centralised recruitment process if the specialty is eligible and prepared for statewide centralised recruitment. If approved, the Ministry of Health will advise stakeholders through the Junior Medical Officers Recruitment Committee and through the JMO Recruitment eCompendium which will include the Specialty, Subspecialty (if applicable), position type, period of training for letters of employment, contact information for the Junior Medical Officer Host Unit, convenor and associate convenor. The nominated Junior Medical Officer Host Units are reviewed each year by the Junior Medical Officer Recruitment Committee. Local Health Districts which benefit from statewide centralised recruitment are eligible to have facilities nominated to act as a Junior Medical Officer Host Unit for one of the specialties. The Ministry of Health will receive recommendations from the Junior Medical Officer Recruitment Committee as to Junior Medical Officer Host Units. Where possible, the same facility will act as Junior Medical Officer Host Unit for the same statewide centralised recruitment panel for a minimum of three years to benefit from the improved efficiencies which develop from prior experience. The Ministry of Health will notify the Chief Executive of the Local Health District as well as the facility that they have been nominated. If the Local Health District does not accept the nomination to host a statewide centralised recruitment panel at the nominated facility, the Local Health District Chief Executive (or delegate) will nominate where else within their Local Health District the Junior Medical Officer Host Unit may be located. Preliminary offers for centralised recruitment panels follow the same requirements as outlined in the Recruitment and Selection of Junior Medical Officers to the NSW Health Service policy. In the case of a statewide centralised recruitment panel each successful applicant is allocated to a facility. However in the situation that an applicant declines an offer the facility will utilise the eligibility list. If the facility is unable to fill the vacancy using the eligibility list, the position will be readvertised. If a statewide centralised recruitment panel is unable to fill all vacancies then the position is readvertised and the same interview panel is to be reconvened to undertake the recruitment process. It may be acceptable to have a smaller interview panel if all members of the original panel are not able to attend and agree to a smaller panel. The requirements for interview panels as stated in the Recruitment and Selection of Junior Medical Officers to the NSW Health Service policy must still be met.

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8.2 Roles and Responsibilities

For clarification on the Roles and Responsibilities of each party involved in a Statewide Centralised Recruitment Panel position please see below: JMO Host Unit

Completing the requisition on the eRecruit system o Confirm in writing from individual facilities the final FTE for each facility to be advertised and

appointed. Information to be provided by individual facilities by 3rd July 2020. Note: If information is not received by the deadline the Host Unit is to escalate this issue to their DAO.

o The JMO Host Unit is to load and submit for approval the position online within the first 4 weeks of the system being live to allow for audit.

Pre Interview o Book venue o Communicate interview arrangements to selection panel o Confirm interview times with applicants o Provide interview schedule o Print CV o Provide interview response record sheets for panel members o Provide interview selection committee report including each facility’s successful applicant/s has

been allocated to and their length of training contract/s

Post Interview o Upload signed Identification Checklist, and insert the Working with Children Check

Clearance/Application Number prior to sending offers. o Email the JMO Helpdesk a signed National Police Check Consent Form ONLY IF an amended

form was required and a new form completed o Advise HealthShare NSW of any applicant Facility swaps immediately after the Host Unit has

been advised by the Convenor. Important Note: It is the JMO Host Unit’s responsibility to advertise / appoint second round advertising if this is required to fill all positions on the Statewide Centralised Recruitment Panel. JMO Unit (individual facilities)

Finalise New Employee Details (NED) Form for the candidate recruited for their facility.

Download the Acceptance paperwork from the eRecruit system and manage the onboarding process. Note: 3rd Schedule Facilities (St Vincent’s and Calvary Mater) and the ACT are not required to complete the NED Form as they complete their own contracts external to the JMO eRecruit system. Convenor

Provide position description and information regarding panels and facilities to JMO Unit

Process applicants through the eRecruit system: o final cull of candidates o set up interviews o finalise recruitment decisions – unsuccessful, job offer and eligibility list o manage sending out of preliminary offers (however this may be completed by the host JMO unit

depending on localised arrangements)

Referee checks are completed and verified

Advise the speciality Head of Department (HOD) of their successful candidate

Nominate an associate convenor

Any Facility swaps between applicants require Convenor approval. Once these swaps are approved the Convenor is to notify the JMO Host Unit immediately.

Associate Convenor NB: One member of the selection panel must be nominated an associate convenor

Assists the convenor and is able to undertake the role of the convenor should the convenor become unavailable.

District Directors, Medical Services (or Facility DMS)

Assume responsibility for, and provide support to, statewide centralised recruitment panels within their Local Health District

Sit on recruitment panel (or their delegate)



HealthShare NSW

Development and distribution of recruitment processing procedures and ‘cheat sheets’ supporting the annual bulk JMO recruitment campaign

Providing helpdesk support

Requisition audit ensuring recruitment policy/governance compliance prior to advertising

Recruitment file audit ensuring recruitment policy compliance prior to the release of Letters of Employment

Liaising with the JMO Manager following up missing documentation

Conducting pre-employment checks

Preparation and distribution of Letters of Employment

Processing employee personnel information in the payroll system

Activating new employees in the payroll system Important Note: HealthShare NSW will assist JMO units that have been newly allocated and have not had previous experience as a Centralised Panel Host Unit, if required with:

Guiding the JMO unit through the process, planning and documentation;

Attending interviews with the JMO Unit to assist in collecting documentation;

Assisting the JMO Host Unit to upload documentation into the JMO eRecruit system;

Assisting the JMO Host Unit to verify reference checks;

Making regular contact with the JMO Host Unit on process tracking according to the set timelines i.e. interviews scheduled on system; approvals on system progressed etc.



8.3 Process Summary Table

Job Owner (Host Unit)

Convenor JMO Unit (individual

facility)

Delegated Authorising

Officer

Creating Accounts

Creating a Panel Member account

Managing position requests and approvals

Creating position requests

Modifying position requests

Viewing position requests

Re-allocating position requests

Second Round Positions

Managing Panels

Creating panel requests

Approving panels Managing Applicants

Viewing applications

Adding applicants’ to the Interview List

Adding applicants’ to the Unsuccessful List

Printing applications

Filtering applications

Working with the applicant list

Scheduling interviews

Rescheduling interviews

Checking references for selected applicants

Sending notifications to unsuccessful applicants

Adding applicants to the Recommended or Eligibility lists

Approving recommended applicants Moving an applicant from the Eligibility List to the Recommended List

Sending preliminary offers

Manually accepting offers on behalf of applicants’

Manually declining offers on behalf of applicants’

Withdrawing applicants

Upload signed Identification Checklist, WWCC Number and sight online signed NPC Form

Completing New Employee Details Form

Manage Onboarding process

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9.0 Required Documentation

1. Convenor Checklist - refer to Appendix 1.3 in PD2019_022 “Recruitment and Selection of Junior

Medical Officers to the NSW Health Service”

2. Vaccination Card Record Form – copy can be requested from the JMO Helpdesk

3. Vaccination Forms: Checklist: Evidence required from Category A Applicants,

Undertaking/Declaration Form, and Tuberculosis (TB) Assessment Tool - refer to

PD2018_009 “Occupational Assessment, Screening and Vaccination Against Specified Infectious

Diseases”

4. Drugs of Addiction Authority Form – copy can be requested from the JMO Helpdesk

5. Model Health Declaration Form – copy can be requested from the JMO Helpdesk

6. National Police Check Consent Form (NPC) - refer to PD2019_003 “Working with Children

Checks and Other Police Checks”

7. Identification Checklist for consent to undertake a National Police Check (NPC) - refer to

PD2019_003 “Working with Children Checks and Other Police Checks”

8. Criminal History Declaration (Intern Use Only) - refer to PD2019_003 “Working with Children

Checks and Other Police Checks”

9. Grade, Increment and Position Number Guide

10. College Recommended Applicant Mini Reference Check

11. JMO Host Unit (Job Owner) Checklist

12. Convenor Recruitment Checklist

13. Sample Position Description Template








