Getting Organized CASPR Recruitment 101 May 5, 2013 Darlene Befus, Physician Recruitment Coordinator Department of Family Medicine, Calgary

What we will cover. My Team Candidate Tracking & Reporting Budget Who is the team I work for?  Who is the team that supports me to get my job done? Candidate Tracking & Reporting What is the reporting expectation of my committee/CEO? How can I keep myself organized? How can I effectively track information and data on my candidates? Budget How much is my budget? What needs to be covered in my budget? Are there financial recruitment policies & guidelines (organizational) that need to be adhered to or developed? How can I set up my financial information so I am able to provide timely & accurate financial reports? Promoting My Community Lifestyle, Culture, Leisure Activities & Community Practice Opportunities

1. My Team Who is the team I work for? B. Who is the team that supports me to get my job done?

A. Who is the team I work for? Who am I accountable to? CEO Department Head Recruitment Committee Etc……….

A. Who is the team I work for? What is my role? What is expected of me? Understanding the vision of my team

A. Who is the team I work for? What will I need to communicate with my team & how often? Successes Failures Activities Data Financial Reports Observations

B. Who is the team that supports me to get my job done? Administration support Organization Support Financial Support – accounts payable, payroll, purchasing etc Web Support – is there any support or are you responsible for developing & updates IT

B. Who is the team that supports me to get my job done? Outside Agencies Provincial College of Physicians & Surgeons Immigration (or regional & provincial support for immigration) University Some provinces – HealthForceOntario, Health Match BC, Saskdocs, etc. Business Associates – real estate, lawyers, accountants, or professional advisory services

2. Candidate Tracking & Reporting What is the reporting expectation of my committee/CEO? How can I keep myself organized? How can I effectively track information so I have the appropriate data I need for reporting?

A. What is the reporting expectation of my committee/CEO? Number of contacts Who were they? New grads, practicing Cdn physicians, IMG’s etc How did they contact you? Booth, phone, email Number of new recruits Where did they come from? Country, Prov, University How much did it cost?

B. How can I keep myself organized? Develop a system Be consistent

C. How can I effectively track information so I have the appropriate data I need for reporting? Review of a custom recruitment database

3. Budget How much is my budget? What needs to be covered in my budget? Are there financial recruitment policies & guidelines (organizational) that need to be adhered to or developed? How can I set up my financial information so I am able to provide timely & accurate financial reports?

A. How much is my budget? This will significantly impact what you are able to do. You do not want to over spend your budget!!!!! Need to determine your priorities

B. What needs to be covered in my budget? Recruiters Salary Staff Office Space Promotional Displays Promotional Information – printed brochures Swag Office Supplies Events Conference/Workshop registration for recruiter(s) Job Fairs/Career Days – Promotional Booth – Travel Website Development Phone/internet

C. Are there financial recruitment policies & guidelines (organizational) that need to be adhered to or developed? Physician Recruiter Expenses Physician Recruitment Expenses - Visits & Relocation Guidelines Travel/Conference Attendance (including per diems, hotel costs, mileage) Other……

D. How can I set up my financial information so I am able to provide timely & accurate financial reports? Are there systems in place that I can access? Do I need to develop my own accounting system?

4. Promoting My Community Lifestyle, Culture, Leisure Activity & Community Practice Opportunities

A. Lifestyle, Culture, Leisure Activity & Community Is this an expectation of my role? What are the selling features of my community? What tools are already available for me?

B. Practice Opportunities Know your key messages At your booth On the phone Be informed

B. Practice Opportunities What information do I need to make available to my candidates? What is the best way to communication information? Do I solely rely on web based information? How much printed material do I need? How can I save time communicating the same information over & over again? What information do I take with me at the recruitment booth? What format – do you have one large document, do you have many small pieces information?

Conclusion & Questions?