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

2. 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

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

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

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

6. 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

7. 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

8. 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

9. 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?

10. 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,
Number of new recruits
Where did they come from? Country, Prov, University
How much did it cost?

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

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

13. 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?

14. 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

15. 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

16. 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……

17. 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?

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

19. 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?

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

21. 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?

22. Conclusion & Questions?