Team Leader, Registrar Team
Schedule II – Position Description
Position title: / Team Leader, Registrar Team
Responsible to: / General Manager, Learning
Responsible for: / Programme Advisers (4), Senior Programme Advisers (2), Vocational Registration Adviser
Position location: / Wellington
The College: / The Royal New Zealand College of General Practitioners works to improve the health of all New Zealanders through high quality general practice care.
The College is a professional membership organisation which works to strengthen the professionalism and practice of its members. The College provides education, assessment, quality and support services for general practitioners and rural hospital medicine; and represents its members by providing advice and expertise to government and within the wider health sector.
Purpose of the position: / TheTeam Leader, Registrar Teamleads the Registrar team in the day-to-day management of the non-clinical elements of the College’s post-graduate vocational education programme. In this role, the Team Leaderwill work closely and collaboratively with the National Clinical Lead (who focuses on the clinical aspects) to ensure the efficient and cost effective delivery of all elements of the GPEP programme.
This position is central to the efficient and professional delivery of post-graduate vocational General Practice education in Aotearoa-New Zealand.
TheTeam Leader, Registrar Teamis responsible for ensuring the smooth, effective and efficient management of all non-clinical aspects of the GPEP training programmeover a three year period. This includes:
  • Managing the selection, placement and health and safety of year one Registrars, as well as the health and safety of registrars in subsequent years of their engagement in the programme in line with the College’s workforce and Equity vision.
  • Working closely with the National Clinical Lead to ensure that Diversity in, Rural, Māori and Pasifika placements and representation are well managed and supported throughout the programme.
  • Managing the programme outputs through creating and implementing robustprocesses that deliver a quality learning outcome with measureable results
  • Managing and leading the Advisor team to deliver on key outcomes and outputs on time and with a strong customer-focus
  • Managing non-clinical aspects of the programme in respect of the Medical Educators, clinical practices and practice teachers, in matters pertaining to provision of services, budgets, etc.

Date Effective: / February 2018
Employment Status: / Permanent

Our position descriptions describe a positions purpose, key responsibilities and person specifications. It is a living document that may be changed by the employer from time to time, in consultation with the employee.In addition to the responsibilities set out in the position description, the employee shall carry out all reasonable work related requests made by the employer.

Key Responsibilities

/ Key Outcomes

Staff Management

This role is responsible for the recruitment, development and retention of a high performance team of programme advisors. /
  • Ensure the College meets its statutory, legal and good employer obligations.
  • Facilitate positive on boarding processes for new team members.
  • Implement the College’s recruitment, reward and retention, and development policies.
  • Assist with the management of change to ensure constant improvement in performance, effectiveness and productivity of resources.
  • Role model agreed College values at all times.
  • Manage team KPIs
  • Work to key delivery timeframes
  • Manage team professional development

Customer service

This role isresponsible for ensuring that registrars as learners in the programme are the first customer of the programme. /
  • Resolve complex issues and problems as they arise, seeking advice and assistance early on.
  • Set and maintain high level of customer service delivery.
  • Supply standard learning materials and supporting tools to learners.
  • Monitor the delivery of the programme and adjust as necessary.
  • Monitor learner experience and satisfaction of programme.
  • Recognise/celebrate learner achievement.

ProgrammeAdministrative Leadership

This role is responsible for ensuring the smooth, effective and efficient management of all administrative (non-clinical) aspects of the GPEP training programme and the Fellowship process.
This includes working collaboratively with the National Clinical Lead to ensure all registrars on the three year programme are receiving excellent learning and education. /
  • Lead the Registrar team to ensure efficient and cost effective delivery of the GPEP training programme (years 1 to 3)s
  • Implement and maintain, robust, agile processes and systems to manage the GPEP programme including:
  • the recruitment, management of applications for entry to the programme, selection, placement and orientation of registrars in GPEP 1,and,
  • the maintenance of robust and timely and processes for GPEP years 2 and 3
  • Manage assigned elements of the clinical and written examinations as required
  • Adopt a project management approach to proactively managing workloads, timeframes and risks.
  • Delegate work to theRegistrar team ensuring proper coverage, highlight resourcing needs to GM Learning.
  • Ensure correct processes are including use of the College database and electronic document management system.
  • Ensure GM Learning is kept fully informed regarding programme administration issues and problems.
  • Plan coordination of all components of each delivery cycle, including expected expenditure through cycle within overall budget.

Finance

This role is responsible for assisting the GM Learning with managing the financials of the training programme. /
  • Understand financial delegations and apply them.
  • Work within the College financial policy and procedures at all times
  • Ensure College policies regarding to expense claims from Registrars and contractors are adhered to.
  • Sign off team travel and associated costs
  • Adhere to the GPEP delivery budget and maintain regular reporting to GM

Health and Safety
Assist with Health and Safety and Wellness initiatives.
As an employee you will:
  • Take reasonable care for your own health and safety
  • Take reasonable care that what they do or don’t do doesn’t adversely affect the health and safety of others
  • Cooperate with any reasonable policies or procedures the business or undertaking has in place on how to work in a safe and healthy way; and
  • Comply with any reasonable instruction given by the College or undertaking so that they can comply with HSWA and the regulations.
/
  • Contribute to the College’s workplace as a safe place to work.
  • Ensure all health and safety processes are in place for registrars and contractors and that these are maintained to highest standard
  • All registrars have completed health and safety modules before each placement commences
  • Monitor and report on HR issues to College HR and GM Learning

Values
Contributes towards, and promotes, the achievement of our desired work environment; specifically an environment that stimulates individual, team and organisational growth and achievements, and encourages our people to think and behave in ways that achieves their goals through co-operative and collaborative efforts. / All interactions are undertaken in a respectful, co-operative and collaborative manner, mindful of the effect upon the workplace environment and the people we work with.
Teamwork
The Team Leader, Registrar team is responsible for working effectively as a member of the Learning Group. /
  • Work collaboratively as a team member, and work collaboratively and constructively with other teams within the College.
  • Maintain professional relationships with registrars and contractors, providing a high level of customer focus.
  • Contribute to building and maintaining relationships within the College and other external relationships and to represent the College in a positive and professional manner.

Continuous Improvement
The Team Leader, Registrar team is responsible for creating and supporting a culture of continuous quality improvement within their team. /
  • Identify ways that the education programmes could be run more efficiently and/or effectively.
  • Seek approval for changes from General Manager, Learning and implement approved changes.
  • Work in collaboration with National Clinical Lead on development and maintenance of programme goals, outputs and quality measures
  • Document new processes and procedures

Professional/Technical Skills and Knowledge
  • Able to interpret and correctly apply rules and regulations (GPEP Programme, Medical Council and Fellowship regulations)
  • Able to resolve questions from Registrars around employment issues and entitlements
  • Experience in leadership of operational teams
  • Expertly use software/technology i.e. Microsoft Office Suite.
  • Awareness of current trends in delivery of learning/development
  • Excellent written and oral communication skills
  • Experience working within a health context with highly technical learning materials is preferred

Key Functional Relationships

Internal: /
  • Programme Advisors
  • GM Learning
  • National Clinical Lead
  • Educational Designer
  • Medical Educators
  • Practice Teachers and Practices
  • Finance Team
  • Other Learning Group staff
  • Māori and Health Equity Team
  • Quality Team
  • Strategic Policy Team
  • Other College staff

External: /
  • GPs, Rural Hospital Generalists, other health professionals, and consumers contracted by the College to deliver education and/or assessment services
  • Other College Members
  • Medical Council of New Zealand
  • Potential GPEP Registrars
  • Registrars

Competency Summary

Results Orientation / Interpersonal Relationships / Individual Potential
Business Acumen
Keeps up to date with science, industry, political, economic, social, regulatory and financial imperatives relative to area if interest. Recognises signs of the operating environment and interprets them in relation to impact, opportunities and risks. Identifies and acts upon, or assists with, opportunities. / Building Relationships
Builds, maintains and uses effective working relationships, internal and external to the organisation, to facilitate the successful achievement of projects, assignments and goals. / Commitment to Excellence
Sets high personal and professional standards for self and others; assumes responsibility and accountability for the successful completion of projects, assignments or tasks. Consistently gives careful attention to all the detailed aspects of a role, shows high concern for accuracy.
Customer/Stakeholder Focus
Focuses attention on meeting the needs of customers and stakeholders (internal and external) ensuring their satisfaction. / Communication
Expresses and conveys information effectively to other people. This includes speaking, writing and listening. This covers formal and informal situations. / Initiative/Innovation
Takes action to achieve goals beyond what is necessarily called for; generates innovative and practical ideas to meet needs; recognises and seizes opportunities to improve on own and the organisation’s performance.
Long Range Planning
Establishes courses of action to achieve business goals; allocates resources – human, material, financial. Defines intermediate goals and contingencies. / Change leadership
Promotes and implements change to move the organisation towards the desired future state / Executive Disposition
Effectively relates to and identifies with peers and manager; recognises the value of teamwork within their leadership team and works as a member of a collective in order to achieve organisational goals; conveys an image that is consistent with the organisation’s senior management.
Operational Decision Making
Undertakes through analysis of group effectiveness through gathering information from a variety of sources; establishes goals that reflect organisational strategy and values, including business excellence principles and practices; gathers all relevant information and applies sound, analytical techniques in order to develop a course of action taking into account factual information and / or logical assumptions, resources, potential risks and opportunities; makes timely, sound decisions.
. / Developing Organisational Talent
Creates an environment conducive to building the overall talent pool for the wider organisation: provides timely feedback, guidance, mentoring and development opportunities to enable others to effectively develop their people and reach their agreed goals / Personal Effectiveness

Maintains effective performance when under pressure, (such as time pressure, shifting/conflicting priorities or job ambiguity) when facing opposition from others or in ambiguous environments; acts professionally at all time.

Confirmation of Position Description

Full name of employee:
Signature:
Date:
Signed on behalf of the RNZCGP by:
Signature:
Date:

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