Engaging a Contractor

The Service HR Representative must be consulted in all situations where a Manager is considering engaging a contractor, rather than making an employee appointment.

 The criteria surrounding the definition of, and liability for, contractor resource can be complex and is described in more detail in the WDHB policy “Engagement of Contractors and Consultants”.

The following is a step by step guide to engaging a contractor into your service:

  1. Prepare your request form (Contractor Authorisation Request Form), attach any ELT/Board approvals and discuss with manager/Director HR.  Please make yourself aware of any procurement requirements.
  2. Send request to finance team to complete the Finance section to ensure that you have finance available to fund contractor.
  3. Prepare the Contract for Provision of Services.  
  4. Send the draft Contract for Provision of Services to the Legal team (eg. Brooke Fong/Amanda Mark) for legal approval.  
  5. Once you have all of the above you can forward to the Director HR for review and signing.  The document will then be sent to the CFO, Legal, and CE for signature. If all of the relevant documents are not completed at the time of submission for signing you are at risk of it being returned to you with a request to complete. This will obviously put your project at risk of delay.
  6. Once all relevant signatures have been obtained the signed document will be returned to you and you can go ahead with getting the Contractor to sign the contract.
  7.  Once the Contractor has signed the Contract and returned it, you can go ahead with getting them on board.

 Onboarding

      8. NZ police vetting

       All contractors need to have completed Police Checks within the last three months before start date

The hiring manager is responsible for determining whether the role is defined as a CORE role as it applies to the Children's Act, or if a standard Police Check is sufficient. To find out if your role is a Childrens' worker, click here to find out more. If it is determined as a Core/Non-Core role then the contractor cannot commence employment for WDHB until this has been provided. 

If the contractor is being supplied by an external agency check that the agency has completed a recent (within 3 months)  NZ police check on the contractor/locum. If not then here is the link to the NZ police vetting form. You will need to download the form and email it to the Contractor to complete it. Send the completed form, together with two forms of ID, back to the Recruitment Centre to process.  Once the results are sent to the Recruitment centre by the Police, the results will be emailed to you as the Hiring Manager.

If they are going to be working with children (i.e core or non-core Children’s Workers), then there is a new level of documentation that needs to be completed prior to them starting. The Hiring Manager  will need to ask them the specific VCA interview questions and ask the referee the VCA specific reference questions. You can check whether they are children’s worker via your Recruitment Consultant. They will also need to provide one primary and one secondary form of Identification

9. Pre-Employment Screening

All contractors need to complete the Pre-Employment Screening Form.  Please can you complete the top section of the form and then ask the contractor to complete the bottom section.  They need to complete a form and return it to us with the screening information listed on page 2.  The screening needs to be done at their cost and we need to have the form and the screening results back before they start their placement.  They can contact Carol Lunjevich-Grigor– Pre-employment Screening Co-ordinator in Occupational Health on x43382 if they have any questions about the suitability any results.

 10. Health and Safety Requirements

Contractors must complete the Waitemata DHB Contractors Safety Documentation form. This form indicates what information is required from a contractor before they start to work on Waitemata DHB grounds. This is a legal requirement, as we need to demonstrate how we manage our contractors Health and Safety requirements.  

 Remember that at no time can you bring a contractor on-board until all of the above has been completed.

 11. Send the original signed Contract (with a copy of the signed Contractor Authorisation form) to Jill Kennedy, Corporate Records, for filing.  Remember to always keep an electronic copy of all forms/contracts that have been signed.

12. You can log a request with IT for an email address once the contract is signed.

13. Contractors cannot get an ID swipe card until they have signed the contract and been enrolled in the online induction course. They will need an email address to continue with this process.  See link. http://staffnet/OccHealthSafety/Contractors.htm

14. The enrolment form doubles as the contractors ID request form. Once the induction course is completed, the contractor must book an appointment at Security, via email, to collect their ID card.

15. Remember that once the contract is signed you will need to get a Purchase Order Number (through Oracle) for the Contractor to put onto their invoices for payment.  To ensure they get paid they must put this PO # on their invoices and all invoices are to be sent to Accounts.Payable@healthsourcenz.co.nz

To set up a new supplier, go to: https://fpscservicedesk.hanz.health.nz/CherwellPortal/NR#2

The following information is required for the supplier set up:

 The set up normally takes 24 – 48 hours.

 Please click here for a sample invoice with hours and rate if the contractor needs one.

16. Compliance with Waitemata DHB Policy

The Hiring Manager approving an engagement of contract/agency staff is responsible for ensuring those workers are made aware of their obligations regarding compliance with Waitemata DHB policy (including occupational health and safety requirements), and that their continued engagement is dependent upon such compliance.

For further queries please contact your Service HR Representative or Recruitment Consultant.