Oral Health Therapist Graduate Year Program (OHTGYP) - Program Guidelines

7. Roles and Responsibilities

Page last updated: 03 April 2013

a. The Department of Health and Ageing

The Department’s responsibilities include:

  • funding the development and implementation of the OHTGYP;
  • funding the development of OHTGYP curriculum and making the final product available to administrator;
  • advertising for the program administrator and assessing applications;
  • constructing the OHTGYP Funding Agreement and Schedule for the selected administrator;
  • monitoring the performance and reporting of the OHTGYP to ensure that the program is being implemented in accordance with these guidelines and conditions of the Funding Agreement;
  • providing strategic direction for the OHTGYP;
  • identifying and providing advice on emerging strategic issues, including through participation in meetings/forums as required;
  • proactive action to address issues and undertaking follow-up activity as necessary;
  • acquitting funding at the completion of the program;
  • providing advice to the Australian Government on relevant issues; and
  • funding and managing a formal evaluation of the OHTGYP.

The Program Manager for the OHTGYP can be contacted via email at dwp@health.gov.au or mail to:

Program Manager
Oral Health Therapist Graduate Year Program
Department of Health and Ageing
MDP 16
GPO Box 9848
CANBERRA ACT 2906

b. Administrator

To be considered for the administration of the OHTGYP, potential administrators are required to demonstrate:

  • program management experience and previous experience in implementation of education or professional development based Commonwealth funded programs;
  • an understanding and/or experience, or the ability to access those with knowledge and experience in the dental workforce and professional development environment; and
  • the organisation’s existing quality management systems and indicate whether they hold ISO 9001 certification; and
  • an understanding of the National Code of Practice for the Construction Industry and the Australian Government Implementation Guidelines, August 2009.

The role of the administrator is to develop, implement and manage the OHTGYP, on behalf of the department. The administrator’s responsibilities include ensuring that the terms and conditions of the Funding Agreement are met and that the program is managed in a cost-effective and efficient manner.

Principles

In managing the OHTGYP, the administrator will be guided by the following principles:

  • The OHTGYP must be administered in accordance with the Funding Agreement, these guidelines and the OHTGYP curriculum.
  • A range of opportunities should be available to OHTGYP participants that provide broader, more complex and/or more unique experiences than typically available to recently graduated dentists.
  • Public dental services and/or services delivering to areas of need, including prioritising providers in rural and remote areas, services in Indigenous communities, aged care services and areas servicing low socio economic clients, including children, should be prioritised when selecting dental services for participation in the scheme.
  • Infrastructure proposals that support the above principles and OHTGYP objectives and outcomes should be prioritised.
  • Selection of OHT graduates for participation in the program will be conducted on a competitive and merit basis.
  • Administration should be efficient and effective, including consistent and equitable approaches to implementation and transparent and accountable management.
  • Evidence will be gathered to enable the OHTGYP to be monitored and evaluated.

Activities

Consistent with the objectives and outcomes of the OHTGYP, and in accordance with the Funding Agreement, curriculum and these guidelines, the administrator must undertake the following activities:

  • develop a project plan for the implementing the OHTGYP.
  • develop a statement outlining ‘areas of need’ which will include prioritising providers in rural and remote areas, services in Indigenous communities, aged care services and areas servicing low socio economic clients, including children.
  • establish a suitable assessment process to select dental services to support OHTGYP placements:
    • the process must include a capacity to assess and rank proposals for infrastructure funding to support the OHTGYP placements.
  • enter into agreements with successful dental services:
    • specify the requirements of the service providers to ensure appropriate OHTGYP placements are provided and reporting requirements are met;
    • include infrastructure funding and deliverables; and
    • multi-year agreements being entered into where possible to provide ongoing support for OHTGYP placements over academic years (2014 to 2016).
  • develop and implement a marketing/communication strategy targeted at oral health therapist students and graduates.
  • develop and administer an application process to select OHT graduates to fill OHTGYP placements:
    • develop processes to ensure that potential participants meet core eligibility requirements;
    • develop a process to rank applicants against section criteria and develop an order of merit;
    • establish expert groups to assist in setting priorities and selecting participants, if necessary;
    • select participants and notify successful and unsuccessful applicants; and
    • manage complaint processes.
  • provide funding for OHT graduate and pro rata mentor salaries (remunerated in accordance with the appropriate public sector awards) and establish mechanisms to ensure continuation of salaries for OHTGYP participants rotating through a number of settings and/or sectors.
  • implement and manage OHTGYP placements:
    • match participating graduates to suitable OHTGYP placements;
    • organise an appropriate mix of rotations to achieve curriculum requirements and OHTGYP outcomes;
    • ensure services have engaged appropriate mentor support for OHTGYP participants;
    • establish a program of professional development activities, in line with the OHTGYP curriculum;
    • develop an effective professional relationship with the OHTGYP curriculum developer and ensure continued liaison to guarantee all issues involved in the development and implementation of the curriculum are resolved prior to graduates commencing in the program;
    • deliver the OHTGYP curriculum utilising the most appropriate delivery method which may include developing a Learning Management System and engaging a host server provider if electronic access for graduates is required;
    • facilitate the completion of any formally recognised professional development activities by the OHTGYP participants, if applicable to the curriculum;
    • develop and implement individual performance monitoring mechanisms;
    • facilitate signing of employment agreements between the OHT graduate and the service provider and ensure correct salary and bonus payments are made to participants; and
    • establish professional support and networking opportunities for OHTGYP participants.
  • maintain appropriate engagement and support with participating dental services, graduates and mentors;
  • maintain contact with the Department and advise of any actual and emerging issues as early as possible;
  • ensure that all appropriate professional indemnities and insurance are in place;
  • ensure that infrastructure projects comply with Commonwealth requirements in relation to the Australian Government Building and Construction OHS Accreditation Scheme (Accreditation Scheme) and the Australian Government Implementation Guidelines for the National Code of Practice for the Construction Industry (Code and Guidelines); and
  • ensure participating dental services, graduates and mentors undertake the data collection/ reporting activities required to meet the reporting requirements specified in the funding agreement and to inform the formal evaluation.

c. Participating dental services

Responsibilities of participating service providers include:

  • ensuring participating OHT graduates have access to a range of appropriate experiences at the placement in line with the curriculum and OHTGYP objectives and outcomes;
  • providing a supported and appropriately resourced working environment;
  • establishing additional infrastructure if needed and agreed to by the administrator;
  • ensure that infrastructure projects comply with Commonwealth requirements in relation to the Australian Government Building and Construction OHS Accreditation Scheme (Accreditation Scheme) and the Australian Government Implementation Guidelines for the National Code of Practice for the Construction Industry (Code and Guidelines)
  • engaging suitable mentors and establishing mentoring arrangements with participating graduates;
  • releasing the participating graduates from service delivery tasks to undertake professional development activities as part of their curriculum requirements;
  • ensuring the graduates and mentors have suitable professional indemnity insurance in place, or providing this insurance where appropriate;
  • complying with the terms of any agreements entered into with the administrator, including data and reporting requirements; and
  • maintaining regular contact with the OHTGYP administrator and advising of emerging issues as soon as possible.

d. Participating Oral Health Therapist graduates

Responsibilities of participating OHT graduates include:

  • signing and abiding by a formal agreement with the administrator to accept a OHTGYP placement and the requirements involved;
  • completing all activities required in the OHTGYP curriculum and OHTGYP agreement, including theoretical, professional development and clinical activities as specified;
  • accessing opportunities to ensure a broad and advanced range of experiences are achieved by the completion of the OHTGYP placement (in consultation with the administrator and/or service provider and/or mentor);
  • undertaking one or more rotational placements, where possible, to further access broader and/or unique development experiences;
  • participating in OHTGYP placement activities in a professional manner and in line with their employment agreement;
  • only undertaking activities that are within their registered scope of practice;
  • not undertaking employment outside the OHTGYP without the prior permission of the administrator;
  • advising the service provider and/or administrator as soon as possible if it is envisaged the requirements under the OHTGYP may not be satisfactorily achieved;
  • addressing any performance or participation concerns raised by mentors or employers in a mutually agreed manner with the administrator;
  • providing written documentation required by the administrator, including documentation to determine participation and completion of activities and documentation to inform OHTGYP monitoring, reporting and evaluation activities; and
  • maintaining ongoing unrestricted registration with the Dental Board of Australia whilst participating in the OHTGYP.

e. Mentors

The role of the mentor under the OHTGYP is to provide overarching support and facilitation of professional development of the OHT graduate throughout the OHTGYP year. The mentor will perform a separate role to that of a day-to-day direct supervisor. If necessary for a particular placement, a mentor may also be the OHT graduate’s day-to-day supervisor if they can provide suitably dedicated time to mentor and support the OHTGYP participant outside of their usual supervising role.

The responsibilities of participating mentors include:

  • signing and abiding by a formal agreement with the service provider/s to accept a mentor position for the OHTGYP and the requirements involved;
  • maintaining an understanding of the current scope of practice and competencies of OHTs and the ability to provide adult learning methodologies;
  • maintaining ongoing unrestricted general registration with the Dental Board of Australia whilst providing mentoring support under the OHTGYP;
  • supporting OHT graduates to meet the requirements of the OHTGYP curriculum and their individual OHTGYP agreement, including theoretical, professional development and clinical activities as appropriate;
  • identifying and accessing and/or providing opportunities for OHT graduates to enable them to gain a range of development experiences;
  • providing advice and guidance on professional and clinical matters as appropriate;
  • working with other mentors to implement development opportunities, including supporting graduates rotating through a range of settings and/or sectors, as appropriate;
  • ensuring adequate time and support mechanisms are made available to each OHT graduate being mentored, noting mentor support is not provided on a one-to-one full time basis;
  • advising the administrator as soon as possible if it is envisaged requirements under the OHTGYP may not be met satisfactorily by any of the OHT graduates being mentored;
  • addressing any concerns with the OHT graduate’s participation in the OHTGYP, in a mutually agreed manner with the graduate, dental service and/or the administrator; and
  • providing written documentation required by the administrator, including to inform OHTGYP monitoring, reporting and evaluation activities.