Position Description
Position
Chief Operations Officer
Reports to
Chief Executive Officer
Reportees
Financial Accountant, Administrative Officer, Bookshop & Brochures
Manager, Member Benefits and Website Manager, Receptionist
Hours
Full time
Location
Carlton, Victoria
Date
June 2015
Optometry Australia is the peak professional body for Australian optometrists. Optometry Australia
represents approximately 4000 members (91% of optometrists registered with the Optometry Board of
Australia). Optometry Australia was formed as a national body in 1918 and each of the six State
organisations comprise its members. Optometry Australia is committed to assisting optometrists
deliver quality eye and vision care services across Australia.
OVERALL JOB OBJECTIVE
The Chief Operations Officer (COO) is responsible for ensuring that resources (people and financial),
services and administration of Optometry Australia meet the strategic plan and operational business
needs of Optometry Australia, through the Chief Executive Officer.
The incumbent of this role will deliver on the Key Result Areas as nominated below whilst behaving in
a manner that is reflective of Optometry Australia’s Values. These values are our principles and our
beliefs about what’s important. They underpin our behaviour and are what makes us Optometry
Australia.
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Forward thinking
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Integrity & Trust
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Responsive & Accountable
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Strategic vision
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Teamwork
The overall responsibilities of the COO include:

Accountable for driving whole of Optometry Australia staff engagement, attraction and retention
strategies and initiatives. Strive to continually improve on Staff Engagement survey results.
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Human resources strategy and operational requirements including occupational health and safety.
Leadership and management of a cohesive and capable Operations team.
Managing the needs of Optometry Australia’s Information Technology including the 3-5 year IT
strategy and daily operational requirements within Optometry Australia and the shared IT platform
across the Federation. Effective management of multiple IT vendors.
Oversight of financial management in collaboration with Optometry Australia’s Financial
Accountant. Management of the Operations resource budget. Accountability for revenue
generated from Online sales and Member Advantage Partner program.
Oversight of facilities management.
Development and oversight of accurate and effective operational policies and procedures.
Overall management of general member services including office administration and member
data management.
Key Result Areas
Leadership and management
Ensure the effective management of the Operations team by providing direction and leadership to
Operations staff, setting and communicating priorities consistent with CEO objectives and the
Optometry Australia strategic plan, reviewing key activities, and reporting to the CEO and Board on
progress relevant to business plans.
As a senior member of staff within Optometry Australia’s Management Committee, accountability
includes the demonstration of active contribution to Optometry Australia’s strategic planning and
development of business plans, management of staff in line with HR strategies (as required) and
participation in meetings and committees. Proactive specialist advice, recommendations and
guidance will be provided to the CEO along with timely and accurate reporting to the CEO and Board
as required. Contribution to the development and implementation of internal policies and
demonstrated behaviours in line with these policies are required at all times.
Second in charge to the CEO and adviser on the Optometry Australia National Board’s Finance
Committee and the Audit and Risk Committee.
Human Resources management
Champion Optometry Australia’s Human Resource strategy with a focus on maximising attraction,
minimizing attrition, and developing engaged and motivated staff. Co-ordinate Staff Engagement
survey, communicate outcomes and champion resulting initiatives through Management Committee
and Optometry Australia.
Manage Optometry Australia’s Human Resources including:
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Oversee Optometry Australia’s recruitment and selection process
Champion all staff performance reviews and Action plan systems and guidelines
Provide HR support to Management Committee
Work in collaboration with Management Committee to ensure all Optometry Australia staff
action their annual Training and Development plans.
An understanding and adherence to appropriate HR & IR legislative requirements as they apply to
Optometry Australia. Development and oversight of accurate and effective operational policies and
procedures in line with national and state based legislative requirements.
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IT management
Through Optometry Australia’s multiple IT vendors and capable Operations team members, manage
the Information Technology needs of Optometry Australia including the IT strategy (3-5 year plan) and
operational requirements within Optometry Australia and the shared IT platform across the
Federation.
Through collaboration with the State organisations, accountable for the IT strategy and operational
requirements of the nation-wide IT platform including:
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SAPB1 Finances
SAPB1 Member Data including CPD
Website – News CMS, Membership Hub and Staff Hub
Intranet – Microsoft Office SharePoint
Champion the upskilling and use of each of these platforms across the Federation.
Finance Management
In collaboration with the Optometry Australia Financial Accountant:
1) Oversee the co-ordination of Optometry Australia’s annual budget preparation and
reporting.
2) Oversee Optometry Australia’s finances including monthly and annual reporting
3) Oversee the Operations budget and expenditure
4) Oversee the co-ordination of Optometry Australia’s Revenue Committee
Ensure all product and services contracts (including Business Insurance), leases and tenders, support
profitable outcomes and cost savings as applicable.
Facilities Management
Oversee the management of Optometry Australia’s facilities including refurbishments and other
facilities management matters.
Member Engagement
Optometry Australia provides essential professional support in areas ranging from ethical advice to
professional practice issues, business marketing and political representation, and offers a wide range
of resources, publications, marketing materials and discount programs. Within a changing optometry
sector, active promotion of Optometry Australia and member engagement is paramount across all
roles.
Each staff member of Optometry Australia is responsible for identifying and implementing
opportunities to increase member awareness and understanding of what we do, and effective
representation of Optometry Australia’s professional reputation along agreed lines.
Health and Safety
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Contributing to a safe and healthy working environment as it relates to all Optometry Australia staff.
Awareness of work surroundings to ensure safe practices are continually reviewed and maintained.
Ensure staff members are aware of Evacuation and First Aid policies and procedures, and
review/update as required. Staff member health and welfare are paramount to Optometry Australia
with adverse causes of stress to be identified early where possible. Provide on-going support and
guidance to CEO, Management Committee and staff, planning solutions as required.
Special Projects
Assist with and/or coordinate special projects and/or any other reasonable duties, as required from
time to time and requested by CEO.
KEY SKILLS & COMPETENCIES REQUIRED
1. HR/ People skills
A people person with the ability to effectively champion staff engagement across the organisation
Understanding of core HR and IR policies and legislation relevant to a professional association
Experience in driving effective Performance Reviews, Action Plans and Training & Development plans
for staff
Proven leadership of a small high performing team
2. IT
Proven experience in external IT Vendor management
Experience in website and membership database systems management
Experience with developing IT strategies, scoping operational requirements and prioritising
enhancements
3. Communication
Excellent written and oral communication skills across an organisation from staff members through to
Board Directors
Report writing skills
Ability to work effectively with remote teams
Capacity to communicate and negotiate with a wide range of stakeholders.
4. Financial Management
An understanding of sound financial management for small to medium businesses including annual
audited accounts, setting budgets and reporting on risks.
5. Planning & Action
Ability to proactively contribute to Optometry Australia’s Management Committee operating at both a
strategic level and an operational level
Capacity to identify areas of work flow improvement and implement change
Ability to manage multiple priorities and meet tight and sometimes conflicting deadlines
Ability to undertake defined projects through to completion
6. Personal Attributes
Effective ability to guide and positively influence key stakeholders within the federated structure
Must be suited to working in a small cohesive team environment
Ensure confidentiality of restricted and sensitive information
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SELECTION CRITERIA
Essential
 Experience in IT vendor management, IT strategy and operational requirements of a small to
medium size business
 Experience in organisation-wide staff engagement
 Demonstrated interpersonal /communication skills including excellent verbal and written skills
 Experience in managing a small yet effective team
 An understanding of sound financial management
 Proven ability in project management
 Proven ability to work collaboratively and flexibly
 Proven ability to engender trust and engagement with internal and external stakeholders
 A minimum of 5 years experience in a similar role.
Desirable
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Demonstrated understanding of the Not for Profit Health sector and/or Federated
Professional Associations.
Integrated IT systems preferably SAPB1
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