OCIES executive roles and responsibilities
As stated in the OCIES Constitution [6 (1)], the Executive Committee comprises a President, Vice-President, Immediate Past President, Secretary, Treasurer and Communications Officer. Specific responsibilities attached to each role are indicated below.
The President is responsible for overall leadership of the OCIES Executive Committee (EC) in ensuring the operations of the Society are aligned with its objectives as stated in the Constitution. Specific responsibilities include:
- chairing the Annual General Meeting and presenting a report on the Society’s activities
- appointing a minimum of 2 tellers to tally AGM ballots and votes
- liaising regularly with Executive Committee members on operational matters each has responsibility for, about planned activities and issues arising, and to provide approvals as required
- Ensure any necessary decisions by the EC are made in a timely and transparent manner
- chairing regular Executive Committee meetings and calling for additional EC meetings as deemed necessary
- acting as cheque signatory alongside the Treasurer
- representing OCIES on the WCCES Executive Committee
- providing oversight of planning for the annual conference and AGM
- maintaining up-to-date knowledge of developments in the CIE field, globally and regionally
- promoting interest and participation in OCIES around the region and beyond
The Immediate Past President contributes to the ongoing work of the Society by drawing on her/his knowledge and experience to support the Executive Committee by:
- participating in Executive Committee meetings and other OCIES activities whenever possible
- advising as required about directions of the Society and its activities, based on their immediate-past experience as President and longer-term involvement in the Society
The Secretary holds responsibility for some of the key administrative and logistical areas, including:
- setting up meetings for the Executive Committee
- maintaining a database of working files and reports
- liaising with the Treasurer regarding OCIES membership and payments
- communicating with members of the society through email
- supporting the Communications Officer as required in development and dissemination of regular newsletters
- ensuring minutes are kept for all official meetings
- preparing the call to the Annual General Meeting
- receiving and tabulating returns on AGM ballots and votes.
The Treasurer is responsible for general oversight of the Society’s finances and must provide a financial report to the AGM each year. Key responsibilities include:
- being a cheque signatory
- banking of all monies paid to OCIES
- reconciling bank accounts at the end of each month
- paying any bills as they fall due and ensuring all invoices/receipts are filed
- issuing receipts and invoices where required
- management of the Paypal account for membership payments including confirming members’ registration and informing the Secretary of new/renewed memberships
- maintaining the Society’s Australian Business Number registration
- attending and presenting financial reports to the AGM
- keeping the Executive Committee updated on financial situation
- developing and maintaining an annual budget and financial management procedures where required and agreed by the Executive Committee
- arranging for accounts to be verified by an independent auditor, as/when required
The Communications Officer has immediate responsibility for providing effective communication within OCIES and between OCIES and the outside world. Key responsibilities include:
- leading the (re)development and employment of the OCIES Communications Strategy as a ‘living document’
- providing and maintaining a platform for members to interact with OCIES Exec and each other
- ensuring all members are informed fully of OCIES activities and events
- improving visibility of OCIES and CIE, regionally and globally
- regular maintenance and updating of the OCIES website to serve interests of members
- development and production of regular electronic newsletters
- ensuring all information provided is up-to-date and accurate
- timely responses to incoming communications.