JOB DESCRIPTION & DUTIES
Title: Technical Officials Appointments Officer
Reports to: General Manager / Referee Advisor
DESCRIPTION
The Appointments Officer is responsible for managing referee appointments and supporting the operations of the association’s officiating program. This requires responding to and operationalising fixture information as it relates to referee coverage and appointments. The role ensures timely and accurate referee rostering through Refbook, maintaining compliance records, and assists with the administration and development of the referee program.
The Appointments Officer will work closely with Basketball Victoria and Waverley Basketball Association leadership to ensure appointments are conducted in line with Basketball Victoria's and Association’s standards and frameworks. The Appointments Officer will report directly to the Referee Advisor, overseen by the General Manager.
RESPONSIBILITIES
Compliance
Ensure all referee appointments and administration practices comply with Basketball Victoria’s Child Safety Standards, Member Protection, Tribunal, and other relevant policies.
Assist the association in completing Basketball Victoria’s annual compliance audits relating to referee operations and officiating programs, as needed
Maintain confidentiality and professionalism at all times when handling referee and association information.
Referee Appointments
Manage weekly referee appointments using Refbook across all competitions, ensuring fair (relative to the skill level of all qualified and training officials), and conflict-free rostering.
Referee appointments are to be completed and released in accordance with the following scheduling timelines:
Monday – Thursday Competitions
- Appointments must be finalised and released by Thursday of the week prior to the competition week.
Friday Competitions
- Appointments must be finalised and released by Tuesday of the same week.
Saturday – Sunday Competitions
- Appointments must be finalised and released by Wednesday of the same week.
All timelines are contingent upon competition fixtures being uploaded and finalised in Refbook. Delays in fixture publication may impact the ability to meet these appointment release timeframes.
Communicate appointment details to referees and venue staff directly through Refbook and/or approved communication methods.
Adjust appointments in Refbook as needed due to referee availability changes, emergencies, or unforeseen circumstances.
Adjust and maintain referee conflicts using the approved Refbook function - as needed
Adjust and maintain problem teams using the approved Refbook function - Monthly basis
Liaise directly with Senior and Junior Competition Administrators where fixture discrepancies, late changes, or scheduling issues are communicated that impact referee appointments, coverage, or staffing requirements.
Appointment Officers are responsible for ensuring that referee appointments reflect the highest possible standard of officiating coverage, ensuring the officials rostered best reflect the competition requirements, experience level, and performance capability.
Association-registered officials are to be prioritised for all appointments. Waverley officials are not to be allocated to officiating duties external to the Association unless expressly approved by the Referee Advisor or General Manager.
Work collaboratively with Referee Development Officers to ensure fair referee development across all referees appointed to rosters.
Work collaboratively with the Referee Advisor, A, B and C Grade Referee Coordinators to roster officials appropriately:
To meet the needs of on court referee assessments
Provide referees with opportunities to develop whilst ensuring that referees are appropriately rostered to games to suit their abilities as officials.
Administration
Assist [referee advisor or referee administrator] with payment processes by ensuring appointment data is accurately reflected in Refbook.
Support the scheduling and communication of referee development activities (workshops, meetings) through administrative coordination if required.
Prepare regular internal reports summarising appointments, fill rates, attendance rates, and any key trends, as needed
Stakeholder Relationships
Develop and maintain positive relationships with Basketball Victoria staff and all Association Stakeholders (volunteers & employees) to ensure the best outcome for the Technical Official’s Program in line with your defined roles & responsibilities, reporting lines and communication channels.
Be the primary point of contact for appointment-related enquiries at the association and ensure effective two-way communication with all stakeholders.
Maintain direct working relationships with Senior and Junior Competition Administrators to address fixture-related matters that impact referee rostering, ensuring appointment accuracy and competition coverage are maintained.
Fixture and Rostering Coordination
Act as the officiating liaison where fixture changes impact referee appointments
Implement rostering adjustments required due to confirmed fixture changes (Senior and Junior competition administrators are required to provide 48 hours notice of foreseeable changes. Some instances are unforeseeable yet require attention).
Escalation of unresolved issues impacting officiating to the Referee Advisor
General
Assist with general administrative tasks as required by the association, particularly relating to officiating and appointments.
Work flexible hours, including evenings and weekends, to meet the demands of competition scheduling and appointments.
The role has traditionally been split between 2 appointment officers, a Weekday Appointment Officer, and a Weekend Appointment Officer. This position can be offiered in a similar fashion or combined role.
This is a volunteer role with remuneration/honorarium as an token of appreciation for the role. Please enquire about the weekly remuneration value at the interview.