THE JOURNEY FROM TRAINEE TO A THRIVING OPTICAL DISPENSER
BY APRIL PETRUSMA, CHIEF EXECUTIVE OFFICER, OPTICAL DISPENSERS AUSTRALIA
On average in Australia, the cost to recruit and hire a new employee currently hovers around $23,000 according to the HR Industry Benchmark Survey Australia and New Zealand. However, The good news is that providing appropriate training instantly increases employee retention rates, reducing long-term recruitment costs.
This applies across any industry, including that of optical dispensing. With this in mind, and the fact that the optical dispensing profession is currently seeing a record number of job vacancies, it is important to understand the journey in 2023 for employers looking to hire new trainees. The journey of a new trainee can be broken down into six stages to ensure smooth and successful progression.
1. THE RECRUITMENT PROCESS
Recruitment today is not the same as it was pre-covid. There are more vacancies, it is proving harder to attract the right candidates, and traditional hiring methods are no longer as effective as they used to be. The following recommendations should be considered when seeking a new trainee.
Offer a career, not just a job. Demonstrate that you’re willing to invest in a candidate’s career by offering a packagedtraineeshipinclusiveofCertificateIVtraining and ongoing professional development opportunities.
• Sell the benefits, not the ‘must haves.’ Think about why someone would want to work for you rather than the practice next door and promote it. Rather than making demands like “Must be available Saturdays,” – sound positive instead, “Great work-life balance with no Sundays required.”
• Carefully consider the salary on offer. Is the amount you offer consistent with someone searching for a long-term role?
• Think outside the square beyond the mainstream job advertising platforms. In addition to typical job search websites, advertising should also be considered on company socials, industry forums, industry-specific classifieds such as the Optical Dispensers Australia (ODA) jobs board and through optometry recruitment specialists.
• Don’t be afraid to spend money during the recruitment process. A small cost incurred for placement of a job ad or enlisting the services of a recruitment specialist will be returned to you in masses if you find the right employee.
2. EMPLOYEE INDUCTION
The induction process of any new trainee is vitally important, yet often poorly conducted. A proper induction should set the tone for the company culture, highlight performance expectations, and help the trainee feel welcome. It is important to have a thoughtfully curated plan in place to manage the induction and ensure important information is covered.
Some key areas to cover include:
• Introduce the trainee to the rest of the team.
• Have a clear discussion on company values and history.
• Finalise the contract, payment details and hours of work.
• Provide information on your company policies, including workplace health and safety.
• Set reasonable and appropriate performance expectations and accountability, ensuring the workload is manageable and goals are achievable.
• Discuss the training and development journey including what it will look like, the time it will take, and how competency will be assessed.
After the induction, the trainee should understand their role and responsibilities and employer expectations. Remember, it is to be expected that all trainees will take time to absorb information and adjust to their new workplace. Any perception of excessive expectations and pressure to perform at an unreasonable rate will only have a detrimental effect.
2. INTRODUCTION TO BASIC SKILLS
Following a controlled and sensitive induction to the role, the trainee can be introduced to some basic, practical dispensing skills. With consent from the patient, allow the trainee to follow an experienced optical dispenser through a series of dispenses. The trainer should discuss the key tasks being performed as they are completed and once the trainee has been well informed, they can begin practising some basic practical skills themselves.
Taking a PD measurement with the pupillometer under guidance, practising adjustments on frames that are not fit for sale, or operating a digital vertometer are all good places to start. Over time and with practice, the trainee will gain confidence and competence in these seemingly simple tasks, which is ultimately setting them up for success when they begin their formal training.
3. PREPARATION FOR THE CERTIFICATE IV IN OPTICAL DISPENSING COURSE
The trainee has known from the outset that enrolment into a certified dispensing course was coming, so both parties should be well prepared when it is time to begin. Student progress records and feedback indicate that it’s beneficial to allow time for settling into the new role before embarking on this next stage of learning. The Australasian College of Optical Dispensing (ACOD) suggests that three to six months is normally enough time to learn some basic skills and adjust before commencing their Certificate IV course.
5. ONGOING SUPPORT
The trainees will generally undergo a flexible study course between 12 and 18 months in a blended face-to-face learning program. They will be formally trained in a variety of relevant areas including theory and practical subjects. The support of the employer and supervisor through this development period is crucial. The attainment of the Certificate IV in Optical Dispensing qualification is a big achievement and should not be undervalued.
For many trainees, it is their first tertiary education experience and an opportunity to gain a sense of achievement. The support and encouragement of the workplace help make all this possible. Every trainee needs the opportunity to practise the skills they are learning in the course, even if they differ from those practised in their individual workplace, and should be offered ongoing encouragement and feedback.
6. CONTINUING PROFESSIONAL DEVELOPMENT (CPD)
A qualification will equip optical dispensers with a wealth of knowledge and a high level of skills to serve their patients, but in an ever-evolving industry where new technology and products are being developed all the time, the learning shouldn't stop there.
CPD is key in maintaining professional standards, relevance, and currency within any vocation, including optical dispensing. Even when it is not mandatory, it is important because it helps to maintain and enhance knowledge and skills and ensures continued competence.
An optical dispenser’s ongoing development must be nurtured, as in the long term, it will assist in overall performance and job satisfaction, retention and career advancement. Optical dispensers can access several places post-qualification CPD, including through Optical Dispensers Australia (ODA), industry wholesalers, ophthalmic media publications, and RTO’s.
