Just call the registrar and ask for them to email you a personal option exercise form. It should have a BPay reference number, you can just make the payment and it should all be done from what I understand.
No mention of 18 November on the POK notice either: http://hotcopper.com.au/documentdownload?id=uOMxKKzFkiWRTLKhOROKAxjvTUMK4Ay/pnCJq5lJ2/k=
Not sure what your broker is meaning.