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Institute of Health Visiting

Job Description

Job Title: iHV Virtual Training Host/Training Administrator

Reports to: Head of Training

Accountable to: Head of Operations

Salary: £21,478- £24,905 (or £12,887 - £14,943, pro-rata 0.6 FTE)

plus 10% pension contribution

Terms of employment 1 year in the first instance with the possibility of

extension

Hours of work: 22.5 hours - worked over 3 days per week

Location: Emsworth, Hampshire – working from home and local

office base as required

Key Relationships: Head of Training, Training team/facilitators, Corporate Team

Summary of Job Purpose

The iHV provides multi-agency training programmes (not just for health visitors) which are highly acclaimed and well-evaluated, with a reputation for our training particularly in the field of perinatal and infant mental health (PIMH). These training events are commissioned by public sector regional bodies and other health and social care organisations nationally for workforce training. The COVID-19 pandemic changed the format of delivery of the training events which we deliver using online platforms, and we are now seeing a return to some face-to-face training events which require a different system of administration.

The Virtual Training Host/Training Administrator role is key to supporting the delivery of online and face-to-face training programmes across the UK. A vital element of this role is the technical coordination of events, acting as technical host on Zoom (or other platforms) alongside the trainers for the online training. The role also involves overseeing a broad range of administrative tasks that underpin successful training and events delivery.

Areas of Responsibility

1. Hosts the online events confidently (alongside trainers) according to the specific lesson plans/ agendas for the event. This will include (not exclusively): a) Admitting participants and keeping records of attendance b) Communicating well with participants with access issues at start, and problem- solving any issues throughout the day c) Supporting the trainers by seeking solutions and problem-solving technical glitches that arise calmly and efficiently d) Creating breakout rooms and managing attendees transfer to those breakout facilities (where available) and interacting with attendees e) Sharing PowerPoint presentations on screen for the trainers and stopping presentation and playing films at key points f) Saving key data from the events and highlight reporting to Training Programme

Manager/Head of Training

2. Sets up events – e.g. virtual training events using agreed settings on agreed online platforms for the dates scheduled, or alternately set up face-to-face training events and book and liaise with venues regarding any booked events to ensure smooth delivery

3. Communicates with trainers/speakers for iHV training events by email/phone/meeting – e.g. booking and liaising with speakers for events, sending trainers and speakers concise and accurate info to support event delivery

4. Communicates with participants for training – e.g. dealing with enquiries from potential new participants and current participants in timely manner, logs details in database in line with

GDPR

5. Supports participant preparation for specific delegated events – e.g. tracking participant confirmation of attendance, sending preparation and pre-reading, inputting evaluation survey questions and monitoring of participant completion of online evaluation

6. Supports post-training activity – e.g. sending out follow up information and evaluations, provide access to the Training Resources Hub and the iHV Learn site, responding to enquiries from participants related to access to these sites

7. Supports any additional training preparation required for any face-to-face training events – e.g. venue booking and liaison, booking of travel and accommodation, and preparation and sending of identified paper training resources (attending the local iHV office to prepare as required)

8. Remains up-to-date and familiar with Zoom and MS Teams programme changes and improvements, ensuring that participant guidance in use reflects ongoing changes and that trainers are updated and are utilizing the functions and improvements coming online within their delivery.

9. Monitors own wellbeing and asks for help when needed – the post requires long days and flexible working, managing virtual training events through being responsible for the technical elements of delivery as part of a training team. The training topics and discussions can be highly sensitive in nature and support will be available for debriefing as required.

Person Specification

• Confident onscreen presence – you need to be engaging and remain engaged throughout whole day training events online with excellent oral communication skills – you will be the host receiving participants on our training programmes, and additional electronic and written communication skills to support email communication with a range of stakeholders and participants
• Strong IT skills are essential – you need ability to use Zoom, MS Teams and other platforms proficiently to support virtual training events. You will need to be proficient in the use of all Microsoft Office applications, knowledge of Adobe programmes, and some knowledge of platforms e.g. Eventbrite, SurveyMonkey and learner management systems desirable
• Experienced administrator and team worker - strong organisational and administrative skills are essential, with the ability to manage multiple priorities for planned training events for this project with only minimal direct supervision
• Ability to anticipate training needs, discern work priorities, and meet deadlines under pressure
• Prepared to work flexibly e.g. provide support across the iHV team when asked
• Marketing, social media and digital skills desirable

Institute of Health Visiting

Person Specification

Post Title: iHV Virtual Training Host/Training Administrator

Criteria Essential Desirable Method of

Assessment

Qualifications High level of numeracy and literacy, Application as evidenced by qualification Interview

Certificates

IT literacy qualification e.g. ECDL or equivalent experience

Experience Significant experience in coordination Experience of Application and administration using platforms Interview e.g. Survey References

Experience in supporting preparation Monkey, of reports Eventbrite

Experienced in use of online meeting platforms e.g. Zoom, MS Teams

Competent use of Microsoft Word,

PowerPoint, Excel, Outlook

Skills, Ability, Ability to work under pressure and Application

Knowledge prioritise own workload to tight Interview deadlines References

Excellent organisational and planning skills

Good communication skills (oral, written and verbal)

Ability to use own initiative and work with minimal supervision

Ability to work from home at times – i.e. access to reliable, quality internet connection required

Ability to work effectively as a team member in our local office

Ability to deal with multiple, simultaneous issues and tasks

Ability to maintain confidentiality

Personal Commitment to team-working, and Application

Attributes respect and consideration for the Interview skills of others References

Behaviours Commitment to and focused on Actively Application

and Values quality, promoting high standards in develops Interview all they do themselves and References supports others

Values diversity and difference, to do the same operates with integrity and openness

Other Ability to travel to work Interest in Application working in the Interview

Able to work flexibly at times to meet charitable References the needs of the role sector to improve

Able to attend the occasional children’s lives meeting/event in person, across the

UK

Working across the iHV teams and supporting other iHV administration requirements on occasions

Date: February 2023

General responsibilities applying to all staff:

The post holder is required to follow iHV policies and procedures, specifically noting general responsibilities applying to all staff:

Confidentiality / Data Protection / Freedom of Information / Information Governance/ IT security

All staff members are obliged to adhere to the iHV Information Security Awareness Policy and comply with the General Data Protection Regulations (2018) and the Data Protection Act (2018) and any subsequent updates, to ensure the lawful processing, storing and sharing of data. These responsibilities include complying with national guidance (such as the NHS Confidentiality Code of

Practice) and with local policies and procedures (such as a local Trust's Confidentiality policy) when working on projects with external partners.

The unauthorised passing on of information pertaining to any individual’s personal, or sensitive data is a serious matter. Unauthorised disclosure warrants consideration of disciplinary action and risks legal action by others. Health professionals may also be subject to action by their regulatory bodies.

All staff are responsible for ensuring no actual or potential security breaches occur as a result of their actions. Any member of staff observing a data protection or ICT Security incident must raise an incident report in accordance with the iHV Risk Management Process and provide their line manager and iHV IT support, where relevant, with full incident details.

Equal Opportunities

Post holders must, at all times, fulfil their responsibilities with regard to the Institute’s Equal
Opportunities and Equality Policies.

The Institute of Health Visiting is fully committed to the active promotion of equality and diversity in everything that we do. We want to enable an organisational culture that values diversity and demonstrates due regards to the characteristics of the Equality Act (2010) through our employment practices, the work that we do and the products and resources that we produce. We are committed to encouraging equality and diversity among our staff and eliminating unlawful discrimination.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that the organisation’s health and safety policies and procedures are complied with to maintain a safe working environment.

Risk Management

All post holders have a responsibility to report risks such as delays in delivering work programmes.

Appraisal

All staff are required to partake in a joint annual review of their work which appraises performance and behaviours, including 360 appraisal.

Values and Behaviours

The iHV has developed a clear vision for the direction of the organisation. A set of values and behaviours have also been developed and agreed to underpin this vision. All iHV employees will be expected to demonstrate an understanding of and commitment to these values and behaviours, which are reviewed through the appraisal processes.

Flexible Working

As an organisation, the iHV is committed to supporting flexible working arrangements when possible if they do not interfere with the successful delivery of the post holder’s responsibilities.

Safeguarding children and vulnerable adults

Post holders have a general responsibility for safeguarding children and vulnerable adults in the course of their work.

A DBS check will form part of the terms of employment for some staff - staff will be required to provide the relevant DBS check, in accordance with the activities required for their specific role based on what the law allows. This will be reviewed on an individual basis by the iHV by considering the activities being carried out by the post-holder and whether they are eligible for DBS checks.

Visa restrictions

Entitlement to work in the UK.

Institute of Health Visiting

Job Types: Part-time, Temporary contract
Contract length: 12 months
Part-time hours: 22.5 per week

Salary: £12,887.00-£14,943.00 per year

Benefits:

• Company pension
• Free parking
• On-site parking
• Sick pay
• Work from home

Schedule:

• Monday to Friday

Supplemental pay types:

• Bonus scheme
• Performance bonus
• Yearly bonus

Work Location: Hybrid remote in Emsworth

Application deadline: 03/03/2023
Expected start date: 03/04/2023