iHV Virtual Training Host/Training Administrator Emsworth, England
Job description
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
