Receptionist & Hr Administrator

Job Details: Receptionist & HR Administrator Full details of the job.
Vacancy Name: Receptionist & HR Administrator
Vacancy No: VN483
Employment Type: Permanent
Location of role: Oxford, UK
Key Responsibilities: MAIN PURPOSE OF JOB:
This is a hybrid role mainly focused around Reception but also encompassing administrative support to the HR Team. The time allocation for the different components of the role is variable subject to the needs of the business.
Reception:
• Being a first point of contact and sign in visitors, ensuring they feel welcomed to Immunocore's offices.
• Ensuring the reception area is neat and tidy at all times & managing the relationship with site related vendors such as supplier of stationery/consumables as appropriate.
• Forwarding call messages that come into the company, ensuring they get to the appropriate person.
• Dealing with incoming and outgoing mail, ensuring mail gets to where it needs to be.
• Issuing pass cards to employees and contractors where necessary and ensuring pass cards are returned.
• Maintain an adequate supply of stationery items for the site and ordering ad hoc items where necessary.
• Ordering refreshments for the site, including milk, tea, coffee etc. Assisting with the company's catering arrangements for internal & external events, including booking and setting up lunches and setting up coffee for visitors, ensuring meeting participants are well looked after, clearing down meeting rooms on completion.
• Prepare welcome pack for all new starters.
• Raising POs and submitting expenses via NetSuite.
• Ordering taxis, producing name badges ensuring prospective employees are well looked after.
• Organising meeting room diaries when required for all staff, ensuring best use of meeting room facilities.
• Assisting with scheduling of candidate interviews where requested.
HR Administration:
• Providing comprehensive administrative support for all HR activities including:
o Carry out all administrative duties relating to the candidate/employee lifecycle in a timely manner,
o Preparing letters, documents, spreadsheets and communications, including contracts of employment and references using the most effective processes and methods (mail-merging, formulae, etc.) to ensure all appropriate parties are kept well informed,
o Enter and maintain accurate data on HRIS (PeopleCore) and payroll systems, including but not limited to:
Processing changes to employee's circumstances, including preparing accurate and effective documentation/communication,
Processing leavers, including preparing accurate, relevant documentation and updating systems accordingly. Co-ordinating exit interviews as required,
Accurately administer key employee lifecycle processes (for example maternity/paternity/employee benefits changes).
o Filing and logging employee absences and all changes on ADP and/or PeopleCore.
• Collaborating with HR Operations, HRBP, L&D, Payroll and Talent Acquisition supporting the candidate transition from prospect to employee, including offer management, document management, FAQ's, referencing, induction and advanced on-boarding.
• Support the new joiner onboarding process from start to finish, including checking right to work and benefits enrolment.
• Support of HR cyclical processes including year-end compensation, talent management and succession planning, employee surveys, diversity and equality reporting, and various other projects/ad-hoc requests.
• Partner with internal HRBPs, Payroll, Learning & Development, Talent Acquisition, to resolve manager and employee questions within defined timelines.
• Support the L&D function with tasks including but not limited to:
o Providing administrative support for training initiatives, including preparing materials and managing training databases.
o Booking meeting rooms and sending out invites.
o Assisting with the booking of external training - venues, lunches etc.
o Assisting with curating and reporting on training activities in LMS / Skillsoft
o Issuing joining instructions and pre-course work.
o Ensuring procedures are followed by employees and third-party suppliers - purchase orders etc.
o Organizing and maintaining L&D information neatly and efficiently e.g. program wait lists
o Responding professionally to internal and external inquiries via email, teams, virtual meetings, or in person.
• Liaising with candidates, employees and external agencies/suppliers of services as required.
• Ensuring that the end-to-end HR process supports a positive employee experience at all times.
• Assist with maintaining HR related compliance.
• Facilitate site events and activities to support employee engagement, wellness, etc.
• Providing ad-hoc administrative support to the HR team not otherwise covered in this job description, as necessary and in line with business requirements.
EXPERIENCE & KNOWLEDGE: Essential:
• Previously provided reception/administrative support in fast-paced environment.
• Excellent customer service.
• Good numerical skills.
• Ability to work independently as well as part of a team.
• Maintain standards of strict confidentiality with respect to all matters, information and documents.
• Good working knowledge of Microsoft applications such as Excel, Access, Word, and Outlook.
• Consistent professional attitude and appearance.
• Good Communication skills - Ensuring information and work is passed on correctly and in a timely way to those who depend on it.
• Shown flexibility and willingness to learn new techniques and practices.
• Following instructions and protocols
• Attention to detail.
• Accuracy in maintaining records
• Teamwork - Working cooperatively as part of a team
Desirable:
• Previous HR administration experience.
• Basic/intermediate knowledge of HR processes, policies, and legislation.
• Experience of working with payroll systems, e.g. ADP and HR Information Systems, e.g. SAGE People
• College degree or equivalent education and experience.
KEY BEHAVIOURAL ATTRIBUTES – ALL STAFF:
• Openness and honesty: Readily offering information pertaining to work in hand whether positive or negative.
• Taking responsibility: Being prepared to accept full responsibility for tasks entrusted to them; seeing tasks through to completion and dealing with the consequences of failure or success.
• Flexibility: Being flexible to new ideas and approaches; changes of plans, objectives and/or priorities. Handling disjointed tasks effectively.
• Team spirit: Being able to work productively with others to achieve tasks. Showing consideration for the needs and feelings of others.
SPECIFIC BEHAVIOURAL ATTRIBUTES:
• Attention to Communication: Ensuring information and work is passed on correctly and in a timely way to those who depend on it.
• Written & Oral Communication: Writing and speaking clearly to share thoughts and information concisely and appropriately.
• Diagnostic Information Gathering: Identifying the information required to clarify a situation, asking questions when required.
• Results Orientated: Focusing on desired results, seeking help and support to overcome obstacles in a timely manner.
• Thoroughness: Ensuring work and information provided is complete, carefully checking and seeking additional support to help achieve this if needed.
• Managing Self Performance: Works to specific and measurable goals, seeking support and advice when dealing with unfamiliar or new issues.
• Analytical Thinking: Tackling day –to-day problems using a logical and systematic approach, identifying discrepancies and inconsistencies.
About the Company:
Immunocore (NASDAQ: IMCR) is a pioneering, commercial-stage T cell receptor biotechnology company whose purpose is to develop and commercialize a new generation of transformative medicines which address unmet patient needs in oncology, infectious diseases and autoimmune disease. Our leaders in R&D are internationally recognised as some of the biotech industry's most successful drug developers. We are creating not just an environment where great minds can interact but an innovation powerhouse answering the big questions.

Focused on delivering first-in-class biological therapies to patients, we have developed a highly innovative soluble TCR platform. Our ImmTAX molecules underpin a new generation of precision engineered drugs that harness the immune system to treat a broad spectrum of diseases with high unmet medical need, including oncology, infectious diseases and autoimmune diseases.

At Immunocore, we recognize that our employees are our greatest asset. We value the unique contributions each person brings to our team. By embracing Science, Trust, Respect, Integrity, Diversity, and Entrepreneurship (STRIDE), we create an environment where collaboration thrives, ideas flourish, and transformative changes happen. STRIDE represents more than just letters; it embodies our shared identity and drives our mission. We are dedicated to developing breakthrough therapies that transform patients' lives, advancing medicine, and supporting one another in these pursuits.

Immunocore is proud to be an equal opportunity employer. As such, we are committed to fostering an inclusive workplace where everyone feels valued, respected, and empowered. We encourage applications from individuals of all backgrounds, regardless of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, or any other characteristic protected by law.
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