Role purpose
To The IP Administrator will play a pivotal role in supporting clients and attorneys throughout the life cycle of an application from filing through to registration and beyond. You will communicate directly with clients, attorneys and third parties, maintain the firm’s case management system and proactively work to ensure client requirements and deadlines are met.
Principal responsibilities
1. Processing incoming communications & instructions to ensure that relevant data is recorded on the firm database (Inprotech).
2. Create new cases and name records on Inprotech then starting or progressing the corresponding workflow.
3. Monitoring due date/reminder lists and following up as required.
4. Preparation of packages ready for filing/submission on various IPO portals or instructing foreign associates.
5. Provide administrative document management support to fee earners such as organising and maintaining electronic case files and drafting correspondence.
6. To be familiar with client requirements and ensure they are consistently met.
7. Generating and forwarding documentation to internal and external clients.
8. General administrative duties including copying, scanning, room booking and phone answering.
9. General formalities admin support as required.
10. Training of counterparts.
11. Work in compliance with the Firm’s quality management systems and policies.
Technical knowledge, professional qualifications and experience
The successful candidate will have:
12. Previous administrative or legal secretarial experience
13. Strong written and verbal communication skills
14. Good IT skills – including MS Office and Outlook
15. Experience of a document management system (preferred but not essential)
16. IP experience (preferred but not essential)
In addition, the successful candidate will be able to demonstrate:
17. A self-motivated and pro-active attitude
18. A methodical approach with excellent attention to detail
19. Good organisation and prioritisation skills
20. Strong written and verbal communication skills
21. The ability to work under pressure and to tight deadlines
22. The ability to work independently and as part of a team
Remuneration and benefits
23. Competitive salary dependent on qualification and experience
24. 26 days’ annual holiday, plus statutory holidays
25. Hybrid working
26. Contributory pension scheme
27. Life assurance
28. Private medical insurance (after 12 months)
29. Permanent health insurance (after 12 months)
30. Reimbursement of membership fees to professional bodies required for the role
Job Requirements
31. Excellent time management and organisational skills
32. Ability to work independently and as part of a team
33. Excellent attention to detail