Role purpose
The IP Administrator is responsible for assisting patent attorneys in accordance with official rules and regulations, and using the firm’s case management system in order to provide a timely and efficient service to their clients.
This role will specialise in Patents.
Principal responsibilities
1. Processing incoming communications to ensure that relevant data is recorded on the firm database (Inprotech)
2. Generating and forwarding documentation to internal and external clients
3. Searching for files and filing of electronic correspondence, in the Document Management System (DMS) and handling communications in a paperless environment
4. Monitoring due date/reminder lists and following up as required
5. Liaising with external parties to resolve queries or obtain instructions
6. Recording service charges and generating invoices when applicable
7. Accessing external information sources to check and retrieve relevant information
8. Working in compliance with the firm’s quality management systems, policies and procedures.
9. Carrying out general administrative duties including copying, scanning, room booking and phone answering
10. Creating, ensuring sign-off and sending standard letters/documents (including reminders) to clients.
This position may encompass various roles designed for our specific business workflows:
11. Case Administrator - recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
12. Filing - preparing and officially filing Intellectual Property Rights (IPR) applications, instructing foreign attorneys and arranging for associated fees to be paid
13. Post Filing - obtaining and submitting all documentation required to progress a filed application
14. Secretarial Role –Assisting fee earners in managing the collation of documents on the electronic file; collating and managing evidence; dealing with the necessary photocopying; collating exhibits to comply with formal requirements and preparing exhibit sheets as required; Producing correspondence, specifications, text and other written material from rough drafts, corrected copies,, using appropriate Office tools
15. Assisting Office Manager organising meetings or events when required
Technical knowledge, professional qualifications and experience
The successful candidate will have:
16. Previous administrative or legal secretarial experience
17. Strong written and verbal communication skills
18. Good IT skills – including MS Office and Outlook
19. Experience of a document management system (preferred but not essential)
20. IP experience (preferred but not essential)
21. Experience working in a paperless environment
In addition, the successful candidate will be able to demonstrate:
22. A self- motivated and pro-active attitude
23. A methodical approach with excellent attention to detail
24. Good organisation and prioritisation skills
25. Strong written and verbal communication skills
26. The ability to work under pressure and to tight deadlines
27. The ability to work independently and as part of a team
Remuneration and benefits
28. Competitive salary dependent on qualification and experience
29. 26 days’ annual holiday plus statutory holidays
30. Hybrid working
31. Contributory pension scheme
32. Life assurance
33. Private medical insurance (after 12 months)
34. Permanent health insurance (after 12 months)
35. Reimbursement of membership fees to professional bodies required for the role
Job Requirements
36. Ability to work effectively both independently and as part of a team
37. Good organisation and prioritisation skills
38. Ability to work under pressure and to tight deadlines
39. Strong written and verbal communication skills
40. Be able to attend the Oxford office two days a week