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
* Processing incoming communications to ensure that relevant data is recorded on the firm database (Inprotech)
* Generating and forwarding documentation to internal and external clients
* Searching for files and filing of electronic correspondence, in the Document Management System (DMS) and handling communications in a paperless environment
* Monitoring due date / reminder lists and following up as required
* Liaising with external parties to resolve queries or obtain instructions
* Recording service charges and generating invoices when applicable
* Accessing external information sources to check and retrieve relevant information
* Working in compliance with the firm’s quality management systems, policies and procedures.
* Carrying out general administrative duties including copying, scanning, room booking and phone answering
* 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 :
* Case Administrator - recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
* Filing - preparing and officially filing Intellectual Property Rights (IPR) applications, instructing foreign attorneys and arranging for associated fees to be paid
* Post Filing - obtaining and submitting all documentation required to progress a filed application
* 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
* Assisting Office Manager organising meetings or events when required
Technical knowledge, professional qualifications and experience
The successful candidate will have :
* Previous administrative or legal secretarial experience
* Strong written and verbal communication skills
* Good IT skills – including MS Office and Outlook
* Experience of a document management system (preferred but not essential)
* IP experience (preferred but not essential)
* Experience working in a paperless environment
In addition, the successful candidate will be able to demonstrate :
* A self- motivated and pro-active attitude
* A methodical approach with excellent attention to detail
* Good organisation and prioritisation skills
* Strong written and verbal communication skills
* The ability to work under pressure and to tight deadlines
* The ability to work independently and as part of a team
Remuneration and benefits
* Competitive salary dependent on qualification and experience
* 26 days’ annual holiday plus statutory holidays
* Hybrid working
* Contributory pension scheme
* Life assurance
* Private medical insurance (after 12 months)
* Permanent health insurance (after 12 months)
* Reimbursement of membership fees to professional bodies required for the role
Job Requirements
* Ability to work effectively both independently and as part of a team
* Good organisation and prioritisation skills
* Ability to work under pressure and to tight deadlines
* Strong written and verbal communication skills
* Be able to attend the Oxford office two days a week
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