Job Description
Title: Patent Renewals Assistant
Location: Leeds (Hybrid)
The Position
This is an exciting opportunity where full training will be provided for the successful candidate to become a Renewals Assistant within the Patent Renewals team.
Renewals is an essential function for HGF and our clients as it ensures that their protected rights remain intact. The team currently consists of three other Renewals Assistants/Officers and this is a newly created role as a result of increased workload.
Key Deliverables
Renewal Processing
* Issue renewal correspondence using standard templates within 48 hours of trigger dates.
* Process patent renewal payments on time with adherence to country-specific rules and no missed deadlines.
Billing & Documentation
* Raise invoices/bills for renewals in accordance with deadlines.
* Produce and file documents (Word/Excel tables, Acrobat PDFs) in a timely manor.
Data Integrity & Compliance
* Create and maintain case records in the electronic system with all mandatory fields completed.
* Maintain a due-date diary and update status changes the same day, ensuring no overdue items.
Communication
* Respond to clients and foreign associates via email within one business day, providing clear, audit-ready updates.
* Liaise with Formalities Officers and Patent Attorneys to progress assigned actions, logging all touchpoints and meeting agreed service levels.
Team Support
* Complete onboarding milestones (adding cases, paying renewals, country requirements) within agreed training timelines and pass spot-checks.
* Provide administrative support to the Renewals Team (forms, document prep, data entry) with zero breaches of confidentiality.
About You
You’ll be highly organised, detail-oriented, and eager to learn. This role is ideal for someone who enjoys working with data, deadlines, and processes in a professional environment. You’ll bring strong administrative experience, excellent communication skills, and the ability to manage multiple priorities with accuracy and composure. A proactive attitude and willingness to learn new systems and processes are essential, along with confidence in handling sensitive information.
* At least one year’s administration experience in a professional services or legal environment.
* Strong ability to self-manage, prioritise workloads, and remain composed under pressure.
* Excellent attention to detail and high standards of accuracy in all tasks.
* First-class communication skills, both written and verbal, with a professional approach.
* Proficiency in Microsoft Office (Outlook, Word, PowerPoint, and Excel) and a flexible, proactive attitude to work.
About HGF:
HGF Limited is one of Europe’s largest intellectual property specialist firms offering a fully integrated IP solution, bringing over 200 Patent Attorneys, Trade Mark Attorneys and IP Solicitors together to provide a full-service IP solution.
With 25 offices across the UK, Ireland, Germany, Netherlands, France, Switzerland & Austria, HGF’s Patent and Trade Mark Attorneys provide specialist technical and legal advice to blue chip organisations and small to medium businesses across the world. Many of our clients are household names and the work HGF does allows them to protect and exploit their inventions, new products and branding.
Why move to HGF?
* HGF takes a transparent and merit-based approach to your career development and you will have the opportunity to shape your long-term progression.
* We’re a firm with a focus on DEI (Diversity, Equality and Inclusion), with a staff led DEI Focus Group, affinity networks and a DEI Board sponsor
* As a business we have a dedicated Learning and Development team focused on career long development of your skills along with a digital learning platform covering a wide range of content
* Benefits including our award winning enhanced parental leave policy, 27 days holiday, bonus scheme and flexible working
HGF Values
People - People matter. We treat people fairly, with respect and compassion. We foster a friendly, inclusive and enjoyable culture for everyone to prosper in. We invest in our people and offer appropriate coaching and training to assist with development and learning. We promote a healthy work-life balance. Progression is based on merit.
Excellence – We strive to be the best. We pursue excellence in all our individual roles resulting in outstanding legal and technical advice for our clients. Our people are pragmatic, responsive and commercially minded. We do not presume but listen to understand so we can engage proactively and appropriately.
Teamwork – We stand together. We work with our clients to protect their interests, and with each other as a mutually supporting firm. We value, appreciate and listen to others, regardless of role, recognising each individual’s particular blend of talent, skill and experience. We are individually and jointly accountable and take responsibility for our actions and decisions.
Progressive – We innovate. We continually improve our services and processes through understanding, creativity, and investment. We evolve by taking opportunities and adopting new business procedures, unencumbered by historical structures or out-of-date attitudes. As a firm, we have an entrepreneurial spirit, and encourage new thinking in our people.