This role supports Patent Attorneys by managing and organizing large volumes of documents and files. The successful candidate will maintain accurate filing systems, distribute incoming correspondence via mail, fax, and email, and prepare outgoing mail and parcels for UK and international delivery.
Working as part of a team of six, they will also provide administrative support to ensure professionals have the information they need. High attention to detail and strong organizational skills are essential, as accuracy underpins the effectiveness of the entire office.
About You
You’ll bring previous office experience and a solid understanding of filing systems, ideally gained within a legal practice, but legal experience is not essential. Accuracy is key in this role, so excellent attention to detail and very high standards are essential. You’ll be able to retain and apply information effectively to ensure consistent processing of documents.
* Maintain and organize electronic filing systems.
* Monitor multiple email inboxes, attaching documents to e-files and routing to the correct person.
* Check internal and government portals to ensure official documents are processed accurately.
* Upload and distribute received faxes to relevant team members.
* Assist with preparing files for archiving and storing original documents for key clients.
* Open, log, scan, and distribute incoming mail; prepare outgoing mail and case bundles for UK and overseas delivery.
* Complete documentation for special postal services and arrange courier collections.
* Frank mail and ensure timely collection by Royal Mail.
* Liaise with stakeholders to ensure correspondence is processed and forwarded promptly.
* Support general office tasks, including accepting deliveries, ordering stationery, and maintaining supplies.
Benefits
* 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.
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