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.
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. Workflow Coordinator – reviewing and directing all incoming correspondence (mail, email, online portals)
Technical knowledge, professional qualifications and experience
The successful candidate will have:
13. Previous administrative or legal secretarial experience
14. Strong written and verbal communication skills
15. Good IT skills – including MS Office and Outlook
16. Experience of a document management system (preferred but not essential)
17. IP experience (preferred but not essential)
18. Experience working in a paperless environment
In addition, the successful candidate will be able to demonstrate:
19. A self- motivated and pro-active attitude
20. A methodical approach with excellent attention to detail
21. Good organisation and prioritisation skills
22. Strong written and verbal communication skills
23. The ability to work under pressure and to tight deadlines
24. The ability to work independently and as part of a team
Remuneration and benefits
25. Competitive salary dependent on qualification and experience
26. 26 days’ annual holiday plus statutory holidays
27. Hybrid working
28. Contributory pension scheme
29. Life assurance
30. Private medical insurance (after 12 months)
31. Permanent health insurance (after 12 months)
32. Reimbursement of membership fees to professional bodies required for the role
Job Requirements
33. Ability to work effectively both independently and as part of a team
34. Good organisation and prioritisation skills
35. Ability to work under pressure and to tight deadlines
36. Strong written and verbal communication skills