Personal Assistant

3 weeks ago

Sheffield, United Kingdom Withers & Rogers Full time
Personal Assistant - IP Administrator
Sheffield, South Yorkshire
Withers & Rogers is one of Europe’s largest dedicated intellectual property law firms, with offices across the UK, Paris and Munich. Established more than 130 years ago, we remain as passionate as ever about making intellectual property work to our client’s best advantage. Today, our clients include many renowned, innovative organisations from across Europe, North America, and Asia.
We believe that our patent and trademark attorneys, support, and operations staff have a breadth of expertise and a depth of specialist sector knowledge that is second to none. Our purpose is building trusting relationships and our vision is to be an independent, responsible, sustainably profitable, and globally focused firm, known for building trusting relationships.
The Role
This is a permanent position based in one of our UK offices: Bristol, Sheffield or Warwick. Hybrid working options, including working from home, are available.
We are open to both full-time and part-time applications. Please let us know whether you are looking for a full-time or part-time position as well as your preferred working hours during the application process.
In this role, your responsibilities will include:
- Managing own and team inboxes, processing emails and post (both hard copy and electronic), updating our case management system and acknowledging receipt, where appropriate.
- Arranging UK and foreign travel (arranging travel, visas, and accommodation) where needed.
- Full secretarial support including all typing of documents including letters, emails, and patent specifications.
- Preparation of documents, briefing papers, reports, and presentations.
- Managing and submitting expenses for processing.
- Accurate and daily maintenance of computerised case management system, including following workflows and generating standard correspondence from templates, and liaising with Records and Accounts departments, as well as sister company Withers & Rogers Renewals.
- Preparation of official forms for UK, European and other patent applications, and design applications where necessary, including use of online filing software, the payment of official fees and reporting accurately.
- Accurate preparation and processing of invoices, using e-billing systems where necessary.
- Organising and prioritising own workload and keeping a level-headed approach in a busy working environment.
- Accurately following Withers & Rogers processes and procedures, and client-specific processes and procedures where applicable.
About You
To join us as a Personal Assistant - IP Administrator, you’ll need:
- PA or patent administration experience is preferred.
- Good communication skills and ability to interact with all levels of internal and external contacts.
- Attention to detail and pride in work product.
- Ability to balance and prioritise workload, remain composed and level-headed during periods of particularly busy activity, and be proactive in helping other members of the team. Ability to manage an attorney's emails, judge urgency, and action as required.
- Good Microsoft package skills particularly Outlook, Word and Excel (essential), with ideally an understanding of case management systems and experience of following/generating standard procedures and templates for repeat tasks.
- The desire to learn and a willingness to become involved.
- Ability to work individually and within a team.
Your Rewards
- Competitive salary
- Benefits such as a healthcare cash plan and additional holiday purchase scheme
- Flexible working options
- Enhanced Parental Leave options
- Positive and welcoming work environment
Applications will be reviewed as they are received so early applications are encouraged.
We foster a supportive and inclusive culture where employees are encouraged to broaden their knowledge, challenge themselves and share their ideas.
If you think you have the skills to succeed, we would love to hear from you

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