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Intellectual Property Administrator

4 months ago

Oxford, United Kingdom Marks & Clerk LLP Full time

**Help shape the future of intellectual property. **Marks & Clerk LLP is the leading and largest firm of Patent and Trade Mark attorneys in the UK with over 60 partners and 350 employees. Our attorneys are highly skilled in all technical fields. We have 8 offices in the UK: London, Oxford, Cambridge, Birmingham, Manchester, Edinburgh, Glasgow and Aberdeen.

**Role Purpose**

**Principal responsibilities**

General secretarial responsibilities will include:

- Producing correspondence, specifications, text and other written material from rough drafts, corrected copies, voice recordings, dictation or previous versions, using appropriate Office tools
- Carrying out general administrative duties including e-filing, room booking, post franking and arranging courier, phone answering and providing occasional reception cover
- Setting up new client records on the Intellectual Property management system (Inprotech), diarising any deadlines, and working proactively with fee earners to ensure work is completed on time
- Requesting extensions as required by the fee earner and updating changes to deadlines on Inprotech
- Creating, ensuring sign-off and sending standard letters/documents (including reminders) to clients
- Assisting fee earners in managing the collation of documents on the file; collating and managing evidence; dealing with the necessary scanning; collating exhibits to comply with formal requirements and preparing exhibit sheets as required
- Ensuring all associated disbursements and service charges are properly recorded into the billing management system

IP Administration responsibilities will include:

- Processing incoming post to ensure that relevant data is recorded on the systems
- Handling communications in a paperless environment
- Generating and forwarding documentation to internal and external clients (primarily in electronic format)
- Locating files and filing of correspondence electronically in the document management system (DMS)
- Checking documents and exception reports for errors
- Monitoring due date/reminder lists and follow up as required
- Liaising with external parties to resolve queries or obtain instructions
- Accessing external information sources to check and retrieve relevant information
- Working in compliance with the Firm’s quality management systems and policies
- Carrying out various roles designed for our specific business workflows including: Case Administration, Filing, Post Filing, Information Disclosure Statement (IDS), European Patent Office Grants, and Recordals

**Technical knowledge, professional qualifications and experience**
- Previous legal secretarial experience
- IP experience (preferred but not essential)
- Experience working in a paperless environment (preferred but not essential)
- Experience working remotely (the role is office based with some scope for flexible working)
- Good typing skills including audio and copy typing (preferred but not essential)
- Good IT skills - including MS Office and Outlook
- Experience of a document management system (preferred but not essential)
- Strong written and verbal communication skills
- A self-motivated and pro-active attitude
- A dynamic approach with excellent attention to detail
- Good organisation and prioritisation skills
- The ability to work under pressure and to tight deadlines
- The ability to work independently and as part of a team
- The ability to remotely until required to return to the office (Covid-19)

**Remuneration and benefits**
- Competitive salary dependent on qualification and experience
- 26 days annual holiday plus statutory holidays
- Contributory pension scheme
- Life assurance
- Private medical insurance (after 18 months)
- Permanent health insurance (after 2 years)
- Reimbursement of membership fees to professional bodies required for the role

**Job Type**: Temporary contract
Contract length: 12 months

**Benefits**:

- Company pension
- Free flu jabs
- Free parking
- Life insurance
- On-site parking

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Oxford: reliably commute or plan to relocate before starting work (required)

**Experience**:

- UK legal secretarial or relevant legal administration: 2 years (required)

Work Location: One location

Application deadline: 24/03/2023
Reference ID: IP administrator - Oxford
Expected start date: 10/04/2023