IP Administrator

2 months ago

Aberdeen, Aberdeen City, United Kingdom Marks & Clerk Full time

Job Summary

The IP Administrator will play a crucial role in supporting patent attorneys in their daily tasks, ensuring compliance with official rules and regulations, and utilizing the firm's case management system to provide a timely and efficient service to clients.

Key Responsibilities

  • Process incoming communications to ensure accurate data recording on the firm's database (Inprotech)
  • Generate and forward documentation to internal and external clients
  • Search for files and file electronic correspondence in the Document Management System (DMS) and handle communications in a paperless environment
  • Monitor due date/reminder lists and follow up as required
  • Liaise with external parties to resolve queries or obtain instructions
  • Record service charges and generate invoices when applicable
  • Access external information sources to check and retrieve relevant information
  • Work in compliance with the firm's quality management systems, policies, and procedures
  • Perform general administrative duties, including copying, scanning, room booking, and phone answering
  • Create, ensure sign-off, and send standard letters/documents (including reminders) to clients

Business Operations

  • Case Administration - record events, process documentation, send reminders, and ensure case record information is up-to-date and accurate
  • Workflow Coordination - review and direct all incoming correspondence (mail, email, online portals)

Requirements and Qualifications

  • Previous administrative or legal secretarial experience
  • Strong written and verbal communication skills
  • Good IT skills, including MS Office and Outlook
  • Experience with a document management system (preferred but not essential)
  • IP experience (preferred but not essential)
  • Experience working in a paperless environment

Personal Qualities

  • Self-motivated and proactive attitude
  • Methodical approach with excellent attention to detail
  • Good organization and prioritization skills
  • Strong written and verbal communication skills
  • Ability to work under pressure and meet tight deadlines
  • Ability to work independently and as part of a team

Benefits

  • Competitive salary dependent on qualification and experience
  • 26 days' annual holiday plus statutory holidays
  • Hybrid working
  • Contributory pension scheme
  • Life assurance
  • Private medical insurance (after 12 months)
  • Permanent health insurance (after 12 months)
  • Reimbursement of membership fees to professional bodies required for the role

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