Intellectual Property Administrator
6 days ago
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 to 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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