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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 timely and efficient service delivery to clients. This position requires strong organizational skills, attention to detail, and excellent communication abilities.

Key Responsibilities

  • Process incoming communications, recording relevant data 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)
  • 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 to clients

Technical Requirements

  • 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

What We Offer

  • 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

Requirements

  • Ability to work effectively both independently and as part of a team
  • Good organisation and prioritisation skills
  • Ability to work under pressure and to tight deadlines
  • Strong written and verbal communication skills