IP Administrator

4 days ago

Aberdeen, Aberdeen City, United Kingdom Marks & Clerk Llp Full time
Job Description

**About the Role**

We are seeking a highly organized and detail-oriented IP Administrator to join our team at Marks & Clerk LLP. As an IP Administrator, you will play a crucial role in assisting patent attorneys in accordance with official rules and regulations, and using our case management system to provide a timely and efficient service to our clients.

Key Responsibilities

  • Communication and Data Management: Process incoming communications to ensure that relevant data is recorded on our firm database (Inprotech).
  • Documentation and Filing: Generate and forward documentation to internal and external clients, and search for files and filing of electronic correspondence in our Document Management System (DMS).
  • Due Date and Reminder Management: Monitor due date/reminder lists and follow up as required.
  • Liaison and Communication: Liaise with external parties to resolve queries or obtain instructions.
  • Financial Management: Record service charges and generate invoices when applicable.
  • Research and Information: Access external information sources to check and retrieve relevant information.
  • Compliance and Quality: Work in compliance with our firm's quality management systems, policies, and procedures.
  • Administrative Support: Carry out general administrative duties, including copying, scanning, room booking, and phone answering.
  • Document Creation and Sending: Create, ensure sign-off, and send standard letters/documents (including reminders) to clients.

Additional Responsibilities

  • Case Administration: Record events, process documentation, send out appropriate 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

  • Administrative Experience: Previous administrative or legal secretarial experience.
  • Communication Skills: Strong written and verbal communication skills.
  • IT Skills: Good IT skills, including MS Office and Outlook.
  • Document Management: Experience of a document management system (preferred but not essential).
  • IP Knowledge: IP experience (preferred but not essential).
  • Paperless Environment: Experience working in a paperless environment.

Personal Qualities

  • Self-Motivation: A self-motivated and pro-active attitude.
  • Methodical Approach: A methodical approach with excellent attention to detail.
  • Organisation and Prioritisation: Good organisation and prioritisation skills.
  • Communication Skills: Strong written and verbal communication skills.
  • Pressure Management: The ability to work under pressure and to tight deadlines.
  • Teamwork: The ability to work independently and as part of a team.

Remuneration and Benefits

  • Salary: Competitive salary dependent on qualification and experience.
  • Holidays: 26 days' annual holiday plus statutory holidays.
  • Pension Scheme: Contributory pension scheme.
  • Life Assurance: Life assurance.
  • Private Medical Insurance: Private medical insurance (after 12 months).
  • Permanent Health Insurance: Permanent health insurance (after 12 months).
  • Professional Body Fees: Reimbursement of membership fees to professional bodies required for the role.

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