Intellectual Property Administrator

Hybrid role (Some days at the office, some days working from home, according to the needs of the business)

**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**:

- Processing incoming communications to ensure that relevant data is recorded on the firm database (Inprotech)
- Generating and forwarding documentation to internal and external clients
- Searching for files and filing of electronic correspondence, in the document management system (i-Manage) and handling communications in a paperless environment
- Monitoring due date/reminder lists and following up as required
- Liaising with external parties to resolve queries or obtain instructions
- Recording service charges and generating invoices when applicable
- Accessing external information sources to check and retrieve relevant information
- Working in compliance with the Firm’s quality management systems, policies and procedures.
- Carrying out general administrative duties including copying, scanning, room booking and phone answering,
- Creating, ensuring sign-off and sending standard letters/documents (including reminders) to clients.

**This position may encompass various roles designed for our specific business workflows**:

- Case Administration - recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
- Secretarial Role -Assisting fee earners in managing the collation of documents on the electronic file; collating and managing evidence; dealing with the necessary photocopying; collating exhibits to comply with formal requirements and preparing exhibit sheets as required; Producing correspondence, specifications, text and other written material from rough drafts, corrected copies,, using appropriate Office tools

Assisting Office Manager organising meetings or events when required

**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)
- Experience of a document management system (preferred but not essential)
- 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 Types**: Full-time, Permanent

**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 authorisation:

- United Kingdom (required)

Work Location: In person

Application deadline: 09/05/2025
Reference ID: IP administrator - Oxford
Expected start date: 26/05/2025