Patent Administrator

About the job

Main Duties

• Preparing documentation for patent, design and trade mark matters, and monitoring the formalities processes for filing UK, European, international (PCT) and other applications, including:
• Typing and amending technical Word documents.
• Preparing case-specific forms and letters from standard templates.
• Maintaining formalities records for fee-earner caseloads (e.g. tracking US IDS records for a patent family), and helping fee earners retrieve information from IP office websites and databases (EPO, UKIPO, EUIPO, WIPO and similar).
• Supporting assignments, changes of name/address and other recordals - gathering requirements and cost information, preparing documents such as Powers of Attorney for client signature, drafting instructions to overseas associates, tracking recordal progress and reporting back to clients.
• Drafting routine correspondence and emails to clients, IP offices and overseas agents.
• Preparing standard client reporting letters.
• Monitoring attorney deadlines and workloads on a daily/weekly basis, liaising with the Records team and flagging or actioning items as needed.
• Preparing documentation and presentations to support attorneys' committee work and other professional activities.
• Instructing overseas associates on filing new patent, design and trade mark applications (including PCT national phase entries) and managing all related filing formalities.
• Managing incoming and outgoing correspondence - sending reminders/acknowledgements and preparing or sending emails on attorneys' behalf.
• Handling ancillary documentation tasks such as file management, photocopying and scanning.
• Maintaining attorneys' diaries.
• Preparing client cost estimates.
• Running status reports and portfolio schedules for clients as required.
• Recording official fees and service charges in the billing system.
• Preparing invoices.
• Regularly reviewing attorneys' work in progress (e.g. unbilled time or charges).
• Checking and updating new client details on the case management database and other records.
• Keeping client files updated with client-specific procedures (e.g. billing and correspondence preferences).
• Arranging attorney travel, preparing itineraries and handling expense claims where required.
• Acting as first point of contact for client queries on an attorney's behalf, handling calls and general enquiries.
• Coordinating internal and external meetings, including room/venue bookings and refreshments.
• Providing ad hoc administrative support to attorneys as required.

Person Specification

• Able to work independently to a high standard, using own initiative.
• Excellent organisational skills.
• Efficient, with strong prioritisation and multi-tasking ability to meet deadlines.
• Willing and able to learn new systems and processes.
• Team player - personable, approachable and collaborative.
• Comfortable working under pressure and adapting to changing daily demands.
• Excellent attention to detail.
• Good working knowledge of Microsoft Word, Excel and Outlook.

Preferred Skills / Knowledge / Experience

• Experience within an IP, legal or other professional services environment.

Desirable Skills / Knowledge / Experience

• Working knowledge of PowerPoint an advantage.
• Experience with a patent/trade mark case management database (e.g. Inprotech) is a plus, though systems training is provided.

Certifications

• CIPA Introductory Certificate in Patent Administration (IPAC) and/or CITMA Paralegal Course preferred.
• The "Paralegal" job title applies to candidates holding one or both of these qualifications.