Patent Administrator (Formalities)

A respected and well-established intellectual property firm is seeking an experienced Patent Administrator to join their busy Records and Formalities team in London. Known for their high-quality work and supportive working culture, this firm offers a collaborative environment where knowledge-sharing is encouraged and personal development is taken seriously. They’re committed to fostering an inclusive workplace and value diversity of thought and background across all levels of the business.

This is a great opportunity for a patent administrator with solid experience to join a dedicated team that provides vital support across the firm’s legal services. The role involves a broad range of responsibilities, supporting attorneys through the full patent lifecycle – from first filings through to grant and registration. Working closely with both clients and attorneys, the successful candidate will play a key part in maintaining the accuracy and integrity of the firm’s records and processes.

Key responsibilities include:

• Reviewing and distributing incoming correspondence (on a rota basis)
• Distributing filings and submissions across the team
• Monitoring and flagging deadlines to fee earners using internal prompt systems
• Handling updates and queries on patent matters
• Entering and maintaining case records accurately
• Docketing and processing incoming documents
• Filing patent forms and submissions via EPOline and ePCT (EP, PCT, GB, and Oppositions)
• Performing formalities checks on correspondence from EPO/WIPO/UKIPO
• Managing changes to client instructions
• Processing online fee payments
• Producing filing estimates when requested
• Conducting post-filing checks
• Supporting the training of junior team members

What they’re looking for:

• A strong team player with excellent attention to detail
• Proactive and able to work independently with minimal supervision
• Confident communicator with sound written and verbal skills
• Good understanding of patent procedures, particularly in foreign jurisdictions
• Previous experience with Inprotech is highly desirable
• Strong working knowledge of Microsoft Office
• CIPA Administration Certificate is preferred
• Minimum GCSE (or equivalent) in English and Maths
• Prior experience in an IP environment is essential