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- Tasks: Support Patent Attorneys with documentation, communication, and administrative tasks in a dynamic team environment.
- Company: Join a leading firm in IP services with offices across the UK and Europe.
- Benefits: Enjoy a hybrid work model, flexible hours, and opportunities for professional growth.
- Why this job: Be part of a collaborative culture that values detail and innovation in intellectual property.
- Qualifications: Strong organizational skills, attention to detail, and proficiency in Microsoft Office are essential.
- Other info: CIPA Introductory Certificate in Patent Administration is preferred; training provided for new systems.
The predicted salary is between 36000 - 60000 £ per year.
Reporting to: IP Paralegal Services Manager
Working for: This role supports partners, associates and trainees
Permanent role: Full time position
Location: The principal place of work will be the Firm’s London or Bristol office. The Firm is located on other sites within the UK and Europe. Travel to and work from these offices may be required from time to time.
Hours of work: 35 hours per week to be worked in accordance with the provisions of the Firm’s flexitime scheme.
Hybrid working pattern: 3 days working in the office, 2 days working from home. During the probationary period, to facilitate training, 4 days per week in the office is highly recommended.
Purpose of role: To provide a full support service to qualified and trainee Patent Attorneys. Work as part of an overall team to ensure a high level of support is delivered across the London office and the Firm as a whole.
Job Specification:
- Preparation of documentation relevant to patents, designs and/or trademarks as appropriate and monitoring various formalities processes relevant to the filing of UK, European, International and Patent Co-operation Treaty (PCT) applications. Including:
– Typing and amending Word documents with technical content
– Preparing forms and letters from templates with case-specific information - Maintaining records for fee earner cases in respect of various formalities eg maintaining US IDS records for a patent family.
- Assisting fee earners in obtaining information from EPO, UKIPO, EUIPO, WIPO and other IP related websites and databases.
- Assistance with assignments, changes of name/address and other recordals, including obtaining/collating information on requirements/costs, preparing documents (eg Powers of Attorney) for execution by clients, preparing forms/instructions to overseas associates, monitoring progress of recordals and reporting to client.
- Preparing basic correspondence/emails to clients, IP offices and overseas agents.
- Preparation of various documentation and presentations relevant to fee earner involvement in committees and other professional activities.
- Dealing with incoming and outgoing communications.
- Preparation and handling of all ancillary documentation as necessary (eg file management, photocopying, scanning etc).
- Instructing overseas agents to attend to filing of new patent, design and trade mark applications (including national phase of PCT applications), to include attending to all filing formalities.
- Preparing and/or sending emails on behalf of fee earners.
- Monitoring fee earner deadlines/workloads, liaising with central Records Department and taking necessary action in respect of deadlines wherever appropriate.
- Maintaining fee earner diary.
- Preparation of cost estimates for clients.
- Running status reports and portfolio schedules as and when required by clients.
- Adding official fees and firm service charges to our billing system.
- Preparation of invoices.
- Monitoring of fee earner Work In Progress (WIP) eg unbilled time or service charges wherever appropriate.
- Checking new client details on Inprotech database and updating various other records.
- Maintaining client files with relevant client specific information, eg standard procedures re billing, correspondence etc.
- Arranging fee earner travel as required. Preparation of Travel Itineraries and dealing with expense claims on behalf of fee earner, if required.
- Acting as point of contact for client enquiries on behalf of fee earner. Making and receiving telephone calls and dealing with general enquiries.
- Point of contact when arranging internal and external meetings, booking of rooms, venues and refreshments.
- As required, assisting with ad hoc responsibilities and administrative tasks to support fee earners.
Person Specification:
- Ability to work independently to a high standard and use own initiative wherever appropriate.
- Excellent organisational skills.
- Efficient, able to prioritise to meet deadlines and multi-task.
- Must be able and willing to learn new systems and procedures.
- Must be a team player, personable and approachable.
- Able to work under pressure and respond to changing demands on a daily basis
Essential skills/knowledge/experience:
- Very high attention to detail.
- Good working knowledge of Microsoft Word, Excel and Outlook.
Preferred skills/knowledge/experience:
- Experience of working within an IP, legal or other professional services environment.
- Working knowledge of PowerPoint advantageous.
- Any experience of Inprotech Database system advantageous, although systems induction training will be provided.
Certifications:
- Preference for CIPA Introductory Certificate in Patent Administration Course (IPAC) and/or CITMA Paralegal Course.
- The Paralegal job title applies to those who have attained one or both of these certifications.
This job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as it currently stands. It is not intended as a wholly comprehensive or permanent schedule and may be varied from time to time. It does not form part of the contract of employment.
Please mention IP Careers when applying to Dehns.
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Patent Administrator/ Paralegal employer: Dehns
Contact Detail:
Dehns Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Patent Administrator/ Paralegal
✨Tip Number 1
Familiarize yourself with the specific processes and documentation related to patents, designs, and trademarks. Understanding the nuances of UK, European, and PCT applications will give you a significant edge during the interview.
✨Tip Number 2
Highlight any experience you have in using databases like Inprotech or similar systems. Even if you haven't used Inprotech specifically, demonstrating your ability to learn new systems quickly can be a strong point in your favor.
✨Tip Number 3
Showcase your organizational skills by preparing examples of how you've managed multiple tasks or deadlines in previous roles. This is crucial for the role, as you'll need to prioritize effectively in a fast-paced environment.
✨Tip Number 4
If you have any certifications related to patent administration or paralegal work, make sure to mention them. If you’re currently pursuing these certifications, let them know that too, as it shows your commitment to the field.
We think you need these skills to ace Patent Administrator/ Paralegal
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in patent administration or paralegal work. Emphasize your organizational skills, attention to detail, and any experience with IP-related tasks.
Craft a Strong Cover Letter: In your cover letter, express your enthusiasm for the role and the firm. Mention specific skills that align with the job description, such as your ability to manage deadlines and work independently.
Highlight Relevant Certifications: If you have the CIPA Introductory Certificate in Patent Administration Course (IPAC) or CITMA Paralegal Course, make sure to mention these certifications prominently in your application.
Showcase Teamwork and Communication Skills: Since the role requires working closely with fee earners and clients, provide examples of how you've successfully collaborated in a team environment and handled client communications in previous roles.
How to prepare for a job interview at Dehns
✨Show Your Attention to Detail
In this role, attention to detail is crucial. Be prepared to discuss examples from your past experiences where your meticulous nature helped avoid errors or improved processes.
✨Demonstrate Your Organizational Skills
Since the job requires excellent organizational skills, come ready to explain how you prioritize tasks and manage multiple deadlines. Share specific tools or methods you use to stay organized.
✨Familiarize Yourself with IP Terminology
Brush up on intellectual property terminology and processes, especially related to patents, trademarks, and designs. This knowledge will show your commitment and understanding of the field.
✨Prepare for Teamwork Questions
As a team player, be ready to discuss how you collaborate with others. Think of examples where you successfully worked in a team environment, particularly in high-pressure situations.
