Project/Office Co-ordinator - Education Review and Team Support (2 year fixed-term contract)

Do you have experience in an administrative role supporting complex, high-profile projects with multiple stakeholders, ideally within professional or education policy environments, or regulatory bodies? Are you a self-starter with a proactive, can-do attitude? If so, this may be the perfect role for you.

The organisation: Our client is the Intellectual Property Regulation Board (‘IPReg’), the independent regulatory body for patent attorneys and trade mark attorneys. IPReg oversees the qualification and ongoing professional standards of patent attorneys and trade mark attorneys, including education and training, firm registration and licensing, continuous professional development, professional conduct, and disciplinary processes.

The role will provide administrative and practical support to IPReg’s Education Review, as well as high-quality general administrative support across the wider team. Offered as a 2‑year fixed‑term contract, this is a fantastic opportunity to play a key role in a high‑profile education review – working closely with the internal team and gaining visibility, responsibility and genuine credit for your work. You’ll be contributing to work that will shape professional education and standards across the regulated IP sector. This role offers the chance to make a meaningful contribution while developing strong experience across governance, project coordination and stakeholder management.

Key Terms

• Contract type: Full‑time; initially two years (fixed‑term).
• Salary: up to £33,000 p.a. + benefits
• Location: IPReg’s offices at 20 Little Britain, London EC1A 7DH. Team members must attend the office a minimum of 50% of their contracted hours.
• Start date: As soon as possible.

Key Responsibilities

• A. Education Review — Project Support
  • Plan and run meeting logistics for the Expert Advisory Group (EAG) and Education Working Group (EWG): scheduling, agendas, paper packs, joining links, attendance tracking, minutes and action logs.
  • Format and proofread documents to ensure clarity, consistency and professional presentation.
  • Support the Call for Evidence (CfE) and other consultation timeline and submissions: circulate drafts to EWG/EAG and Board, track feedback deadlines, compile responses, and maintain the version‑controlled CfE pack.
  • Manage the Education Review mailbox on a day to day basis, answering enquiries or assigning them as appropriate.
  • Stakeholder communications: prepare and send updates; maintain contact lists and distribution groups; log and chase actions; arrange briefings.
  • Webinars and events: set up and host sessions (Teams/Zoom), manage registrations, chat moderation, recording and resources.
  • Document management: create and maintain structured folders for project materials; upload papers and confidential annexes to Board/EWG repositories; ensure correct versioning and access permissions.
  • Website: update the Education Review page once approved.
  • Background materials: organise evidence sources and reference packs capturing links and summaries for quick access by the Review Team.
  • Support IPReg’s education accreditation, re‑accreditation and annual reporting activity.
  • Other activities as required to support the Education Review.
• B. Team and Office Support
  • Inbox and diary coordination: manage shared mailboxes, schedule meetings, book rooms and travel, and juggle priorities across busy calendars.
  • Meeting preparation: collate inputs, format drafts, run quality checks (style, referencing, document properties), and circulate packs ahead of meetings (Board and working groups) using Board portal as required.
  • Minutes and trackers: capture clear minutes and action points (using AI as appropriate); maintain trackers; chase owners; report status weekly to Head of Governance and Operations.
  • CRM and emails: process applications for admission to the trade mark and patent registers through the automated CRM.
  • Assist in the annual fee collection process, resolving queries from registrants.
  • Deal with ad hoc requests from registrants and others throughout the year.
  • Procurement and suppliers: raise simple purchase requests (e.g., stationary), liaise with Head of Finance on invoices.
  • Liaise with Compliance and Authorisations Officer to send update letters to those involved in disciplinary cases.
  • Records management: file emails and documents to the correct SharePoint/OneDrive locations; apply naming conventions; handle archival and retrieval.
  • Comms assets: assist with drafting routine notices/updates to stakeholders and with internal comms (e.g., meeting invites, reminders, and holding statements).
  • Confidentiality and governance: uphold data protection and information‑security practices; handle confidential materials appropriately (e.g., annexes and stakeholder summaries).
  • Other activities as required to support the Team.

Person Specification

• Demonstrable experience in administrative coordination for high‑profile projects or programmes with multiple stakeholders and deadlines.
• Adaptable and motivated self‑starter with strong planning and prioritisation skills; able to work on own initiative with minimal guidance; calm under pressure; able to keep a tight schedule on track.
• Excellent written skills for agendas, minutes, action logs and routine correspondence; rigorous attention to detail.
• Confident with Microsoft 365 (Outlook, Word, Excel, PowerPoint), SharePoint/OneDrive, and Teams/Zoom event set‑up and hosting.
• High standards of confidentiality, discretion and professionalism when handling Board materials and stakeholder information.
• Familiarity with professional/education policy environments or regulatory bodies.
• Experience supporting consultations, calls for evidence or working groups.
• Basic web‑content updating (bios, pages) and simple chart/table formatting for reports.
• Interest in the education/training landscape for IP professionals and related stakeholder groups (CIPA, CITMA, EPO, PEB, LSB).
• Use of AI to support projects and produce stakeholder‑facing materials.
• Experience of organising events (in person and online).
• Experience of working directly with senior stakeholders.

Interested? For a confidential conversation with FJWilson Talent (IPReg’s recruitment partner for this assignment) please contact us on 0203 195 3600, or email us at resourcingteam@fjwilson.com.

*Please note, we reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.*

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