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- Tasks: Support trademark and patent attorneys with essential administrative processes in a dynamic environment.
- Company: Top-tier European intellectual property firm with a collaborative culture.
- Benefits: Competitive salary, structured training, flexible hybrid working model, and clear career progression.
- Other info: Join a supportive team and contribute to continuous improvement initiatives.
- Why this job: Build a rewarding career in intellectual property while developing your skills and expertise.
- Qualifications: GCSE grade 5 or above in Maths and English; strong organisational and communication skills.
The predicted salary is between 24000 - 28000 £ per year.
We are seeking an experienced office administrator who is highly organised and motivated to join a top-tier European intellectual property firm as an Administrative Assistant. This is an excellent opportunity to support trademark and patent attorneys assisting with essential administrative processes underpinning intellectual property (IP) work. This position is full time 9-5, Hybrid (60% office / 40% home). This role offers clear progression, allowing you to develop your expertise over time and take on increasingly complex responsibilities across multiple teams.
Key Responsibilities
- Learn and perform core functions within the Intellectual Property Support team, developing full competency across processes.
- Manage incoming correspondence (post, email, and EPO electronic mailbox), including scanning and filing within the document management system.
- Update the firm’s IP portfolio management system with case details, correspondence, and official deadlines.
- Notify attorneys and relevant staff of incoming communications.
- Monitor internal and official deadlines, ensuring all actions are completed in a timely manner.
- Produce high-quality written communications for internal and external stakeholders.
- Prepare, file, renew, and validate patents, trademarks, designs, and other IP rights via offices, foreign agents, or intermediaries.
- Prepare cost estimates for renewals and validations to support client decisions.
- Ensure accurate and timely client reporting and invoicing.
- Liaise with attorneys, colleagues, and external agents to complete required actions.
Development & Progression
- Expand knowledge by working across additional teams and processes.
- Progress to more advanced administrative responsibilities.
- Act as a ‘buddy’ to new team members, providing guidance and feedback.
- Contribute to team development and continuous improvement initiatives.
Person Specification
- GCSE grade 5 or above in Maths and English.
- Strong commitment to delivering excellent client service.
- High level of accuracy with a methodical and organised approach.
- Ability to manage high volumes of work efficiently while maintaining quality.
- Experience working to tight deadlines in an administrative environment.
- Strong prioritisation and time management skills.
- Adaptable and able to manage changing workloads and demands.
- Eagerness to learn and develop professionally.
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to build effective working relationships.
- Ability to work independently and complete routine tasks with minimal supervision.
What the firm offers you
- A competitive salary.
- Structured training and clear career progression.
- Supportive and collaborative team environment.
- Flexible hybrid working model.
If you are detail-oriented, proactive, and looking to build a career in intellectual property administration, we would love to hear from you.
Administrative Assistant in Portsmouth employer: IP Support, The Law Support Group
Contact Detail:
IP Support, The Law Support Group Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Administrative Assistant in Portsmouth
✨Tip Number 1
Network like a pro! Reach out to current or former employees of the firm on LinkedIn. A friendly chat can give us insider info and might even lead to a referral.
✨Tip Number 2
Prepare for the interview by researching the firm’s recent projects and achievements. We want to show that we’re genuinely interested in their work and how we can contribute.
✨Tip Number 3
Practice common interview questions, especially those related to organisation and time management. We need to demonstrate our skills in managing workloads and meeting deadlines.
✨Tip Number 4
Don’t forget to follow up after the interview! A quick thank-you email can keep us fresh in their minds and shows our enthusiasm for the role.
We think you need these skills to ace Administrative Assistant in Portsmouth
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Administrative Assistant role. Highlight your organisational skills and any relevant experience in managing correspondence or working in an administrative environment. We want to see how you can bring your unique flair to our team!
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you're passionate about intellectual property and how your skills align with the responsibilities listed in the job description. Let us know what excites you about joining our firm!
Showcase Your Communication Skills: Since this role involves producing high-quality written communications, make sure your application reflects your excellent written skills. Keep it clear, concise, and professional – we love a well-structured application that’s easy to read!
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It helps us keep track of applications and ensures you don’t miss out on any important updates. Plus, it’s super easy – just follow the prompts!
How to prepare for a job interview at IP Support, The Law Support Group
✨Know Your IP Basics
Before the interview, brush up on the fundamentals of intellectual property. Understanding trademarks, patents, and the role they play in business will show your enthusiasm and readiness to support the attorneys effectively.
✨Showcase Your Organisational Skills
Prepare examples from your past experiences that highlight your organisational abilities. Discuss how you managed correspondence or deadlines, as this role requires a high level of accuracy and methodical approaches.
✨Demonstrate Your Communication Skills
Since the role involves producing written communications, be ready to discuss how you've successfully communicated with clients or colleagues in previous positions. Bring along samples if possible, as this can really set you apart.
✨Ask Insightful Questions
Prepare thoughtful questions about the firm’s processes or team dynamics. This not only shows your interest but also helps you gauge if the environment is the right fit for you. Think about what you want to learn and how you can contribute.