Trainee IP Legal Assistant

A great opportunity for someone with administrative experience to start a training programme and develop a career as an IP Legal Assistant in Patents, working alongside talented individuals of all levels. The successful candidate will initially be guided and trained by both our IP Professional Support Manager and IP Professional Support Lead/Trainer. For the first six months, your work will be allocated by the IP Professional Support Lead/Trainer. Once that initial training is complete, you will either be based within our Float Team, working for Fee Earners across the firm, or embedded within one of the teams mentioned below, supporting specific Fee Earners within that group. Typically training takes six to nine months, depending on previous experience and the needs of the business. We welcome applications from candidates based in London, Cambridge, or Oxford. Please note that attendance in London is required for the initial training period.

The role of Trainee IP Legal Assistant is within our IP Professional Support Team, which is comprised of:

• 3 Patent teams: Chemistry & Pharmaceuticals
• Float team (who work across the above)
• Trade Marks and Designs team
• The Cambridge office
• The Oxford office

Each team has a Coordinator, who is a highly experienced member of the team who supports the IP Professional Support Manager in organising work, and coordinating and supervising the team. Patent Teams – Each team member normally works for between two to three Fee Earners (depending on their capacity and the quantity of work). The team is always busy, but each team member is required to be flexible to support colleagues (e.g. holiday cover, sickness absence) and workflow (e.g. high volumes of work, peak periods of activity, etc.). Trade Mark and Design Team – Team members may focus on supporting individual or multiple Fee Earners. Float Team – The float team work across all patent teams, helping cover for absences and providing additional resource during peaks/busy periods. When not covering absences, members of the float team are expected to proactively offer to support other teams. The float team also provide support to other areas if the firm. Cambridge and Oxford Offices – Have local teams supporting Fee Earners at those locations (where possible). Responsibilities can also include supporting with office administration as required. Please note that whilst this role will involve working closely with our Fee Earning teams, it is not a pathway into a Trainee Patent Attorney position.

Key Responsibilities

• Applying high levels of competence, supporting Fee Earners in IP management, which may include:
• Liaison and supporting with handling queries from clients and foreign agents.
• Helping filing and recording of assignments and other name/address changes.
• Helping obtain and manage owner/applicant signatures, notarisation and legalisation of documents.
• As a member of the team, you are expected to:
• Demonstrate commitment to the team, to the firm and to delivering high quality IP services to clients.
• Helping to ensure the team work together and support each other.
• Working under occasional workload pressure, demonstrating a “do what’s needed to complete the work” attitude. This may include working later than normal at times (if that is what is needed).
• Handling and coordination of filing multiple applications, for example PCT, EP, GB applications, etc. Plus, management of formalities requirements arising.
• Proficient in technologies needed to complete the responsibilities covered here. Including Word, Excel, online filing/document submission platforms across relevant IPOs, (e.g. for Patents EPO’s OLF2), Outlook, DMS and Inprotech.
• Produce high quality, high accuracy draft applications/specifications, and amendments to these, either as directed through dictation or written instructions.
• Checking and managing your own and Fee Earner’s diary and reminder systems on a daily basis, helping ensure deadlines and key dates are known and action prioritised and taken in advance. This may include regular meetings with Fee Earners to review what actions are outstanding and help plan and prioritise both your own and the Fee Earner’s work.
• Maintaining Case and Client Files within our Document Management System (DMS) iManage.
• Compiling/drafting official forms, such as those submitted to PTOs, including to the European Patent Office (EPO), UKIPO and WIPO.
• Managing own and Fee Earner Work In Progress (WIP), managing invoicing by producing Invoice Requests and reviewing/amending draft invoices generated within Finance.
• Taking an active role in documenting key processes and keeping documented processes current.
• Proactively suggesting areas where our processes, systems and documentation could be improved.
• Providing support and input into project work, including business change and systems projects.
• Helping monitor and manage email Inboxes – including shared Inboxes, Fee Earner Inboxes, and secure document exchange portals (as used by several clients).
• Help with additional workflow on the worktables.
• Preparing cost estimates and forecasts.
• Preparing and checking client portfolio reports and once checked, forwarding to clients.
• Handling enquiries from clients and foreign agents.
• Liaising with support teams within J A Kemp.
• Helping ensure details on our Client Relationship Management (CRM) system InterAction are entered and maintained accurately and appropriately.
• Should have an appreciation of the benefits gained by the firm through CRM and why we need complete, accurate and up to date details held on the system.
• Ad hoc duties specific to the teams, where you can add value and provide support to the firm.

Skills

• 18 months experience working in a similar administrative role in a professional services firm
• Proficient in Microsoft Office (Word and Excel), Outlook and Internet
• Minimum typing speed of 45 wpm
• Strong organisation and interpersonal skills
• Respecting and supporting others within the team/firm to achieve common goals
• Ability to produce work to the high standards required, with accuracy and attention to detail
• Flexible and adaptable approach
• Responsible, focussed and committed attitude to work

Qualifications

• Good education with grades B/6 or higher
• Recognised secretarial qualification (preferred e.g. CILEX)

Team Working

All staff should work towards developing positive working relationships with their colleagues and be prepared to help whenever necessary. Be willing to adapt to change and be pro‑active in offering suggestions/solutions to problems and/or queries. All staff are required to always maintain a professional image.

Recruitment Process

Early application is encouraged, as we may close the posting once we have received sufficient suitable response. J A Kemp LLP is an equal opportunities employer which means we treat people fairly. We welcome applications from all suitably skilled persons regardless of their gender, age, race, disability, ethnic background, religion/belief, sexual orientation, gender reassignment or marital/family status. Please mention IP Careers when applying to J A Kemp LLP.