IP Administrator in Oxford

Role purpose

The IP Administrator is responsible for assisting patent attorneys in accordance with official rules and regulations, and using the firm’s case management system in order to provide a timely and efficient service to their clients.

This role will specialise in Patents.

Principal responsibilities

• Processing incoming communications to ensure that relevant data is recorded on the firm database (Inprotech)
• Generating and forwarding documentation to internal and external clients
• Searching for files and filing of electronic correspondence, in the Document Management System (DMS) and handling communications in a paperless environment
• Monitoring due date / reminder lists and following up as required
• Liaising with external parties to resolve queries or obtain instructions
• Recording service charges and generating invoices when applicable
• Accessing external information sources to check and retrieve relevant information
• Working in compliance with the firm’s quality management systems, policies and procedures.
• Carrying out general administrative duties including copying, scanning, room booking and phone answering
• Creating, ensuring sign-off and sending standard letters / documents (including reminders) to clients.

This position may encompass various roles designed for our specific business workflows :

• Case Administrator – recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
• Filing – preparing and officially filing Intellectual Property Rights (IPR) applications, instructing foreign attorneys and arranging for associated fees to be paid
• Post Filing – obtaining and submitting all documentation required to progress a filed application
• Secretarial Role –Assisting fee earners in managing the collation of documents on the electronic file; collating and managing evidence; dealing with the necessary photocopying; collating exhibits to comply with formal requirements and preparing exhibit sheets as required; Producing correspondence, specifications, text and other written material from rough drafts, corrected copies,, using appropriate Office tools
• Assisting Office Manager organising meetings or events when required

Technical knowledge, professional qualifications and experience

The successful candidate will have :

• Previous administrative or legal secretarial experience
• Strong written and verbal communication skills
• Good IT skills – including MS Office and Outlook
• Experience of a document management system (preferred but not essential)
• IP experience (preferred but not essential)
• Experience working in a paperless environment

In addition, the successful candidate will be able to demonstrate :

• A self- motivated and pro-active attitude
• A methodical approach with excellent attention to detail
• Good organisation and prioritisation skills
• Strong written and verbal communication skills
• The ability to work under pressure and to tight deadlines
• The ability to work independently and as part of a team

Remuneration and benefits

• Competitive salary dependent on qualification and experience
• 26 days’ annual holiday plus statutory holidays
• Hybrid working
• Contributory pension scheme
• Life assurance
• Private medical insurance (after 12 months)
• Permanent health insurance (after 12 months)
• Reimbursement of membership fees to professional bodies required for the role

Job Requirements

• Ability to work effectively both independently and as part of a team
• Good organisation and prioritisation skills
• Ability to work under pressure and to tight deadlines
• Strong written and verbal communication skills
• Be able to attend the Oxford office two days a week