Deputy Trade Mark Formalities Supervisor

Reddie & Grose LLP is an internationally renowned firm of European and United Kingdom patent, trade mark and design attorneys. Our experienced team of over 100 IP professionals based in London, Cambridge, Munich and The Hague includes specialists in a wide range of technical disciplines. We offer services for a wide range of industries, with particular strengths in electronics and software, mechanical engineering, chemistry, pharmaceuticals and biotechnology. Our trade mark team provides specialist advice on branding and trade mark work; we also have a specialist team handling plant variety protection. We handle the full range of IP rights for a global client base ranging from SMEs starting to consider IP through to large corporations with rights in over 100 countries. Our services range from investigating competing rights, handling oppositions, drafting and filing applications, and maintaining portfolios. We resolve disputes about IP, working closely with other leading legal firms if it becomes necessary to resort to the courts.

We understand work-life challenges and are sensitive to how work can impact your personal life. We respect this and will always encourage a good work-life balance. Our workplace is one where fairness, respect, equality and dignity are promoted and are part of the firm’s everyday goals and behaviour. There is a welcoming culture where we recognise that the different backgrounds, values, attitudes, skills and experience of our staff means they bring a unique perspective to work issues.

TRAINING AT REDDIE & GROSE

Reddie & Grose has an excellent reputation for training and we pride ourselves on the training we provide across all areas of the firm.

OUR VALUES

At Reddie & Grose LLP, our commitment to fostering an inclusive and diverse environment is anchored in our core values. These values were established through the collective contributions and insights of everyone at our firm.

• BE OPEN: We want trust to be at the core of our firm and we believe clarity and transparency in our decisions and actions are key to building it.
• BELONG TOGETHER: We actively foster a friendly working culture where we create opportunities for people to connect, collaborate and belong. Our commitment to diversity, equity and inclusivity drives us to continually improve our culture, ensuring that everyone feels heard and welcomed.
• EXCELLING FOR CLIENTS: We are a team who excel at meeting our clients’ needs, proudly offering bespoke and high-quality services. Driven by continuous improvement and an unrelenting commitment to quality, we prioritise opportunities for our clients.
• LEADING THE WAY: We empower our people to lead the way, nurturing a culture of curiosity and a relentless pursuit of knowledge and continuous learning.

EQUALITY, DIVERSITY, INCLUSION & BELONGING

Reddie & Grose LLP is an equal opportunities employer. It is essential that equality of opportunity and the absence of unfair discrimination be at the core of all the firm’s policies and activities. We value diversity and ensure that all employment decisions are based on merit, competence, and potential. Every individual’s uniqueness enhances our collective strength. We are members of IP Inclusive and have been actively involved in Women in IP, IP & ME, IP Out and IP Ability.

STAFF BENEFITS

• 27 days annual leave plus all bank and public holidays
• Remote home working (40% office / 60% working from home)
• Discretionary Christmas bonus
• Family Friendly Policies
• Private Pension Scheme (with optional salary sacrifice)
• Semi-annual meetings with a Pensions Advisor
• Group Life Assurance (3 x salary)
• Cycle to work scheme (salary sacrifice scheme)
• Employee Assistance Programme
• Employee Benefits Platform
• Paid charity leave day
• Active social events calendar
• Interest free season ticket loans
• Access to cycle store and shower facilities
• Positive culture for work-life balance
• Daily delivery of fresh fruit

JOB SUMMARY

We are seeking a proactive and detail-oriented Deputy Trade Mark Formalities Supervisor to join our IP Operations Department. This hybrid role will support both the Trade Mark Records Team and Renewals Team, with approximately 60% of time focussed on Trade Mark Renewals and 40% focussed on Trade Mark Records. While the primary focus is on Trade Marks, the Records Team also manages a smaller volume of Registered Designs. The successful candidate will also act as a deputy across both teams, providing cover and support for supervisors during periods of annual or unexpected leave. This role is key to ensuring continuity, data integrity, and seamless client service across two critical formalities functions.

KEY RESPONSIBILITIES

• Process Trade Mark renewals related communications from clients, IP Offices (IPOs), overseas agents, and third-party renewals service providers
• Generate Trade Mark renewal and affidavit reminders and schedules for clients, ensuring accuracy and timely communication
• Process Trade Mark renewal instructions and payments covering all jurisdictions
• Report on renewal payments to clients and preparing invoices
• Process registration certificates including checking renewal details are correct, updating case details in Inprotech and preparing official documents (such as certificates) for dispatch
• Monitor deadlines and proactively manage upcoming renewals
• Handle data exchanges with our third-party renewals service providers, including cross-checking and updating returned data
• Respond to Trade Mark renewals-related queries from clients, IP offices, agents and internal colleagues
• Abandon registered Trade Mark cases when instructed
• Conduct portfolio reviews/updates in response to: client requests, reviews of online registers and other sources such as third party renewals service providers
• Assist with onboarding of take-over cases to ensure Trade Marks renewal data is entered correctly into our system
• Any other Trade Mark renewals related duties the Renewals Supervisor may ask you to carry out

Trade Mark & Design Records (40%)

• Create Trade Marks & Design related case in Inprotech for all jurisdictions including UK, Europe, International and Rest of World
• Update Trade Mark and Design case details in Inprotech at varying prosecution stages (filing, publication, registration etc.)
• Process incoming correspondence from IPOs, foreign agents, and clients and update Inprotech to reflect new deadlines, status changes, and name records etc.
• Support attorneys to manage their due date deadlines by reaching out to them on the afternoon of the day they are due to ensure they are in hand
• Clear deadlines on Inprotech when instructed
• Provide information to Fee Earners for onward reporting to clients, for example case schedules or client specific due date reports
• Respond to queries received from attorneys, their support teams or other formalities teams
• Monitor and action internal Reminders for the team in Inprotech
• Abandon pending Trade Mark cases when instructed
• Assist with data cleansing/quality projects
• Liaise with Partners, Fee Earners, IP Operations Director, Accounts and Formalities Staff and Practice Group IP Support Teams as and when required
• Collaborate with the Inprotech Team to provide input on Inprotech modification proposals
• Any other Trade Mark Records related duties the Trade Mark Records Supervisor may ask you to carry out

ADDITIONAL RESPONSIBILITIES (COVER/SUPPORT AS NEEDED):

• Act as first point of contact in the absence of either team’s supervisor
• Support supervisors with escalations, workflow coordination, and quality checks
• Assist with onboarding, training, and mentoring of new or junior team members
• Contribute to continuous improvement initiatives within the department

PERSON SPECIFICATION

SKILLS AND EXPERIENCE

The ideal candidate will have minimum 5 years’ experience working within a Trade Mark Records and/or Trade Mark Renewals team and have a strong understanding of the various stages/deadlines of the Trade Mark jurisdictions we file in.

ESSENTIAL

• Minimum 5 years Trade Mark Formalities experience
• CITMA Paralegal Qualification
• IP Management System (e.g. Inprotech) experience including: creating new cases, creating new name records, updating case details, running reports

DESIRABLE

The following will be an advantage but are not essential:

• Registered Design formalities related experience
• Familiarity with Inprotech configuration and rules functionality, including drafting change requests
• Preferably, some experience with iManage (Document Management System)
• GCSEs (ideally 5 at Grade 6 or above, including Maths and English) or equivalent

SYSTEMS USED

• IP Management System: Inprotech
• Document Management System: iManage
• Microsoft Office Suite including Outlook, Word, Excel, PowerPoint
• Various Trade Mark Searching Platforms and Registers
• EUIPO Mailbox

CORE COMPETENCIES IN ALIGNMENT WITH OUR VALUES

• Be Open: Demonstrate open and honest communication
• Belong Together: Excellent interpersonal skills, with the ability to work well within a team
• Reliable Foster an atmosphere of collaborative working
• Excelling for clients: Deliver excellent client care
• Proactive mindset
• An ability to prioritise tasks effectively, work to tight deadlines and under pressure
• Diligent with keen attention to detail
• Leading the way: Analytical thinking

STATEMENT

This job description is issued as a guideline to assist you in your duties, it is not exhaustive and we would be pleased to discuss any constructive comments you may have. Because of the evolving nature and changing demands of our business, this job description may be subject to change and does not form part of the contract of employment. You may, on occasions, be required to undertake additional or other duties within the context of this job description, and according to the needs of the firm.

Please mention IP Careers when applying to Reddie & Grose.