IP Administrator

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.

• 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

• 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

• 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

• 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

• 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