Hybrid role (Some days every week at the office, some days working from home, according to the needs of the business)
Help shape the future of intellectual property. Marks & Clerk LLP is the leading and largest firm of Patent and Trade Mark attorneys in the UK with over 60 partners and 350 employees. Our attorneys are highly skilled in all technical fields. We have 8 offices in the UK: London, Oxford, Cambridge, Birmingham, Manchester, Edinburgh, Glasgow and Aberdeen.

TECHNICAL KNOWLEDGE, PROFESSIONAL QUALIFICATIONS AND EXPERIENCE:

The successful candidate will have:
· Previous legal secretarial experience
· IP experience (preferred but not essential)
· Experience working in a paperless environment (preferred but not essential)
· Experience working remotely (the role is office based with some scope for flexible working)
· Experience of a document management system (preferred but not essential)
· Good typing skills including audio and copy typing (preferred but not essential)
· Good IT skills – including MS Office and Outlook
· Experience of a document management system (preferred but not essential)
In addition, the successful candidate will be able to demonstrate:
· Strong written and verbal communication skills
· A self-motivated and pro-active attitude
· A dynamic approach with excellent attention to detail
· Good organisation and prioritisation skills
· The ability to work under pressure and to tight deadlines
· The ability to work independently and as part of a team
· The ability to remotely until required to return to the office (Covid-19)

ROLE PURPOSE

The IP Administrator is responsible for providing general secretarial and administrative assistance in order to support the fee earners in providing a timely and efficient service. This will include assistance with case management and patent formalities, to ensure that patent applications and official actions are responded to within the statutory timescales.

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 (i-Manage) 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 Administration - 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