Main Duties Preparing documentation for patent, design and trade mark matters, and monitoring the formalities processes for filing UK, European, international (PCT) and other applications, including: Typing and amending technical Word documents. Preparing case-specific forms and letters from standard templates. Maintaining formalities records for fee-earner caseloads (e.g. tracking US IDS records for a patent family), and helping fee earners retrieve information from IP office websites and databases (EPO, UKIPO, EUIPO, WIPO and similar). Supporting assignments, changes of name/address and other recordals - gathering requirements and cost information, preparing documents such as Powers of Attorney for client signature, drafting instructions to overseas associates, tracking recordal progress and reporting back to clients. Drafting routine correspondence and emails to clients, IP offices and overseas agents. Preparing standard client reporting letters. Monitoring attorney deadlines and workloads on a daily/weekly basis, liaising with the Records team and flagging or actioning items as needed. Preparing documentation and presentations to support attorneys' committee work and other professional activities. Instructing overseas associates on filing new patent, design and trade mark applications (including PCT national phase entries) and managing all related filing formalities. Managing incoming and outgoing correspondence - sending reminders/acknowledgements and preparing or sending emails on attorneys' behalf. Handling ancillary documentation tasks such as file management, photocopying and scanning. Maintaining attorneys' diaries. Preparing client cost estimates. Running status reports and portfolio schedules for clients as required. Recording official fees and service charges in the billing system. Preparing invoices. Regularly reviewing attorneys' work in progress (e.g. unbilled time or charges). Checking and updating new client details on the case management database and other records. Keeping client files updated with client-specific procedures (e.g. billing and correspondence preferences). Arranging attorney travel, preparing itineraries and handling expense claims where required. Acting as first point of contact for client queries on an attorney's behalf, handling calls and general enquiries. Coordinating internal and external meetings, including room/venue bookings and refreshments. Providing ad hoc administrative support to attorneys as required. Person Specification Able to work independently to a high standard, using own initiative. Excellent organisational skills. Efficient, with strong prioritisation and multi-tasking ability to meet deadlines. Willing and able to learn new systems and processes. Team player - personable, approachable and collaborative. Comfortable working under pressure and adapting to changing daily demands. Excellent attention to detail. Good working knowledge of Microsoft Word, Excel and Outlook. Preferred Skills / Knowledge / Experience Experience within an IP, legal or other professional services environment. Desirable Skills / Knowledge / Experience Working knowledge of PowerPoint an advantage. Experience with a patent/trade mark case management database (e.g. Inprotech) is a plus, though systems training is provided. Certifications CIPA Introductory Certificate in Patent Administration (IPAC) and/or CITMA Paralegal Course preferred. The "Paralegal" job title applies to candidates holding one or both of these qualifications.
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