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.