Patent Administrator

Job Title: Patent Administrator Hours of work: 35 hours per week. Core business hours: Monday to Friday 9.00 am to 5.00 pm with an hour’s unpaid lunch break.Location: The role is based in our London office. The firm currently has hybrid working (2 days in the office, 3 days at home) arrangements in place giving staff the flexibility to work remotely for part of the week, as job requirements permit. Duties include, but are not limited to, the following and once training has been given these duties should be able to be carried out with only occasional assistance: Standard Correspondence & Correspondence Management Understanding what correspondence is required and either providing the IPT-generated standard letters or fee earner-specific (ad-hoc) letters where appropriate. Draft letters, emails and other correspondence for fee earner to check prior to sending.Look up client information and prepare documentation using IPT as per fee earner’s instructions. Amendment of, but not exclusively: E-mailsLettersSpecifications/documents Maintain files electronically using our document management system. Formalities / Due Date Management / Inprotech Managing formal matters such as the documents required (see below) on filing, grant and validations, including collating documents to be signed, forwarding them for signature with clear instructions, monitoring deadlines, chasing the signed documents and forwarding them on receipt, and involving the fee earner only when necessary. Preparing various Patent Applications and Formalities documents including updating of Inprotech (IPT) where necessary.Reviewing and managing short, medium and long term deadlines with fee earner(s), including identifying where reminders or extensions are required. Actioning incoming electronic post in EPO mailbox. Update IPT with dates to be monitored from any correspondence received.Clear deadlines on IPT once application filed/formal information completed. Enter new patent and design files, or miscellaneous files, onto IPT. Enter filing dates, forms and documents filed on new cases, diarising fees as necessary. Report patent publications to clients, entering relevant details into IPT and diarising appropriate due dates. Abandon pending patent and design records as instructed by fee- Check grant certificates before sending to clients. Update IPT with regard to EPO & EUIPO fee instructions (those paid and those awaiting payment). Ability to do all routine actions eg. instruct payment of EP fees through OLF/Central Fee Payment, needing only occasional assistance for unusual actions. General updating of records system as required, including but not limited to recording name changes, assignments and references. Draft correspondence for reporting foreign Patent and Design publications and other communications to clients. Processing foreign filing receipts and diarising/entering of subsequent post-filing due/completion dates. Validating granted EP patents, obtaining translations of specifications and claims where necessary. Liaising with the Renewals Department as necessary. Client-specific knowledge Updating and checking various client databases and email systems as per their requirements, including uploading of correspondence, monitoring deadlines, invoices etc.Produce due date reports for specific clients. InvoicingPreparation of invoices/debit notes, and credit notes.Adjusting WIP, including adding items and reducing or removing items, applying client-specific discounts, presenting information according to any client-specific requirements, etc.Assisting the fee earner with managing WIP eg. by noting incoming Foreign Agent invoices. Liaising with the Accounts Department as necessaryPA-type Tasks Arrange meetings, travel and itineraries for those fee earners who require such assist Manage caseload including due date list, reminders, monitoring deadlines.Liaise with clients eg. Respond to emails and take telephone messages in the absence of fee earners.Provide cover/support to other Patent Administrators.Route post upon receipt to the appropriate fee earner.Maintaining CRM system with client information.Any other duties a Partner, fee earner or other senior member of staff may reasonably ask you to carry out. Systems Used: Records System: InprotechMicrosoft Office (Word, Excel, Outlook, Powerpoint) VisioClient Record Management SystemDocument Management SystemVarious Client systemsPerson specification Essential Diligent, attention to detail Methodical approach to work Proactive approach to problem solving Flexible Team Player Time Management Self-managed Excellent communications skillsCommon sense/ initiative Ability to prioritise and work under pressure IT literate Good GCSE qualifications in Maths & English IP experience – 3-4 year + Passed CIPA qualificationDesirable Partnership experienceLegal secretarial experienceInprotech experienceEducated to A level or equivalent

Created: 2025-08-24