Patent Administrator
hace 2 días
Oxford
About the job 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.