Overview

Join to apply for the Intellectual Property Administrator role at Marks & Clerk.

Marks & Clerk LLP is the leading and largest firm of Patent and Trade Mark attorneys in the UK, with over 50 partners and 350 employees. We have 8 offices in the UK: London, Oxford, Cambridge, Birmingham, Manchester, Edinburgh, Glasgow and Aberdeen.

Role purpose

The IP Administrator is responsible for assisting patent attorneys in accordance with official rules and regulations, and using the firm’s case management system to provide a timely and efficient service to clients.

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 electronic correspondence in the Document Management System (DMS) 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 Administrator – recording events, processing documentation, sending 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 payment of associated fees.
• Post Filing – obtaining and submitting all documentation required to progress a filed application.
• Secretarial – assisting fee earners in managing the electronic file; collating and managing evidence; handling photocopying; preparing exhibit sheets and required written material using appropriate Office tools.
• Assisting Office Manager in organizing meetings or events when required.

Technical knowledge, professional qualifications and experience

The successful candidate will have:

• Previous administrative or legal secretarial experience.
• Strong written and verbal communication skills.
• Good IT skills – including MS Office and Outlook.
• Experience with a document management system (preferred but not essential).
• IP experience (preferred but not essential).
• Experience working in a paperless environment.

In addition, the successful candidate will be able to demonstrate:

• A self-motivated and pro-active attitude.
• A methodical approach with excellent attention to detail.
• Good organisation and prioritisation skills.
• Strong written and verbal communication skills.
• The ability to work under pressure and to tight deadlines.
• The ability to work independently and as part of a team.

Remuneration and benefits

• Competitive salary dependent on qualification and experience.
• 26 days’ annual holiday plus statutory holidays.
• Hybrid working.
• Contributory pension scheme.
• Life assurance.
• Private medical insurance (after 12 months).
• Permanent health insurance (after 12 months).
• Reimbursement of membership fees to professional bodies required for the role.