Patent Administrator

Job Description

Our client, an international intellectual property firm providing an IP service, are looking for a Patent Administrator with 3-4 years of experience. They are after an individual who is prepared for a great deal of responsibility and has a strong eye fordetail.This firm offers intellectual property services to a variety of clients including major domestic and international corporations, SMEs, universities, and individual inventors. They aim to reflect their values of flexibility, teamwork and ingenuity not justwhen liaising with candidates but also in their day to day work.This role allows you to have a broad impact on the company by carrying out a multitude of duties.For example:Standard Correspondence & Correspondence Management

• 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 earners instructions.
• Copy typing and amendment of but not exclusively: emails, letters, specifications
• Maintain files electronically using our document management system.

Formalities / Due Date Management / Inprotech

• 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 and miscellaneous patent and design 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- earners.
• Check grant certificates before sending to clients.
• Update IPT regarding EPO & EUIPO fee instructions (those paid and those awaiting payment).
• Ability to do all routine actions e.g. Instruct payment of EP fees through EPOline, needing only occasional assistance for unusual actions.
• General updating of records system as required, including but not limited to recording changes of name, assignment, and references.
• Draft correspondence for reporting foreign Patent and Design publications/communications to clients.
• Processing of Foreign filing receipts and diarising/entering of subsequent post filing due/completion dates.
• Validating EP cases Worldwide; 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.

Invoicing

• Preparation of invoices, (credit and debit 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

PA-type Tasks

• Arrange meetings, travel and itineraries for those fee earners who require such assistance.
• Manager caseload including due date list, reminders, monitoring D/I
• Liaise with clients
• Provide cover/support 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 senior member of staff may reasonably ask you to carry out.

Must have passed CIPA.If this role is of interest to you please click apply.