IP Administrator

Oxford Nanopore Technologies; Oxford; Hybrid; GBP 32,000 - 42,000; Full time

Job summary

Oxford Nanopore Technologies in Oxford is seeking an IP Administrator to support the global patent portfolio administration and prosecution activities. Reporting to the Senior IP Formalities Manager, you will help maintain IP records, processes, and systems to high standards and work with patent attorneys, inventors, and external counsel.

The role suits someone with IP administration or legal operations experience, strong organisational skills, and proficiency in MS Office.

Qualifications

• Experience in patent administration, patent formalities, intellectual property, or a related administrative role.
• Excellent organisational skills with strong attention to detail.
• Experience working with databases, records management systems, or docketing platforms.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills.

Responsibilities

• Process and track invoices from external patent counsel, annuity providers, and other IP service providers.
• Support budget tracking, spend reporting, invoice reconciliation, and payment processing.
• Assist with onboarding new external counsel and IP vendors.
• Maintain and update the company's IP docketing system and patent databases.
• Enter, review, and verify patent application, prosecution, maintenance, and portfolio data.
• Monitor deadlines and support the tracking of patent filings, office action responses, renewals, annuities, and other portfolio activities.
• Ensure patent records, correspondence, and documentation remain accurate and up to date.
• Prepare and maintain electronic patent files and support portfolio reporting activities.
• Coordinate communications between internal stakeholders and external patent counsel worldwide.
• Support patent filing and prosecution activities across multiple jurisdictions.
• Facilitate the execution and processing of formal documents including assignments, powers of attorney, declarations, and inventor documentation.

Skills

Patent administration

Organisational skills

Attention to detail

Document management

MS Office suite

Tools

Microsoft Office (Excel, Word, Outlook, PowerPoint)

Job description

Department: Intellectual Property

Reporting to: Senior IP Formalities Manager

About Oxford Nanopore Technologies

Oxford Nanopore Technologies is a leading biotechnology company with a mission to enable the analysis of anything, by anyone, anywhere. Our pioneering nanopore sensing technology is transforming how researchers, clinicians, and industry partners access and interpret biological data.

Job Description

Administrator Intellectual Property

Location: Oxford, UK (Hybrid)

Department: Intellectual Property

Reporting to: Senior IP Formalities Manager

About Oxford Nanopore Technologies

Oxford Nanopore Technologies is a leading biotechnology company with a mission to enable the analysis of anything, by anyone, anywhere. Our pioneering nanopore sensing technology is transforming how researchers, clinicians, and industry partners access and interpret biological data. From advancing genomics research and clinical applications to supporting environmental monitoring and infectious disease surveillance, our innovative technology is driving scientific discovery across the globe. As we continue to grow, protecting and managing our intellectual property portfolio remains a key part of our success.

The Role

We are seeking a highly organised and detail-oriented IP Administrator to join our Intellectual Property team in Oxford. Reporting to the Senior IP Formalities Manager, you will play an important role in supporting the administration of Oxford Nanopore's global patent portfolio and associated prosecution activities. Working alongside patent attorneys, inventors, external counsel, and business stakeholders, you will help ensure our intellectual property records, processes, and systems are maintained to the highest standards. This is an excellent opportunity for someone with experience in intellectual property, patent administration, legal operations, or a similar administrative environment who is looking to develop their career within a world-class in-house IP function.

Key Responsibilities

• Process and track invoices from external patent counsel, annuity providers, and other IP service providers.
• Support budget tracking, spend reporting, invoice reconciliation, and payment processing.
• Assist with onboarding new external counsel and IP vendors
• Process and track invoices from external patent counsel, annuity providers, and other IP service providers. Support budget tracking, spend reporting, invoice reconciliation, and payment processing. Assist with onboarding new external counsel and IP vendors
• Maintain and update the company's IP docketing system and patent databases.
• Enter, review, and verify patent application, prosecution, maintenance, and portfolio data.
• Monitor deadlines and support the tracking of patent filings, office action responses, renewals, annuities, and other portfolio activities.
• Ensure patent records, correspondence, and documentation remain accurate and up to date.
• Prepare and maintain electronic patent files and support portfolio reporting activities.
• Coordinate communications between internal stakeholders and external patent counsel worldwide.
• Support patent filing and prosecution activities across multiple jurisdictions.
• Facilitate the execution and processing of formal documents including assignments, powers of attorney, declarations, and inventor documentation.
• Process and track invoices from external patent counsel, annuity providers, and other IP service providers.
• Support budget tracking, spend reporting, invoice reconciliation, and payment processing.
• Assist with onboarding new external counsel and IP vendors.
• Maintain IP procedures, templates, and operational best practices.
• Contribute to process improvement initiatives and special projects relating to portfolio management and IP operations.

About You

To be successful in this role, you will have:

• Experience in patent administration, patent formalities, intellectual property, legal operations, or a related administrative role.
• Excellent organisational skills with strong attention to detail.
• Experience working with databases, records management systems, or docketing platforms.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• The ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• A professional and confidential approach when handling sensitive information.

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About Us

Oxford Nanopore Technologies: Our goal is to bring the widest benefits to society through enabling the analysis of anything, by anyone, anywhere. The company has developed a new generation of nanopore-based sensing technology for faster, information rich, accessible and affordable molecular analysis. The first application is DNA/RNA sequencing, and the technology is in development for the analysis of other types of molecules including proteins. The technology is used to understand and characterise the biology of humans and diseases such as cancer, plants, animals, bacteria, viruses, and whole environments. With a thriving culture of ambition and strong innovation goals, Oxford Nanopore is a UK headquartered company with global operations and customers in more than 125 countries.