IP Administrator (experienced)

Withers & Rogers LLP; Sheffield; Hybrid; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Healthcare cash plan

Flexible working

Holiday purchase scheme

Enhanced Parental Leave

Job summary

Withers & Rogers is recruiting a Patent Administrator to join the Sheffield office. The role offers hybrid working, including remote work options, and a busy, client-focused environment.

You will manage inboxes, prepare filings for UK/European patents, and provide full secretarial support while adhering to internal processes. Collaborative team culture is emphasised, with opportunities to grow within a leading IP firm.

Qualifications

• Patent administration experience is required.
• Good communication skills and ability to interact with all levels of internal and external contacts.
• Attention to detail and pride in work product.
• Ability to balance and prioritise workload and stay composed during busy periods.

Responsibilities

• Manage own and team inboxes, process emails and post, update case management system.
• Maintain case management system daily, follow workflows, generate templates, liaise with Records and Finance.
• Provide full secretarial support including typing of letters, emails, and patent specifications.
• Prepare official forms for UK, European and other patent applications using online filing software and pay fees.
• Organise workload and stay level-headed in a busy environment.
• Follow Withers & Rogers processes and client-specific procedures.
• Produce and maintain documentation to capture processes for key clients.
• Prepare and process invoices using e-billing systems.

Skills

Patent administration

Attention to detail

Communication

Time management

Tools

Case management system

Outlook

Word

Excel

Teams

Online filing software

Job description

About Us

Withers & Rogers is one of Europe's largest dedicated intellectual property law firms, with offices across the UK, Paris and Munich. Established more than 140 years ago, we remain as passionate as ever about making intellectual property work to our clients' best advantage. Today, our clients include many renowned, innovative organisations from across Europe, North America, and Asia.

The Role

This is a full-time permanent position, and the successful candidate will be aligned to our Sheffield office. Hybrid working options, including working from home, are available.

Responsibilities

• Managing own and team inboxes, processing emails and post (mainly electronic but some hard copy), updating our case management system and acknowledging receipt, where appropriate.
• Accurate and daily maintenance of case management system, including following workflows and generating standard correspondence from templates, and liaising with Records and Finance departments, as well as sister company Withers & Rogers Renewals.
• Full secretarial support including all typing of documents including letters, emails, and patent specifications.
• Preparation of official forms for UK, European and other patent applications, and design applications, including use of online filing software, the payment of official fees and reporting accurately.
• Organising and prioritising own workload and keeping a level-headed approach in a busy working environment.
• Accurately following Withers & Rogers processes and procedures, and client specific processes and procedures where applicable.
• Producing/maintaining documentation to capture processes developed for key clients.
• Accurate preparation and processing of invoices, using e-billing systems where necessary.

About You

• Patent administration experience is required.
• Good communication skills and ability to interact with all levels of internal and external contacts.
• Attention to detail and pride in work product.
• The ability to balance and prioritise workload, remain composed and level-headed during periods of particularly busy activity, proactively helping other members of the team. Ability to manage an attorney's emails, judge urgency, and action as required.
• Good Microsoft package skills particularly Outlook, Word, Teams and Excel, with ideally an understanding of case management systems and experience in following/generating standard procedures and templates for repeat tasks.
• The desire to learn and a willingness to become involved.
• Ability to work individually and within a team.

Your Rewards

• Competitive salary
• Benefits such as healthcare cash plan and additional holiday purchase scheme
• Flexible working options
• Enhanced Parental Leave options
• Positive and welcoming work environment

Applications will be reviewed as they are received so early applications are encouraged.

We foster a supportive and inclusive culture where employees are encouraged to broaden their knowledge, challenge themselves and share their ideas.

If you think you have the skills to succeed, we would love to hear from you.