IP Records Administrator / Records Paralegal

The Law Support Group; England; Hybrid; GBP 32,000 - 52,000; Full time

Job summary

The Law Support Group is seeking a Records Administrator / IP Paralegal to join its busy formalities team. You will manage records for patent, design and trade mark matters, ensuring accuracy and timely filing across jurisdictions.

This full-time hybrid role offers 40% remote work. You will liaise with clients, fee earners and overseas associates, diarise deadlines, review correspondence and maintain meticulous case records from instruction through to grant or publication.

Qualifications

• 3+ years in records or IP department.
• Sound knowledge of EP and UK patent and trade mark procedures.
• CIPA Patent Paralegal Course and/or CITMA Trade Mark Administrators Course desirable.
• Experience using Inprotech or a similar IP records system.

Responsibilities

• Managing formalities across patent, design and trade mark applications, including filings, completion reminders, official communications, publications, fee payments, grants and certified copies.
• Handling incoming post and electronic correspondence from clients and foreign associates, and recording deadlines and actions on the IP management system.
• Identifying due dates in incoming correspondence and diarising them accurately.
• Reviewing outgoing correspondence and updating case records to match.
• Opening new case records from client instructions, checking data against online databases such as EPOLine, diarising deadlines and acknowledging instructions.
• Recording filing details and checking them against filing receipts, arranging corrections where needed.
• Updating case status as matters progress, including publication, grant or registration, oppositions, refusals, revocations and official actions.
• Producing and sending standard correspondence related to the role.
• Monitoring the daily critical deadlines list so fee earners are aware of same-day actions.
• Taking on other tasks as needed to support the team.

Skills

Highly organized

Attention to detail

Multi-tasking

Written communication

Verbal communication

Independent worker

Team player

Education

3+ years IP/records experience

CIPA/CITMA courses desirable

Tools

Inprotech

Job description

Records Administrator / IP Paralegal

The Opportunity

Our client, a well-established intellectual property firm, is looking for a detail-driven Records Administrator / Paralegal to join its busy formalities team. This role would suit an experienced IP records professional who enjoys accuracy, structure and working to strict deadlines. You'll support patent, design and trade mark matters from start to finish, keeping case records accurate and working closely with clients, fee earners and overseas associates. This position is full time hybrid, offering 40% remote working.

What You'll Be Doing

• Managing formalities across patent, design and trade mark applications, including filings, completion reminders, official communications, publications, fee payments, grants and certified copies
• Handling incoming post and electronic correspondence from clients and foreign associates, and recording deadlines and actions on the IP management system
• Identifying due dates in incoming correspondence and diarising them accurately
• Reviewing outgoing correspondence and updating case records to match
• Opening new case records from client instructions, checking data against online databases such as EPOLine, diarising deadlines and acknowledging instructions
• Recording filing details and checking them against filing receipts, arranging corrections where needed
• Updating case status as matters progress, including publication, grant or registration, oppositions, refusals, revocations and official actions
• Producing and sending standard correspondence related to the role
• Monitoring the daily critical deadlines list so fee earners are aware of same-day actions
• Taking on other tasks as needed to support the team

About You

• Highly organised, motivated and efficient
• Confident and self-assured
• Exceptional attention to detail, with accuracy maintained under pressure
• Able to multi-task and prioritise against strict legal deadlines
• Works well independently while also being a supportive, approachable team player
• Strong written and verbal communication skills at all levels

Desirable

• Experience using Inprotech or a similar IP records system
• 3+ years in a records or IP department
• Sound knowledge of EP and UK patent and trade mark procedures
• CIPA Patent Paralegal Course and/or CITMA Trade Mark Administrators Course (desirable, not essential)