Patent Administrator/Paralegal

Dehns; Manchester; Hybrid; GBP 29,000 - 38,000; Full time

Job summary

Dehns is seeking an IP Paralegal to provide comprehensive support to Patent Attorneys and trainees in its Manchester office. The role involves document preparation, filing formalities, and client communications across UK/EP/PCT assignments.

You will maintain case records, assist with officer queries, and coordinate with overseas agents. A proactive, detail-oriented team player is essential for success in a busy IP practice.

Qualifications

• Experience of working within an IP, legal or other professional services environment.
• Experience with PowerPoint is advantageous.
• Any experience with Inprotech Database system is advantageous; systems induction training will be provided.

Responsibilities

• Provide full support service to qualified and trainee Patent Attorneys as part of the Manchester office team.
• Prepare documentation for patents, designs and trademarks and monitor filing formalities (UK/EP/PCT).
• Maintain records for fee earners across cases and assist with information from IP offices and databases.
• Prepare correspondence and emails to clients, IP offices and overseas agents.
• Monitor attorney deadlines and workloads; liaise with Records Department and report progress to clients.
• Instruct overseas agents for filings and manage related communications and expenses.

Skills

Independent worker

Organisational skills

Prioritisation

Learning new systems

Team player

Work under pressure

Attention to detail

MS Word

MS Excel

MS Outlook

Education

CIPA Introductory Certificate in Patent Administration (IPAC)

CITMA Paralegal Course

Tools

Inprotech

PowerPoint

Job description

Full time, Fixed term contract (Maternity Cover) with potential for extension.

Reporting to:

IP Paralegal Services Manager

Working for:

This role supports partners, associates and trainees

Location:

The principal place of work will be the Firm’s Manchester office. The Firm is located on other sites within the UK and Europe. Travel to and work from these offices may be required from time to time.

Hours of work:

35 hours per week to be worked in accordance with the provisions of the Firm's flexitime scheme.

3 days working in the office, 2 days working from home.

Please note, during the probationary period, to facilitate training, 4 days per week in the office is highly recommended.

About us:

Dehns is a top-tier ranked IP law firm; we have been obtaining and protecting IP on behalf of our clients for more than 100 years, and for a wide range of organisations across a comprehensive range of technologies.

We offer a stimulating working environment and, as a progressive firm, we want to invest in the brightest and most talented individuals from all walks of life.

Purpose of role:

To provide a full support service to qualified and trainee Patent Attorneys. Work as part of an overall team to ensure a high level of support is delivered across the Manchester office and the Firm as a whole.

Job Specification:

• Preparation of documentation relevant to patents, designs and/or trademarks as appropriate and monitoring various formalities processes relevant to the filing of UK, European, International and Patent Co-operation Treaty (PCT) applications. Including:
• Typing and amending Word documents with technical content
• Preparing forms and letters from templates with case-specific information
• Maintaining records for fee earner cases in respect of various formalities eg maintaining US IDS records for a patent family. Assisting fee earners in obtaining information from EPO, UKIPO, EUIPO, WIPO and other IP related websites and databases.
• Assistance with assignments, changes of name/address and other recordals, including obtaining/collating information on requirements/costs, preparing documents (eg Powers of Attorney) for execution by clients, preparing forms/instructions to overseas associates, monitoring progress of recordals and reporting to client.
• Preparing basic correspondence/emails to clients, IP offices and overseas agents.
• Preparing standard reporting letters to clients.
• Daily and weekly monitoring Attorney deadlines/workloads, liaising with our Records Department and taking necessary action in respect of deadlines wherever appropriate.
• Preparation of various documentation and presentations relevant to Attorney involvement in committees and other professional activities.
• Instructing overseas agents to attend to filing of new patent, design and trade mark applications (including national phase of PCT applications), to include attending to all filing formalities.
• Dealing with incoming and outgoing communications, sending reminders/acknowledgements and preparing and/or sending emails on behalf of Attorneys
• Preparation and handling of all ancillary documentation as necessary (e.g. file management, photocopying, scanning, etc.)
• Preparation of cost estimates for clients.
• Running status reports and portfolio schedules as and when required by clients.
• Adding official fees and firm service charges to our billing system.
• Preparation of invoices.
• Regular monitoring of Attorneys WIP (e.g. unbilled time or service charges wherever appropriate).
• Checking new client details on Inprotech database and updating various other records.
• Maintaining client files with relevant client specific information, e.g. standard procedures re billing, correspondence etc.
• Arranging Attorney travel as required. Preparation of Travel Itineraries and dealing with expense claims on behalf of Attorney, if required.
• Acting as point of contact for client enquiries on behalf of Attorney. Making and receiving telephone calls and dealing with general enquiries.
• Point of contact when arranging internal and external meetings, booking of rooms, venues and refreshments.
• As required, assisting with ad hoc responsibilities and administrative tasks to support Attorneys.

Person Specification

• Ability to work independently to a high standard and use own initiative.
• Excellent organisational skills.
• Efficient, able to prioritise to meet deadlines and multi-task.
• Must be able and willing to learn new systems and procedures.
• Must be a team player, personable and approachable.
• Able to work under pressure and respond to changing demands on a daily basis
• A very high attention to detail
• Good working knowledge of Microsoft Work, Excel and Outlook

Preferred experience:

• Experience of working within an IP, legal or other professional services environment.
• Working knowledge of PowerPoint advantageous.
• Any experience of Inprotech Database system advantageous, although systems induction training will be provided.

Certifications:

• Preference for CIPA Introductory Certificate in Patent Administration Course (IPAC) and/or CITMA Paralegal Course.
• The Paralegal job title applies to those who have attained one or both of these certifications.

This job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as it currently stands. It is not intended as a wholly comprehensive or permanent schedule and may be varied from time to time. It does not form part of the contract of employment.