Patent secretary

Boult Wade Tennant LLP.; Greater London; Hybrid; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Life insurance

Company pension

Flexible benefits

35 hours per week

Job summary

Boult Wade Tennant LLP in London is seeking a Patent Secretary to support its biotech patent team. You will perform a variety of administrative tasks with a focus on accuracy and timely delivery, collaborating closely with fee earners and colleagues.

The role requires strong MS Office skills (Word, Excel, Outlook), a can-do attitude, and the ability to manage multiple priorities while remaining calm under pressure. Training will be provided where needed.

Qualifications

• Advanced knowledge of Microsoft Office, especially Word (track changes).
• High level of accuracy and a can-do attitude.
• Ability to build constructive relationships with colleagues at different levels.
• Proven ability to work as a team player and independently.
• Remain calm under pressure with strong organisational skills.
• CIPA qualification is advantageous.

Responsibilities

• Drafting letters and emails
• Amend patent specifications using track changes
• Prepare forms for new patent applications
• Prepare Extensions of Time documents
• Use EPO2.0 Online filing software
• Use OneIPO
• Prepare internal memos, forms and admin tasks
• Search and download patent specs via Espacenet and patent office sites
• Handle calls and take accurate messages
• Billing preparation using electronic system
• Enter disbursements and time in Inprotech
• Attend bi-weekly group meetings and take minutes
• Prepare documents for hearings
• Prepare reports from InterAction
• Audio/copy typing as required

Skills

MS Office

Attention to detail

Communication

Teamwork

Relationship building

Independence

Work under pressure

Education

CIPA qualification

Tools

EPO2.0 Online filing

OneIPO

Espacenet

InterAction CRM

Inprotech

iManage

Big Hand

Zoom/Teams

Job description

We're looking for a Patent Secretary to support the firm's growing London-based biotech patent team. The successful candidate will be someone who is looking for an interesting variety of work, is helpful, eager to learn and take on responsibility and enjoys working as part of a team.

Role requirements

• Advanced knowledge of Microsoft Office, in particular Word (track changes), Excel, Outlook, and Edge
• A high level of accuracy is required
• A 'can do' attitude, willingness to learn and expand knowledge and skills within the role, approachability, flexibility as to hours and the role itself, a practical/common sense approach
• Ability to build and maintain constructive relationships with individuals at different levels of seniority
• Proven ability to work effectively both as a team player and independently with initiative
• Ability to stay calm in often demanding situations and to be able to work well under pressure
• Exceptional organisational skills
• CIPA qualification an advantage

Role responsibilities

• Drafting letters and emails
• Making amendments to patent specifications using "track changes"
• Preparation of appropriate forms for new patent applications*
• Preparation of legal documents e.g. Extension of Time Requests*
• Use of EPO2.0 Online filing software*
• Use of OneIPO
• Preparation of internal memos, forms and general office administration
• Use of Espacenet and the various Patent Office websites for searching and downloading patent specifications and correspondence*
• Dealing with internal questions and telephone calls and taking accurate messages
• Additional ad-hoc responsibilities as and when necessary
• Preparation of billing using our electronic billing system*
• Entering disbursements and time in Inprotech for billing purposes*
• Attending bi-weekly group meetings and occasional minute taking
• Preparation of documents for Hearings
• Preparation of reports from InterAction
• Audio/copy typing (when/if required)

* Training will be provided

Systems used

• Zoom and Teams
• InterAction as the CRM
• ServiceNow
• iManage (Document management system)
• Inprotech (Records and Accounting System)
• Big Hand (Digital Dictation)

Benefits offered

• Working hours: 35 hours per week (full-time)
• Life insurance (from start date)
• Company Personal Pension scheme (qualifying period three months)
• Flexible benefits package

From time to time reporting lines and responsibilities may change; any changes will be at the sole discretion of the firm