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Web Recruit Ltd; West of England; Hybrid; GBP 25,000 - 35,000; Full time

Benefits offered by this job

Healthcare cash plan

Flexible working options

Enhanced Parental Leave

Holiday purchase scheme

Job summary

Withers & Rogers is a leading intellectual property law firm with notable offices in the UK. We are seeking an IP Administrator to support patent and legal administration in a busy environment, with hybrid options across Bristol, Sheffield, London or Birmingham offices.

You will manage inboxes, maintain case files, draft correspondence, and prepare forms for UK/European applications while processing invoices and supporting the attorney team.

Qualifications

• Patent administration experience is preferred, or a strong administration background.
• 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 busy activity, proactively helping others.
• Good Microsoft package skills, particularly Outlook, Word, Teams and Excel, with understanding of case management systems and templates.

Responsibilities

• Manage own and team inboxes, processing emails and post, updating our case management system and acknowledging receipt.
• Maintain the case management system daily, following workflows and generating standard correspondence, liaising with Records/Finance and Withers & Rogers Renewals.
• Provide full secretarial support, including drafting emails/letters and reformatting documents including patent specifications.
• Prepare official forms for UK/European patent applications using online filing tools, paying fees and reporting accurately.
• Organise and prioritise own workload, staying level-headed in a busy environment and following processes.
• Produce and maintain documentation to capture processes for key clients and ensure compliance with client procedures.
• Prepare and process invoices using e-billing systems where necessary.

Skills

Patent administration

Administrative support

Communication skills

Attention to detail

Workload management

Microsoft Office

Tools

Case management system

Invoicing systems

Job description

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.

We believe that our patent and trade mark attorneys, support, and operations staff have a breadth of expertise and a depth of specialist sector knowledge that is second to none. Our purpose is building trusting relationships, and our vision is to be an independent, responsible, sustainably profitable, and globally focused firm.

The Role

This is a full-time permanent position, ideally based in our Bristol office; however, we are open to the successful candidate working from our Sheffield, London or Birmingham office instead. Hybrid working options, including working from home, are available.

In this role, your responsibilities will include:

• 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 the 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 preparation of draft emails and letters, and reformatting of documents including patent specifications.
• Preparation of official forms for UK, European and other patent 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

To join us as an IP Administrator, you’ll need:

• Patent administration experience is preferred, or a strong administration background.
• 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

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

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