Records Paralegal/Administrator (Intellectual Property)

Dehns; United Kingdom; Hybrid; GBP 24,000 - 29,000; Full time

Job summary

Dehns is seeking an IP Administration professional to join our records team in England. You will handle patent, design and trade mark procedures, maintain Inprotech records, and coordinate with foreign associates.

The role requires 3+ years in IP administration, strong organisation, and meticulous attention to deadlines. Hybrid working across offices in London, Oxford, Bristol, Brighton, Manchester or Birmingham is available.

Qualifications

• Experience working in Intellectual Property Administration.
• Must be highly motivated, organised and efficient.
• Excellent attention to detail and accuracy.
• Ability to multi-task and meet strict legal deadlines.
• Knowledge of Inprotech is required.
• 3+ years experience in Records or IP department.
• Strong knowledge of EP and UK patent and trade mark processes.

Responsibilities

• Handling procedures related to patent, design and trade mark applications including filings, reminders, fee payments, grants and copies.
• Managing correspondence from foreign associates and clients and logging deadlines in Inprotech.
• Diaries deadlines and actions in Inprotech and update records accordingly.
• Entering new case details into the IP management system with accuracy.
• Creating Inprotech case records from client instructions and checking against EPO data.
• Generating standard correspondence and updating filing details in Inprotech.
• Monitoring daily due dates and ensuring fee earners are aware of deadlines.

Skills

IP Administration

Attention to detail

Multi-tasking

Communication

Independence

Team player

Inprotech

Education

CIPA Introductory Patent Paralegal Course

CITMA Trade Mark Paralegal Course

Tools

Inprotech (records system)

Job description

Full-time | 37.5 hours per week | Hybrid | Multiple Locations

Location: this role is open in any of our offices in England (London, Oxford, Bristol, Brighton, Manchester and Birmingham). Hybrid working.

The Role:

To work within a team processing all aspects of patent and trade mark formalities, from maintaining electronic case records to contacting clients regarding records information and working with foreign attorneys to execute the work.

Main Responsibilities:

• Handling various procedures relating to patent, design and trade mark applications including filings, completion reminders, processing official communications, publications, fee payments, grants and certified copies.
• Handling incoming correspondence from foreign associates and clients including hard-copy mail and electronic correspondence and logging appropriate deadlines and actions onto the firm’s IP management system - Inprotech
• Reviewing and identifying any due dates from incoming correspondence and diarising said dates in Inprotech
• Reviewing outgoing correspondence and updating the firm’s IP management system accordingly
• Entering details of new cases onto the IP management system ensuring accuracy at all times
• Creating new Inprotech case records, capturing case details from client instructions, diarising any deadlines and making use of the on-line databases such as the EPO register to check case data against information supplied by the client including acknowledging instructions to create a case
• Generating and sending out all standard correspondence associated with the responsibilities of this role
• To update Inprotech with filing details (this includes checking the details against the filing receipt and arranging for correction, if necessary)
• Checking information/communications received to ensure information is correct, updating Inprotech with due dates, events and changes in the status of cases e.g. publication, grant/registration, and opposition/refusal/revocation, official actions
• Monitoring the daily critical due date list to ensure that Fee Earners are aware of all due dates which require action on the day
• Ad-hoc duties to include any other tasks which may be required in order to complete the role to a high standard.

Person specification:

• Experience working in Intellectual Property Administration
• Highly motivated, organised, and efficient
• Confident and assured attitude
• Excellent attention to detail and accuracy
• Must be able to work under pressure, while maintaining accuracy
• Must have good organisational skills, ability to multi-task and prioritise to meet strict legal deadlines
• Must be able to work independently to a high standard with a strong work ethic
• Must be able to communicate at all levels, both in writing and verbally
• Must be team-focussed, personable, and approachable
• Knowledge of Inprotech (records system application)
• 3+ years working within a Records or Intellectual Property department
• Strong knowledge of EP and UK patent and trade mark processes

Qualifications (desirable but not essential):

• CIPA Introductory Patent Paralegal Course
• CITMA Trade Mark Paralegal Course

About us

Dehns is one of Europe’s leading IP law firms with around 300 people across 8 offices in 3 European countries. Consistently top tier-ranked by IP and legal directories, our core business for over 100 years has been to obtain and defend intellectual property rights for local and international clients ranging from large, multinational corporations to small and medium sized businesses and private individuals.

Our practical, business-oriented approach to intellectual property helps us to turn inspired thinking into patents, trade marks and registered designs that are valuable commercial assets for our clients.

People are at the heart of Dehns. We care about each and every one of our employees, and work/life balance is important to us. We pride ourselves on our commitment to training, and provide unrivalled support to our trainees and attorneys through to qualification and beyond.

We actively embrace diversity in all its forms – background, identity, experience and thought – and are passionate about providing a workplace in which all individuals can thrive. We strongly believe that diversity enriches our culture and enhances the quality of the work that we do for our clients.