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IP Administrator

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Marks & Clerk

1mo ago

  • Job
    Full-time
    Junior Level
  • Legal
    People, HR & Administration
  • Aberdeen

AI generated summary

  • You need 2+ years of IP experience, strong communication and IT skills, attention to detail, good organization, and the ability to work independently or as part of a team under pressure.
  • You will manage communications, process documentation, maintain databases, liaise with clients, monitor deadlines, and perform general admin tasks in a paperless environment.

Requirements

  • Previous administrative or legal secretarial experience
  • Strong written and verbal communication skills
  • Good IT skills – including MS Office and Outlook
  • Experience of a document management system (preferred but not essential)
  • Minimum 2 years of IP experience (essential)
  • Experience working in a paperless environment
  • A self-motivated and pro-active attitude
  • A methodical approach with excellent attention to detail
  • Good organisation and prioritisation skills
  • The ability to work under pressure and to tight deadlines
  • The ability to work independently and as part of a team

Responsibilities

  • Processing incoming communications to ensure that relevant data is recorded on the firm database (Inprotech)
  • Generating and forwarding documentation to internal and external clients
  • Searching for files and filing of electronic correspondence, in the Document Management System (DMS) and handling communications in a paperless environment
  • Monitoring due date/reminder lists and following up as required
  • Liaising with external parties to resolve queries or obtain instructions
  • Recording service charges and generating invoices when applicable
  • Accessing external information sources to check and retrieve relevant information
  • Working in compliance with the firm’s quality management systems, policies and procedures
  • Carrying out general administrative duties including copying, scanning, room booking and phone answering
  • Creating, ensuring sign-off and sending standard letters/documents (including reminders) to clients
  • Case Administrator - recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
  • Workflow Coordinator – reviewing and directing all incoming correspondence (mail, email, online portals)

FAQs

What is the main purpose of the IP Administrator role?

The main purpose of the IP Administrator role is to assist patent attorneys by following official rules and regulations, utilizing the firm’s case management system to provide a timely and efficient service to clients.

What types of responsibilities will the IP Administrator have?

The IP Administrator will have responsibilities that include processing incoming communications, generating documentation, monitoring due dates, liaising with external parties, recording service charges, and carrying out general administrative duties.

What qualifications are required for the IP Administrator position?

The successful candidate is required to have previous administrative or legal secretarial experience, a minimum of 2 years of IP experience, strong communication skills, good IT skills, and experience in a paperless environment.

Is experience with a document management system necessary for this role?

Experience with a document management system is preferred but not essential for this role.

What benefits does the IP Administrator position offer?

The position offers a competitive salary, 26 days of annual holiday plus statutory holidays, hybrid working, a contributory pension scheme, life assurance, private medical insurance, and reimbursement of membership fees to professional bodies required for the role.

How many locations are available for this job?

The IP Administrator position is available in three locations: Aberdeen, Edinburgh, and Glasgow.

Is this position full-time or part-time?

This position is full-time.

What skills are necessary to succeed in this role?

Necessary skills include good organization and prioritization, the ability to work under pressure, strong written and verbal communication skills, and the ability to work effectively both independently and as part of a team.

What is the firm’s approach to teamwork?

The firm values both independent work and teamwork, emphasizing the ability to work effectively in both contexts.

How does the firm support employee professional development?

The firm reimburses membership fees to professional bodies required for the role, supporting employees' professional development.

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Marks & Clerk

Leading global network of intellectual property specialists

Law
Industry
501-1000
Employees
1887
Founded Year

Mission & Purpose

We’re true specialists – focusing on IP and IP alone. With patent attorneys, trade mark attorneys, commercial lawyers and IP litigators, we can provide every type of intellectual property service you need. Our expertise is globally acknowledged - in our top tier status, the awards we’ve won and in the cutting-edge work we do, which helps shape future law.