IP Administrator

Help shape the future of intellectual property

Marks & Clerk LLP is the leading and largest firm of Patent and Trade Mark attorneys in the UK with over 50 partners and 350 employees.  Our attorneys are highly skilled in all technical fields.  We have 8 offices in the UK: London, Oxford, Cambridge, Birmingham, Manchester, Edinburgh, Glasgow and Aberdeen. 

Role purpose

To The IP Administrator will play a pivotal role in supporting clients and attorneys throughout the life cycle of an application from filing through to registration and beyond. You will communicate directly with clients, attorneys and third parties, maintain the firm’s case management system and proactively work to ensure client requirements and deadlines are met.

Principal responsibilities

• Processing incoming communications & instructions to ensure that relevant data is recorded on the firm database (Inprotech).
• Create new cases and name records on Inprotech then starting or progressing the corresponding workflow.
• Monitoring due date/reminder lists and following up as required.
• Preparation of packages ready for filing/submission on various IPO portals or instructing foreign associates.
• Provide administrative document management support to fee earners such as organising and maintaining electronic case files and drafting correspondence.
• To be familiar with client requirements and ensure they are consistently met.
• Generating and forwarding documentation to internal and external clients.
• General administrative duties including copying, scanning, room booking and phone answering.
• General formalities admin support as required.
• Training of counterparts.
• Work in compliance with the Firm’s quality management systems and policies.

Technical knowledge, professional qualifications and experience

The successful candidate will have:

• 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)
• IP experience (preferred but not essential)

In addition, the successful candidate will be able to demonstrate:

• A self-motivated and pro-active attitude
• A methodical approach with excellent attention to detail
• Good organisation and prioritisation skills
• Strong written and verbal communication skills
• The ability to work under pressure and to tight deadlines
• The ability to work independently and as part of a team

Remuneration and benefits

• Competitive salary dependent on qualification and experience
• 26 days’ annual holiday, plus statutory holidays
• Hybrid working
• Contributory pension scheme
• Life assurance
• Private medical insurance (after 12 months)
• Permanent health insurance (after 12 months)
• Reimbursement of membership fees to professional bodies required for the role