Secretary / IP Formalities Administrator

Secretary / IP Formalities Administrator

Owen Reed are recruiting for a Secretary/IP Formalities Administrator to provide a full support service to qualified and trainee Patent and/or Trade Mark attorneys. The Secretary/IP Formalities Administrator will work as part of an overall team to ensure a high level of support is delivered across the the company.

Main Responsibilities include of the Secretary/IP Formalities Administrator
Preparation of documentation relevant to patents, designs and/or trade marks as appropriate and monitoring various formalities processes relevant to the filing of UK, European and Patent Co-operation Treaty (PCT) patent applications or trade mark applications.
Preparation of various documentation and presentations relevant to fee-earner involvement in committees and other professional activities.
Dealing with incoming and outgoing communications via e.g. email, letter.
Preparation and handling of all ancillary documentation 
Preparing and/or sending e-mails on behalf of fee-earners.
Monitoring fee-earner deadlines/workloads, liaising with central Records department and taking necessary action in respect of deadlines wherever appropriate.
Maintaining fee-earner diary.
Preparation of cost estimates for clients.
Running status reports as and when requested by clients.
Preparation of invoices.
Monitoring of fee-earner Work In Progress wherever appropriate.
Checking new client details on Inprotech database and updating various other records.
Maintaining client files with relevant client specific information, e.g. standard procedures re. billing, correspondence, etc.
Arranging fee-earner travel as required. Preparation of Trip Sheets and dealing with expense claims on behalf of fee-earner.
Acting as of point of contact for client enquiries on fee-earner behalf. Make and receive telephone calls. Handle basic general enquiries.
Arranging meetings (internal and external) - act as point of contact and arrange facilities and refreshment requirements.

Person specification:
Ability to work independently to a high standard and use own initiative 
Excellent organisational skills
Efficient, able to prioritise to meet deadlines and multi-task
Must be able and willing to learn new systems and procedures
Must be a team player, personable and approachable

For more information please contact Jane Alexander