IP Administrator

Marks & Clerk Llp; Cambridge; Hybrid; GBP 60,000 - GBP 80,000; Full time

Job summary

A leading intellectual property firm in Cambridge is seeking an IP Administrator to assist patent attorneys with filing and post-filing tasks. The role requires strong communication skills and previous administrative experience in a legal environment. Duties include processing documentation, liaising with clients, and ensuring compliance with management systems. Benefits include a competitive salary, 26 days of holiday, and private medical insurance after 12 months, along with a hybrid working model requiring office attendance twice a week.

Benefits

Competitive salary

26 days annual holiday

Contributory pension scheme

Life assurance

Private medical insurance (after 12 months)

Permanent health insurance (after 12 months)

Reimbursement of membership fees

Qualifications

• Previous administrative experience in a legal environment.
• CIPA Administrator qualification preferred but not essential.

Responsibilities

• Providing filing and post-filing assistance for patent attorneys.
• Processing incoming post and recording relevant data.
• Generating and forwarding documentation to clients.
• Filing correspondence electronically in the document management system.
• Monitoring due dates and following up as required.
• Liaising with external parties to resolve queries.
• Accessing external information sources.
• Working in compliance with quality management systems.

Skills

Strong written and verbal communication skills

Good IT skills – including MS Office and Outlook

IP experience

Experience of a document management system

Self-motivated and pro-active attitude

Excellent attention to detail

Good organization and prioritization skills

Ability to work under pressure

Ability to work independently and as part of a team

Job description

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.

The IP Administrator is responsible for providing filing and post-filing assistance in accordance with official rules and regulations, and using the firm’s case management system in order to support the patent fee earners in providing a timely and efficient service.

• Processing incoming post to ensure that relevant data is recorded on Inprotech
• Generating and forwarding documentation to internal and external clients
• Filing of correspondence electronically in the document management system (DMS)
• Monitoring due date/reminder lists and following up as required
• Liaising with external parties to resolve queries or obtain instructions
• Recording service charges as applicable
• Accessing external information sources to check and retrieve relevant information
• Working in compliance with the firm’s quality management systems and policies.

This position may encompass various roles designed for our specific business workflows:

• Case Administration - recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
• Filing - preparing and officially filing Intellectual Property Rights (IPR) applications, instructing foreign attorneys and arranging for associated fees to be paid
• Post Filing - obtaining and submitting all documentation required to progress a filed application

Technical knowledge, professional qualifications and experience

The successful candidate will have:-

• Previous administrative experience in a legal environment
• 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
• CIPA Administrator qualification (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
• 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
• Contributory pension scheme
• Hybrid Working
• 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
• Be able to attend the Cambridge office two days a week