Job Description

Hybrid role (Some days at the office, some days working from home, according to the needs of the business)

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 60 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

The IP Administrator is responsible for providing general secretarial and administrative assistance in order to support the fee earners in providing a timely and efficient service. This will include assistance with case management and patent formalities, to ensure that patent applications and official actions are responded to within the statutory timescales.

Principal 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 (i-Manage) 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.

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

Secretarial Role -Assisting fee earners in managing the collation of documents on the electronic file; collating and managing evidence; dealing with the necessary photocopying; collating exhibits to comply with formal requirements and preparing exhibit sheets as required; Producing correspondence, specifications, text and other written material from rough drafts, corrected copies,, using appropriate Office tools

Assisting Office Manager organising meetings or events when required

Technical knowledge, professional qualifications and experience:

The successful candidate will have:

Previous legal secretarial experience

IP experience (preferred but not essential)

Experience working in a paperless environment (preferred but not essential)

Experience working remotely (the role is office based with some scope for flexible working)

Experience of a document management system (preferred but not essential)

Good typing skills including audio and copy typing (preferred but not essential)

Good IT skills - including MS Office and Outlook

Experience of a document management system (preferred but not essential)

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

Strong written and verbal communication skills

A self-motivated and pro-active attitude

A dynamic 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

The ability to remotely until required to return to the office (Covid-19)

Remuneration and benefits

Competitive salary dependent on qualification and experience

26 days annual holiday plus statutory holidays

Contributory pension scheme

Life assurance

Private medical insurance (after 18 months)

Permanent health insurance (after 2 years)

Reimbursement of membership fees to professional bodies required for the role

Job Types: Full-time, Permanent

Benefits:

Company pension Free flu jabs Free parking Life insurance On-site parking
Schedule:

Monday to Friday
Ability to commute/relocate:

Oxford: reliably commute or plan to relocate before starting work (required)
Experience:

UK legal secretarial or relevant legal administration: 2 years (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 09/05/2025
Reference ID: IP administrator - Oxford
Expected start date: 26/05/2025