05 Aug 2024

We are a leading European intellectual property firm, advising some of the world’s most innovative and successful companies. Together, we help to improve lives by supporting innovation.

We hire talented and passionate people who think creatively and enjoy a challenge. Working collaboratively, we share our knowledge and experience across teams, actively learning from each other in a friendly and sociable environment.

We are passionate about creating a diverse and inclusive workplace. Diversity of thought is vital to our business; it’s how we approach challenges differently and offer our clients creative and original solutions. Through our work with organisations such as IP Inclusive, Stonewall and Business in the Community via the Race at Work Charter, we are putting the right steps in place to make sure that all our people feel supported and empowered to be themselves Further information on our commitment to diversity and inclusion is available on our website.

A healthy work/life balance is very important to us, and we run regular wellbeing events in addition to the large number of clubs and social activities that are available to everyone at the firm.  We are also enthusiastic supporters of our local community through partnerships with the Social Mobility Foundation and Holborn Community Association.

The role

Our Records and Formalities team play a crucial role in the efficiency within our organisation. We collaborate closely with our attorneys to provide support from first filings through to grant and registration for our Patents, Trademarks, Transactions and Dispute Resolution teams, ensuring legal documentation is always accurate and up to date. Reporting to the Patents Team Manager, this is a key role within the Records department. You will be undertaking a broad range of administrative duties, docketing official deadlines, checking, and filing new applications and submissions via EPOline and ePCT. You will be required to liaise with clients and Carpmaels’ Associates for patent related procedures.

What you’ll be doing

  • Distributing incoming correspondence (on a rota basis).
  • Distribute filings and submissions within the team (on a rota basis).
  • Checking daily prompt list and reminding fee earners about upcoming deadlines.
  • Dealing with queries and updates on Patent cases.
  • Entering new cases on system.
  • Docketing and processing incoming correspondence.
  • Checking and filing all new applications and forms:
    • EP: 1001, 1002 and 1200
    • PCT: PCT/RO/1O1 and PCT/IPEA/401
    • GB:  Forms 1, 7, 9a, 10 and NP1
    • Oppo:  2300
  • Checking and filing all submissions being sent via EPOline and ePCT.
  • Perform internal formalities checks on incoming official correspondence from EPO/WIPO/UKIPO.
  • Process change of client instructions.
  • Online fee payments.
  • Producing filing estimates upon request.
  • Complete post filing checks.
  • Training other members of staff.

Skills and experience we’re looking for

  • Team player.
  • Diligent and thorough.
  • Ability to work on own initiative.
  • Strong written and verbal communication skills.
  • Ability to work to deadlines.
  • Ability to work with minimal supervision.
  • Good working knowledge of patent procedure in main foreign countries.
  • Attention to detail, including spotting incorrect/incomplete information.
  • Knowledge of Inprotech.
  • Willingness to learn new skills.

Key Skills & Qualifications

  • CIPA Administration Certificate preferred.
  • GCSE English Language and Maths or equivalent.
  • Strong knowledge of Microsoft office.
  • Experience of Inprotech.
  • Previous experience working in an IP firm/department.

What we offer

We offer a competitive benefits package that currently includes the following:

  • 25 days’ holiday, increasing by 1 day per year up to our maximum of 28 days.
  • Employer pension contribution of 5% in your first year, with a minimum 3% employee contribution, increasing to 10% employer contribution after one year’s service.
  • Holiday buy scheme, with the option to purchase up to 5 additional days.
  • Holiday bonus, starting at £400 per year, increasing each year up to a maximum of £2,000.
  • Private medical insurance via Bupa, where you’ll be eligible to join the month following your start date. You will also have the option to add dependants, subject to a monthly cost.
  • Free confidential access to 24/7 medical, mental, legal and financial wellbeing support via Health Assured and WeCare from your first day of employment.
  • Access to internal Mental Health First Aiders, all of whom have completed the Mental Health First Aid England accredited training programme and champion wellbeing across the firm.
  • Life assurance of 4x your base salary.
  • Income protection, with cover for up to 5 years and compensating for up to 75% of your base salary.
  • Cycle2Work scheme.
  • Season ticket loan.
  • Access to Payroll Giving or Give As You Earn (GAYE) which allows you to donate to charity through your monthly pay.
  • We’re passionate about the benefits of corporate volunteering and offer all employees 1 paid volunteer day per year.

We’re very proud of our collegiate culture and the value that working together brings. Through our commitment to enabling everyone to do their best work, we offer a range of family and life-friendly policies.

This includes competitive enhanced maternity, paternity, adoption, surrogacy and shared parental leave schemes, if you’ve been with us for at least 26 weeks. Furthermore, our fertility policy aims to assist employees with both the logistical and emotional aspects of undergoing fertility treatment. This includes paid leave of up to five days for fertility treatment.

We also recognise the needs of balancing home life around the requirements of your role. Depending on the work you do and your team, we offer informal arrangements such as hybrid and agile working, as well as more formal arrangements such as flexible hours and part-time working. We’re very happy to discuss flexible and life-friendly working options during the recruitment process and upon joining us.

We are proud of our inclusive culture where individual differences are celebrated, and we are committed to providing equal opportunities to all employees and job applicants. We do not tolerate discrimination either directly or indirectly on the basis of race, sex, sexual orientation, gender reassignment, religion or belief, marital or civil partnership status, age, disability, pregnancy and maternity, or any other characteristic protected by law.  Our approach is embodied in our Equality, Diversity and Inclusion Policy, as well as our diversity and inclusion programmes.

Please note that we do not accept unsolicited CVs or speculative approaches from recruitment agencies unless they have been explicitly instructed on this vacancy by a member of our recruitment team. 

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