Trade Mark Records Administrator (fixed term contract) Job Description

Role Profile Trade Mark Records Administrator – Fixed Term Contract (6 months)
Purpose of the role

 

 ·       To work as part of the records team to provide an efficient,   pro-active and high quality records service to the business.
Reports to ·       Records Operations Manager
Key Internal Relationships   ·       Records Team

·       Departmental fee earners and secretaries

·       Business Analyst

·       Finance Team
Key Responsibilities

(The role description outlines both trade mark  and patent responsibilities.  The role is primarily a trade mark and designs role but is flexible depending on the candidate experience/skills/qualifications)

 

  

Trade Mark Administration

  • Creating new Foreign, GB, EU and International TM cases in Inprotech
  • Processing the incoming post and updating various deadlines, review due dates, advertisement notifications
  • Updating incoming registration certificates, producing standard letters and sending to the fee earner for signature
  • Loading new or old manual cases onto Inprotech
  • Updating advertisements and registration certificates, producing standard letters and sending to the fee earner for signature

 

Patent Records Administration (if applicable)

  • Creating new cases entries in Inprotech for European (EP), British (GB), International (PCT) and Foreign patent applications
  • Processing incoming case related correspondence from Intellectual Property Offices and updating/adding various deadlines and review due dates in Inprotech (including extracting and processing notifications from the EPO Mailbox)
  • Processing incoming case related post/emails/faxes from clients and agents and updating/adding various deadlines and review due dates in Inprotech
  • Processing GB registration certificates, producing standard letters and sending to the fee earner for signature
  • Assisting with case takeovers, when the firm has taken responsibility from another agent, by adding a record of these cases to Inprotech.

 

 

Other Tasks/Duties

  • Liaising with fee earners and the secretariat in the management and monitoring of deadlines and case details
  • Liaising with fee earners and the secretariat in the management and monitoring of deadlines and case details
  • Advising fee earners of due dates/review dates on the Due Date report
  • Updating dates from the Due Date reports returned from the fee earners on the Inprotech system
  • Preparing TM schedules in Excel or Word by extracting the information from Inprotech
  • Creating general files on Inprotech
  • Liaising with CPA (Computer Patent Annuities — renewals) with queries on PT/TM cases. A varied role with the need to telephone or email or fax them. Also using their Internet based software to check their records database
  • General queries and requests from fee earners received by memo, email or telephone
  • Any other tasks as may be allocated
  • Scanning all documentation received into the firm and emailing the documentation to a centralised mailbox as part of a rota
  • Processing the firms centralised mailbox as part of a rota system.

 
Person Specification  
Qualifications/Academic Achievement

 

 ·       GCSEs (ideally at least 5 Grade C/Level 4 or above GCSEs;  Grade B/Level 5 or above in at least Maths and English)

·       CITMA paralegal certificate (advantageous but not essential)
Work experience

 

 ·       Several years of experience of working autonomously within either an in-house Records team or law firm for primarily Trade Marks but ideally some Patents.
Technical skills

 

 ·       Computer literate (Word and Outlook)

·       Experience with a Document Management System (DMS)  e.g. iManage and case management databases (e.g. Inprotech) and/or aptitude to learn.

 
Business skills

 

 ·       A high level of accuracy and attention to detail is essential.

·       The ability to multi-task and prioritise, coupled with the ability to be confidential at all times, is essential.

·       Experience of using databases/excel to an intermediate level.

 
Core competences

 
  • Demonstrates the following qualities:

 

Quality of Work

  • Delivery of work to a high standard, accurately and in line with agreed processes/formatting/standards
  • The ability to problem solve and work across team so provide solutions
  • Application of technical knowledge and experience to all aspects of work

 

Relationship Management

  • A positive, friendly and ‘can do’ attitude
  • The ability to resolve issues that arise constructively and quickly to maintain positive working relationships
  • An understanding of colleague’s needs, views and expectations

 

Communication

  • Flexibility and willingness to help others achieve their responsibilities
  • An ability to work effectively and consistently with people at all levels
  • Effective team working

 

Self Management

  • A desire to learn from experience and actively seek to take on more responsibility.
Location
  • London base with the role holder able to work on an agile basis with some part of the week worked from home as part of our AAT Agile Working trial.