Patent Administrator

Location: Cambridge
Sector: Admin & Customer Service, Legal & HR
Job type: Full Time, Permanent
Hours: 37.5 hours per week
Reward: Circa £38,000
Start: ASAP
Benefits: Contributory pension, Life Assurance, Personal Injury Insurance, Season Ticket Loan and 25 days holiday + bank holidays & study leave days where required.

We are looking for a skilled candidate to join our client’s team in Cambridge. To be suitable for this position you will be a methodical worker holding 1 – 2 years relevant experience of working in IP (Intellectual Property). You will have passed your CIPA qualification and be used to supporting fee earners and senior partners. 

You will be a confident communicator and have relevant experience in using Intellectual Property Management Systems such as Inprotech. This role is a demanding position that will involve supporting senior staff so you must be able to work under pressure to deadlines with confidence.


  • Sending draft letters, emails and other correspondence for fee earner to check prior to sending
  • Look up client information and prepare documentation using (Inprotech) IPT
  • Maintaining files electronically using our document management system
  • Managing formal matters such as the documents required on translations and power of attorneys
  • Collating documents to be signed, forwarding them for signature with clear instructions
  • Monitoring deadlines, chasing the signed documents and forwarding them on receipt
  • Preparing various Patent Applications and Formalities documents including updating of Inprotech
  • Reviewing and managing short, medium- and long-term deadlines with fee earner(s)
  • Update IPT with dates to be monitored from any correspondence received
  • Clear deadlines on IPT once application filed/formal information completed
  • Enter new and miscellaneous patent and design files onto IPT
  • Enter filing dates, forms and documents filed on new cases, diarising fees as necessary
  • Report patent publications to clients, entering relevant details into IPT and diarising
  • Abandon pending patent and design records as instructed by fee- earners
  • Check grant certificates before sending to clients
  • Update IPT with regard to EPO & EUIPO fee instructions (those paid and those awaiting payment)
  • Draft correspondence for reporting foreign Patent and Design publications/communications to clients
  • Validating EP cases Worldwide; obtaining translations of specifications and claims where necessary
  • Liaising with the Renewals Department as necessary
  • Produce due date reports for specific Clients
  • Preparation of invoices, (credit and debit notes)
  • Assisting the fee earner with managing WIP eg. by noting incoming Foreign Agent invoices
  • Arrange meetings, travel and itineraries for those fee earners who require such assistance
  • Manager caseload including due date list reminders
  • Liaise with clients eg. respond to emails and take telephone messages in the absence of fee earners
  • Provide cover/support other Patent Administrators
  • Maintaining CRM system with client information.

Skills and Experience Required:

  • Use of various document management systems
  • Experience of using Inprotech or similar system is desirable
  • Use of all MS Office Suite including Visio & PowerPoint
  • CIPA Qualification would be a distinct advantage (part or fully qualified)
  • A Level educated to a minimum
  • Legal Secretarial experience and working with fee earners and partners
  • 1 – 2 years’ experience of working within Intellectual Property (IP)

If you have not received a response within 3-5 working days, unfortunately your application has been unsuccessful. Busy Bee Recruitment Ltd is acting as an Employment Agency for this Permanent vacancy.

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