Trainee Secretary

Brighton, East Sussex
Competitive Salary
26 Feb 2019
26 Mar 2019
Job Title
Legal Secretary
Contract Type
Full Time

Owen Reed are recruiting for a Trainee Secretary to join a Law firm in Brighton.  The Trainee Secretary will report to the Secretarial Services Manager.

The trainee secretary must be a law graduate 2.1 in law.

The Trainee Secretary will provide full support service to qualifies and trainee Patent and/or Trade Mark Attorneys.

Job Specification of the Trainee Secretary: 
• Preparation of documentation relevant to patents, designs and/or trademarks as appropriate and monitoring various formalities processes relevant to the filing of UK, European, International and Patent Co-operation Treaty (PCT) applications.  Including:
   - Typing and amending Word documents with technical content
   - Preparing forms and letters from templates with case-specific information
• Preparation of various documentation and presentations relevant to fee earner involvement in committees and other professional activities.
• Dealing with incoming and outgoing communications.
• Preparation and handling of all ancillary documentation as necessary (eg file management,photocopying, scanning etc).
• Instructing overseas agents to attend to filing of new patent, design and trade mark applications (including national phase of PCT applications), to include attending to all filing formalities
• Preparing and/or sending emails on behalf of fee earners.
• Transcription of Dictation. 
• Monitoring fee earner deadlines/workloads, liaising with central Records Department and taking necessary action in respect of deadlines wherever appropriate. 
• Maintaining fee earner diary.
• Assisting fee earners in obtaining information from EPO, UKIPO, EUIPO and other IP related websites.  
• Preparation of cost estimates for clients.
• Running status reports and portfolio schedules as and when required by clients. 
• Preparation of invoices. 
• Monitoring of fee earner Work In Progress wherever appropriate. 
• Checking new client details on Inprotech database and updating various other records.
• Maintaining client files with relevant client specific information, eg standard procedures re billing, correspondence etc. 
• Arranging fee earner travel as required.  Preparation of Travel Itineraries and dealing with expense claims on behalf of fee earner, if required.
• Acting as point of contact for client enquiries on behalf of fee earner.  Making and receiving telephone calls and dealing with general enquiries.
• Point of contact when arranging internal and external meetings, booking of rooms, venues and refreshments.
• As required, assisting with ad hoc responsibilities and administrative tasks to support fee earners.