Partner Patent Secretary

Role Description

To provide effective high quality secretarial, organisational and administrative support for partner's day-to-day fee earning activity, and the wider operations of the London office. The partner is also responsible for a large client of the firm so this is a client-facing role with responsibility for sending out all formalities correspondence and working closely with that client. You will also be responsible for coordinating the wider internal team to ensure this client is fully serviced.

At least 2 years working knowledge of IP/Patents law working at Senior Attorney/Partner level

Preferably CIPA qualified

Reporting Line



Report to Secretarial Services Manager regarding all aspects of daily duties and role management







Key Responsibilities

Refer to Secretarial Competency Framework in relation to expectations and responsibilitiesBuild an understanding of the nature of the Attorneys' work, get to know their clients and build relationships with them and their similar counterpartsManage a small team of transactional administrators within the wider internal teamAll usual patent secretary responsibilities including preparation and handling of patent application documents and forms (typing, amending documents with/without tracked-changes, proof-reading to ensure accuracy of legal documents such as description, claims and abstract)Tracking patent file deadlines using firm's IT system to ensure these are adhered to, processing deadlines to move on or to request cancellation when completeLiaise with colleagues in London and Munich head office, including Partners and Attorneys, regarding client procedures, client communications and billing, as well as with various formalities departments in MunichAssisting partner with monthly WIP/billing - preparing and producing bills, keeping accurate records of expenses, disbursements and fees for client billingOrganise work by reading and routing correspondence, collect information, initiate correspondenceArrange meetings, attendance at conferences, video and telephone conferences, and travel/hotel bookings for Oral Proceedings as requiredOrganise travel (including flights, accommodation and restaurants) and providing Attorneys with detailed itineraries, as and when requiredDiary management - proactively managing partner's diaryKnowledge of filing cases through the EPO/UKPOMaintain client confidence and protect business operations by keeping information confidentialSecure information by transferring documents and correspondence to in-house databaseKeep up to date with office IT and procedures; ask for clarification where requiredDemonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions - being able to juggle multiple tasksWorking with partner to ensure projects are delivered on timeChallenge ideas and offer a different perspective and skills by asking the right questionsPrioritise the partner to ensure they are working on the most important items and help partner to achieve thisActively source and share knowledge with othersBuild a network of strong working relationships both internally and externallyProviding support (including proofreading) and guidance, as well as cover as needed, to the rest of the secretarial team, dependent on urgency and volume of work. Regularly offer assistance to work colleagues when capacity allows.Ad hoc duties as and when required.The role and responsibilities are subject to change at any time to reflect the needs of the business.Prioritise the partner to ensure they are working on the most important items and help partner to achieve this.