Patent Paralegal or Administrator - Permanent Full time Role

Brand New Position working for 1 Partner, 1 Senior Associate and their Technical Assistants in the Engineering Team

(Please note experience is not essential as training will be provided) 

Purpose of role:    

To provide a full support service to qualified and trainee Patent Attorneys (and a willingness to assist trade mark colleagues if needed).  Work as part of an overall team to ensure a high level of support is delivered across the Bristol office and the Firm as a whole. 

Job Specification: 

• Maintaining records for fee earner cases in respect of various formalities eg maintaining US IDS records for a patent family.
• Assisting fee earners in obtaining information from EPO, UKIPO, EUIPO, WIPO and other IP related websites and databases. 
• Preparing reports to clients in respect of UKIPO and EUIPO surveillance notifications, and EUIPO Search Reports.
• Reporting grants of protection of designations of International Registrations.
• Assistance with assignments, changes of name/address and other recordals, including obtaining/collating information on requirements/costs, preparing documents (eg Powers of Attorney) for execution by clients, preparing forms/instructions to overseas associates,  monitoring progress of recordals and reporting to client.
• Preparing basic correspondence/emails to clients, IP offices and overseas agents.
• Preparing standard reporting letters to clients.
• 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.

• Preparation of various documentation and presentations relevant to fee earner involvement in committees and other professional activities.
• Transcribing dictation (Big Hand).
• 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. 
• Monitoring fee earner deadlines/workloads, liaising with central Records Department and taking necessary action in respect of deadlines wherever appropriate. 
• Maintaining fee earner diary.
• Preparation of cost estimates for clients.
• Running status reports and portfolio schedules as and when required by clients. 
• Adding official fees and firm service charges to our billing system.
• Preparation of invoices. 
• Monitoring of fee earner Work In Progress (WIP) eg unbilled time or service charges 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. This will include office administrative duties.

Person specification: 

• Ability to work independently to a high standard and use own initiative wherever appropriate
• Excellent organisational skills
• Efficient, able to prioritise to meet deadlines and multi-task
• Must be able and willing to learn new systems and procedures
• Must be a team player, personable and approachable
• Able to work under pressure and respond to changing demands on a daily basis

Essential skills/knowledge/experience: 

• Very high attention to detail
• Good typing speed
• Good working knowledge of Microsoft Word, Excel and Outlook (2010)

For a full Job Description, please contact:  careers@dehns.com