Patent Secretary

Job Reference: 000159

Location: London

Closing Date: 29/10/2021

Job Start Date: Not Specified

Salary: Excellent remuneration and benefits package

Contract Type: Permanent - Full Time

Practice Group / Department: Secretarial

Hours of work: Not Specified

When an entrepreneur named James Poole founded the firm that is now Carpmaels & Ransford back in 1776, he established a legacy that has shaped the world of intellectual property for over 200 years. Today, from its offices in London and Munich, Carpmaels & Ransford is a formidable presence in European intellectual property, acting on behalf of many of the world’s most innovative and successful companies. Never complacent, we are continually expanding our knowledge and experience by recruiting the brightest people and sharing our knowledge within the firm and throughout the profession.

We have the largest specialist life sciences group on one site in Europe. We protect some of the most commercially valuable pharma products in the world, and many of our biotech cases form the basis of EPO case law. We are also engaged by some of the world’s pre-eminent technology companies.

We are passionate about creating a diverse and inclusive workplace where everyone can be themselves and realise their potential. We recognise that diversity of thought is vital to our business, enabling us to approach challenges differently and offer our clients creative and original solutions.  Our diversity and inclusion policies and practices are informed through our work with organisations such as IP Inclusive, Stonewall and Business in the Community via the Race at Work Charter.

These steps help to ensure that Carpmaels & Ransford continues to be a supportive and inclusive workplace for our employees, so that we provide the best possible service for our clients. More information on our commitment to diversity and inclusion is available on our website.

We promote a healthy work/life balance through our wellbeing programme and encourage employees to actively support and positively impact our local communities. These include our partnerships with the Social Mobility Foundation and Holborn Community Association. We are also dedicated to reducing the impact of our operations on the environment and creating a sustainable workplace.

All of our social activities, networks and groups come together to make Carpmaels a truly supportive and healthy workplace. 

What you can expect as a Patent Secretary

As a Patent Secretary, you will be responsible for providing full secretarial, PA and administrative support for approximately 5 Fee Earners of mixed seniority.

Reporting to the Team Coordinator you are responsible for a range of activities including: 

Legal Support
•    Proactively prepare official forms for UK, European and international patent and design applications and some foreign patent applications
•    Daily monitoring of prompt schedules, dealing with cases independently where possible, and liaising with records to remove old prompts
•    Amending letters, emails, specifications (including description, claims and abstract, using tracked changes) 
•    Using Inprotech to look up case/client information, using links to EPO, UKIPO etc.
•    Preparing papers/bundles for oral proceedings
•    Preparing standard EPO letters and client reporting letters without instruction, for Rules 161/162, 71(3), 70(2), 94(3), inventor address, search reports, abandoning applications, extension of time, etc.

Secretarial support
•    Diary management including reminding Fee Earners in good time of their meetings and travel arrangements and prioritising where needed
•    Scheduling meetings (in person and virtual) including arranging all logistics (booking room, arranging refreshments, liaising with IT, etc.) 
•    Preparing relevant papers and presentations for meetings
•    Business travel arrangements, requesting foreign currency from accounts and booking Munich flat/office as and when required  
•    Liaising with clients/EPO directly and taking detailed telephone messages
•    Primary point of contact for Fee Earners

•    Supporting additional project work
•    Preparing invoices by checking and amending narrative(s) via our billing portal checking client details, receiving unbilled WIP lists, liaising with accounts when necessary
•    File management: including scanning and managing case files via the DMS (SharePoint)
•    Photocopying, scanning, emailing and faxing correspondence 
•    Providing cover in other secretaries’ absence
•    Liaising with other departments and fee earners
•    Constantly prioritising workload
•    Attending team meetings and practice group meetings
•    Implementing up-to-date client special instructions
•    Requesting translations
•    Sending out assignment documents and forwarding on communications from foreign attorneys
•    Monitoring e-workspaces when fee earners are away, dealing with files independently, where possible
•    Creating and maintaining pages and publishing material on intranet 

Previous Experience/Education:

•    Significant experience as a Patent Secretary
•    Recognised secretarial qualification (1 year course minimum) 
•    Preferably CIPA qualified

Person Specification:

•    Proactive with the ability to work on own initiative as well as being a strong team player
•    Diligent and methodical with excellent accuracy and attention to detail
•    Has the ability to anticipate problems and devise solutions to meet them
•    Is flexible when required 
•    Excellent communication skills
•    Organised and able to prioritise turnaround time of work
•    Able to meet tight deadlines and work under pressure
•    Fast and accurate typing
•    Ability to compose simple letters with little to no assistance

Systems Used:
•    Advanced knowledge of Microsoft Office tools (Outlook/PowerPoint/Excel/Word etc.) 
•    Epoline
•    Inprotech
•    SharePoint

In accordance with our equal opportunities policy, we will provide equal opportunities to any employee or job applicant, and will not discriminate either directly or indirectly because of race, sex, sexual orientation, transgender status, religion or belief, marital or civil partnership status, age, disability, or pregnancy and maternity.


This position is now closed. We are no longer accepting applications for this position.