Patent Secretary

The Company

Our client is a full-service European intellectual property firm at the forefront of a rapidly changing IP landscape. As a trusted adviser to many world-class companies and brands, the firm has been regarded as a pioneer in handling intellectual property for over 200 years. It offers a truly integrated service, managing clients' intellectual property from inception to commercialisation, enforcement, litigation, and defence.

The Role

On behalf of our client, we are seeking a Patent Secretary (Biotechnology). This role provides full PA and administrative support to a team of six fee-earners within the Life Sciences (Bio) practice, reporting to the Team Leader.

The position combines diary and inbox management, travel coordination, document preparation and client liaison. It plays an important part in maintaining a smooth workflow for the patent attorneys and wider team.

Responsibilities will include

• Manage inboxes and diaries for six fee-earners, scheduling meetings and coordinating logistics.
• Prepare and format legal documents, including letters, specifications and standard reporting letters.
• Coordinate international travel itineraries, booking flights, accommodation and related arrangements.
• Generate invoices and review narratives in Aderant, verifying client details and liaising with the accounts team.
• Maintain case files and the SharePoint DMS, opening new cases, updating instructions and scanning documents.
• Create and publish intranet pages and update internal portals using SharePoint and Online Filing 2.0.
• Liaise with clients and the EPO, handling correspondence and requesting translations when required.
• Monitor daily prompt schedules and proactively manage case prompts independently.
• Use Inprotech and other systems to retrieve case information and ensure accurate record-keeping.

The Person

Our client is looking for a proactive, highly organised individual who thrives in a fast-paced legal environment. The successful candidate will be confident working independently, remain calm under pressure and demonstrate a strong commitment to accuracy.

• Recognised secretarial qualification, such as CILEx, IOP or equivalent experience.
• Previous experience as a Patent Secretary, Patent Administrator or Legal Secretary within an IP team.
• Excellent written and verbal communication skills with strong attention to detail.
• Proficiency with Microsoft Office, SharePoint, Aderant and Inprotech.
• Ability to work independently, meet tight deadlines and manage multiple priorities.

The Salary

Up to £45,000

The Contract:

12 month fixed term contract.

The Hours

Full-time, 37.5 hours per week Monday - Friday

The Location:

London, WC1B (close to Holborn Station) with hybrid working

The Benefits

• 25 days' annual leave, increasing by 1 day per year up to 28 days.
• Employer pension contribution of 5% in the first year, increasing to 10% after one year's service.
• Private medical insurance.
• Life assurance of 4x base salary.
• Income-protection cover for up to 5 years, compensating for up to 75% of base salary.
• Cycle-to-work scheme.
• Season-ticket loan.
• One paid corporate volunteering day per year.