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IP Administrator

United Kingdom, Oxford Employment contract · Job Posted January 02, 2026
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Job Description

The IP Administrator is responsible for assisting patent attorneys in accordance with official rules and regulations, and using the firm’s case management system in order to provide a timely and efficient service to their clients. This role will specialise in Patents.

Job Responsibility

  • Processing incoming communications to ensure that relevant data is recorded on the firm database (Inprotech)
  • Generating and forwarding documentation to internal and external clients
  • Searching for files and filing of electronic correspondence, in the Document Management System (DMS) and handling communications in a paperless environment
  • Monitoring due date/reminder lists and following up as required
  • Liaising with external parties to resolve queries or obtain instructions
  • Recording service charges and generating invoices when applicable
  • Accessing external information sources to check and retrieve relevant information
  • Working in compliance with the firm’s quality management systems, policies and procedures
  • Carrying out general administrative duties including copying, scanning, room booking and phone answering
  • Creating, ensuring sign-off and sending standard letters/documents (including reminders) to clients
  • Case Administrator - recording events, processing documentation, sending out appropriate reminders and ensuring case record information is up to date and accurate
  • Filing - preparing and officially filing Intellectual Property Rights (IPR) applications, instructing foreign attorneys and arranging for associated fees to be paid
  • Post Filing - obtaining and submitting all documentation required to progress a filed application
  • Secretarial Role –Assisting fee earners in managing the collation of documents on the electronic file
  • collating and managing evidence
  • dealing with the necessary photocopying
  • collating exhibits to comply with formal requirements and preparing exhibit sheets as required
  • Producing correspondence, specifications, text and other written material from rough drafts, corrected copies, using appropriate Office tools
  • Assisting Office Manager organising meetings or events when required

Requirements

  • Previous administrative or legal secretarial experience
  • Strong written and verbal communication skills
  • Good IT skills – including MS Office and Outlook
  • Experience of a document management system (preferred but not essential)
  • IP experience (preferred but not essential)
  • Experience working in a paperless environment
  • A self- motivated and pro-active attitude
  • A methodical approach with excellent attention to detail
  • Good organisation and prioritisation skills
  • Strong written and verbal communication skills
  • The ability to work under pressure and to tight deadlines
  • The ability to work independently and as part of a team
  • Ability to work effectively both independently and as part of a team
  • Be able to attend the Oxford office two days a week

Nice to have

  • Experience of a document management system
  • IP experience

What we offer

  • 26 days’ annual holiday plus statutory holidays
  • Hybrid working
  • Contributory pension scheme
  • Life assurance
  • Private medical insurance (after 12 months)
  • Permanent health insurance (after 12 months)
  • Reimbursement of membership fees to professional bodies required for the role
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