TMSec210715_1 - Trainee Secretary

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Posted: 07/01/2022 09:25
Start Date: Not Available
Salary: Competitive
Location: London
Level: Support
Deadline: 11/02/2022 23:59
Hours: 35.00
Benefits: Competitive
Job Type: Permanent


Secretaries are accountable to the Secretarial Team Leader (STL) of the Practice Group to which he or she has been assigned.


A Trainee Secretary is responsible for providing support to the Fee Earners, Secretarial Team Leader (STL), Paralegals and fellow Secretaries.

Key responsibilities of the role:

Full training will be provided to enable the Trainee Trade Mark Secretary to perform the following tasks and responsibilities:

  • Monitoring the electronic mailbox for inbound post, saving and distributing post to the relevant fee earner(s) post folder(s)
  • Acknowledging emails and letters
  • Saving emails and attachments to the document management system (DMS)
  • Preparing and sending standard reporting emails and letters
  • Preparing standard reporting emails and letters for fee earner(s) review
  • Responding to fee earner(s) daily prompt list by updating tasks/deadlines on our records systems (Inprotech)
  • Maintaining your own daily prompt list
  • Typing correspondence, reports, specifications and other documents for fee earner(s) review and signature, as appropriate.
  • Creating and maintaining standard operating procedures (SOPs) for clients
  • Checking case and name information against Inprotech and advising fee earner(s) of discrepancies
  • Monitoring fee earners and fellow secretaries’ emails in their absence and forwarding urgent correspondence to designated person
  • Locating, saving and printing online documents
  • Answering the telephone, forwarding calls, taking messages and liaising with clients as appropriate
  • Coordinating monthly billing for allocated clients and fee earner(s)
  • Preparing draft invoices for fee earner(s) review, finalising and sending invoices to client
  • Offsetting advance charges settled by clients to reconcile our accounting system
  • Processing e-billing invoices by uploading them to the relevant e-billing platform
  • Investigating and resolving invoicing queries
  • Generating reporting and schedules
  • Meeting and greeting clients who visit the office, as required
  • Dealing with internal and external queries
  • PA duties which might include setting up meetings, arranging conference calls, booking flights, hotels, lunches and dinners
  • Preparing and submitting manual forms and e-forms
  • Finalising and sending letters and documents
  • Collating evidence
  • Completing office support functions as required by fee earner(s)
  • Proofread documents/specifications
  • Ensure all relevant data is uploaded onto appropriate systems
  • Liaise with other departments as necessary
  • Notifying Records of detail of new clients or amendments to existing clients
  • Arranging cover, in conjunction with the Secretarial Team Leader, for any planned periods of absence and providing cover for others in their absence
  • Assisting fee earner(s), STL, paralegals and secretaries as and when required in order to ensure the efficient operation of the Practice Group

The Person:

Skills and attributes

  • Ability and willingness to learn how to perform all tasks detailed on the job description
  • Effective and accurate core secretarial skills, e.g. audio and copy typing, proofreading
  • Ability to highlight errors, recognising when to correct and when to draw to the attention of the fee earner
  • Working knowledge of Outlook, Word, Excel
  • Ability to build and maintain constructive relationships with a variety of individuals at different levels of seniority
  • Effective organisation skills with the ability to prioritise work effectively, particularly when under pressure, seeking help as appropriate
  • A team player who has the ability to recognise when others need assistance and who willingly offers help, as appropriate
  • Ability to recognise the importance of customer service to both internal and external clients with the ability to deliver good customer service accordingly

This job description covers the key responsibilities of the role and the post-holder will be expected to perform other tasks considered by the firm to be commensurate with this position.


Gill Jennings & Every is a leading intellectual property firm based in London and Munich. We provide the ideal combination of legal, technical and commercial expertise to help turn innovations, brands and designs into commercial successes.

We understand the importance of intellectual property to businesses and by providing clear, creative and expert advice we can assist our clients in protecting, exploiting and managing their IP assets to maximise their value.

We are consistently recognised by the leading UK legal directories – Chambers, Legal 500 and Managing Intellectual Property – as a ‘go-to’ firm, which is a testament to the quality of our advice and the valued role we play in supporting our clients.

Our firm has a clearly defined strategic vision for where we are heading and an impressive track record to match. There are around 130 of us based in our City office (although currently, most of us are working from home due to the COVID pandemic) and so we are small and friendly enough for you to get to know everyone – but big enough to offer you great opportunities.

Vision & Values

We have a diverse workforce yet we all share a vision and a set of core values. Our vision is to be the right choice for Intellectual Property. That means as an employer, we aspire to be the right choice to develop your career. Based on the principles on which our vision is founded, GJE practices the following

Care: We take the time to understand the needs of our clients and colleagues, so we can deliver the best possible results for them

Clarity: We provide clear advice and concise recommendations so our clients can make the right decisions quickly and confidently

Creativity: We encourage innovative thinking to help solve problems

Collaboration: Teamwork is important to us; our clients see us as an extension of their own team and our people flourish in a supportive environment

Commerciality: We work hard to understand our clients’ businesses and help them realise the value of their IP


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