CLSSec1909 - Patent Secretary

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Posted: 28/08/2019 14:49
Start Date: Not Available
Salary: Competitive
Location: London
Level: Support
Deadline: 26/11/2019 23:59
Hours: 35
Benefits: See website for details
Job Type: Permanent

We are looking for an experienced patent secretary to join our chemistry and life sciences practice group “CLS”, reporting to the CLS secretarial team leader.

You will be responsible for providing efficient and accurate secretarial support to at least two fee earners and to other fee earners as and when required.  CLS is a friendly and collaborative team comprising five partners, 14 senior associates, associates and technical assistants, a secretarial team leader and eight secretaries.

Key responsibilities

  • Responding to incoming post, collating relevant files for fee earner review
  • Responding to the daily prompt lists by collating relevant files for fee earner review and reminding fee earners of impending deadlines
  • Typing correspondence, reports, specifications and other documents for assigned fee earners for their review and signature, as appropriate
  • Following standard operating procedure “SOP” requirements on all relevant client related matters including checking when an SOP is not clear and/or requires clarification and forwarding SOP updates to the relevant GJE personnel in line with procedures
  • Checking case and name information against Inprotech and advising relevant fee earner of discrepancies
  • PA duties, which might include setting up meetings, arranging conference calls, booking flights, hotels, lunches and dinners
  • Preparing manual forms and e-forms
  • Printing attachments to emails
  • Creating invoices and accompanying correspondence for fee earner review
  • Completing office support functions as required by fee earners such as filing, photocopying, ordering stationery from the general office, preparing/sending emails and faxes and preparing documents for posting
  • Proofreading documents/specifications
  • Ensuring all relevant data is uploaded onto appropriate systems
  • Answering the telephone, forwarding calls, taking messages and liaising with clients as appropriate
  • Liaising with and dealing with queries from fee earners, support departments and other practice groups
  • Assisting the secretarial team leader with the training of less experienced staff
  • Providing cover for others in their absence, as required
  • Assisting other fee earners and secretaries as and when required in order to help ensure the efficient operation of the practice group
  • Providing assistance to the secretarial team leaders and secretarial coordinators from the IT and engineering practice group and the trade marks practice group, as and when required
  • Taking on additional responsibilities, as required. Examples include being a client specialist, providing practice group business development secretarial support and undertaking paralegal duties e.g. handling assignments and preparing schedules

Person specification


  • Substantial knowledge and experience of the provision of secretarial services in an IP environment (essential)
  • Knowledge and experience of working in the subject matter relating to the chemistry and life sciences practice group (desirable)

Skills and attributes

  • Ability and willingness to learn
  • Effective and accurate core secretarial skills, e.g. audio and copy typing, proof reading
  • Completer finisher
  • Ability to highlight errors, recognising when to correct and when to draw attention to the fee earner
  • Working knowledge of Outlook and Word
  • Working knowledge of Inprotech (desirable)
  • Working knowledge of a document management system (desirable)
  • 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 excellent customer service accordingly


Please submit your application as soon as possible, as we will start interviewing for these vacancies as and when we receive suitable applications. Remember to include a covering letter with your CV; you will need to upload these to the portal in one file.


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