Job Title: Patent Secretary
Reporting to: Partner
Purpose: To provide full secretarial, PA and administrative support to a Partner within the Electronics, Computing & Physics team in Sheffield.
The post is based in the Sheffield office on a full-time, permanent basis. Some flexibility with hours worked is required.
Key Responsibilities / Accountabilities:
- Full secretarial/PA support including all typing and administrative duties
- Fast, accurate audio typing (minimum 65wpm net) using an electronic audio system for the production of letters, patent specifications and, in particular, claims sections thereof
- Organising electronic diaries, prioritising appointments, and reminding of deadlines as necessary
- Organising and prioritising workload and keeping a level-headed approach in a busy working environment
- Arranging meetings, conference calls, lunches and attendance at conferences, etc.
- Arranging UK and foreign travel (arranging travel, visas and accommodation)
- Preparation of official forms for UK, European and International Patent applications and some foreign Patent applications
- Dealing with incoming email, faxes, and post, often corresponding on behalf of manager
- Proof reading work thoroughly before returning it
- Filing UK, European and International Patent applications using Withers & Rogers procedures, including preparation of internal forms and memoranda on a cover basis
- Diarising Attorney's files
- Invoicing and liaison with Accounts department regarding the same
- Maintaining local computerised records and liaising with Records & Renewals department
- Taking accurate and detailed telephone messages
- Screening phone calls, enquiries, and requests, and handling them when appropriate
- Accurate and daily maintenance of filing system
- Assisting others in the Patent team when necessary
- Producing documents, briefing papers, reports, and presentations
- Managing and submitting expenses for processing
- Providing general support as necessary
- Managing Attorney's emails, judging urgency, and acting as required
- Generating standard procedures and templates for repeat tasks
Person specification:
- Confident, quick and accurate
- Well presented
- Demonstrates an exceptional telephone manner
- Shows a desire to learn and a willingness to become involved in the work
- Effective communication skills with staff of all levels and clients, recognising the need to be discreet in some circumstances
- A team player with a proactive approach to work and the ability to use initiative
- Effective time management and prioritisations skills
- Excellentorganisational, multitasking and forward planning skills
- Experiencedin dealing with a wide variety of work quickly and accurately