European Patent and Trade Mark Attorneys

Records and Formalities Manager


Reporting to: Managing Director

Location:  Stratford-upon-Avon




This role involves managing the team of support staff who provide Formalities, Records, Paralegal and Secretarial support to our attorneys; this role covers Patent, Trade Mark and Design prosecution and maintenance, and the billing thereof. The successful candidate will be responsible for ensuring that all work continues to be completed to a high standard, and introducing improvements to efficiency, processes and client-care.  We are looking for an experienced IP formalities administrator/manager, capable of suitably handling queries raised by clients, staff and attorneys. This is a team leadership role, and will require superb attention to detail, a thorough understanding of IP requirements and processes, good communication skills, and the ability to prioritise their own and the team’s workloads. This role works in cooperation with the Attorneys and the Senior Management team, but must operate without the need for substantial additional input from them on a day-to-day basis.



Duties and Responsibilities


  • Overseeing all incoming correspondence (post, email & fax)
  • Post and deadline entry onto the Progressor records system
  • Preparation of schedules and reports
  • Overview of diary and reminder system to ensure clarity and accuracy
  • Management of the Records team to ensure effective functioning of the Progressor records system
  • Overall responsibility for accurate creation, maintenance and entry of data into the Progressor system when dealt with by members of the team
  • Dealing with queries relating to all aspects of the work of the Records & Formalities team (from attorneys and team members themselves to more complex enquiries from clients)
  • Responsibility for allocation of workloads / urgent work / re-distributing work amongst the team when necessary
  • Training new team members, and training existing team members in new areas of work
  • Liaising with other teams in the group of companies to ensure smoothness of work between offices
  • Checking billing items to ensure accuracy, and assisting with billing processes
  • Checking weekly and monthly Journals from official IP offices for important information and law changes etc
  • Sharing information from official IP offices with other members of the company i.e. attorneys
  • Arranging updates to the Progressor system in the event of law or procedure changes
  • Noting and raising any official fee changes with the Management Team




Required Qualifications, Skills and Experience


  • CIPA Patent Administration Qualification - Required
  • Experience of training staff in both Records & Formalities procedures - Required
  • Extensive Experience of managing IP Records & Formalities - Required
  • ITMA Trade Mark Administration Qualification - Advantageous
  • Experience with ‘Progressor’ records management system - Advantageous
  • Team Leadership experience – Advantageous
  • Excellent communication skills both verbal and written
  • Excellent Microsoft Office skills: Word, Excel, Outlook
  • Excellent planning and self-organisation skills
  • Enthusiastic, alert and with good attention to detail
  • Ability to work effectively as part of a team



Salary Range


Salary is competitive and commensurate with experience.


This role is eligible for the Team Bonus Structure.




In the first instance, please send your CV with a covering letter for the attention of Jessica O’Brien to:


For a confidential discussion of the role please contact Jessica on DDI: 0203 141 7048

(UK) 0800 046 1515

(US) 1 866 791 9515

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