Patents Administrator / Paralegal
To provide a timely and effective patent formality, administrative and secretarial support for the patents team.
KEY RESPONSIBILITIES & ACCOUNTABILITIES
- Manage the Patent Management Database.
- Process patent correspondence, including docketing official actions, updating database records, and filing correspondence.
- Assist patent attorneys in monitoring official actions and due dates.
- Maintain filing system, including filing of paper documents where required.
- Support patent renewals process to ensure timely payment of annuities.
- Instruct external attorneys on patents matters such as examination requests, fee payments, and information requests, as required by the attorneys.
- Provide patent paralegal support as required, including patent assignments, powers of attorney and legal name changes.
- Setup and manage purchase orders for the patents team.
- Liaise with suppliers to ensure timely receipt and payment of invoices, and process invoices and accruals, including recordall of payments.
- Maintain good records of patents functional costs, and monitor budgets.
- Repsonsible for administrative tasks for the patents team, including dealing with general queries, travel and expenses, logistics for meetings, patents function documentation, and general admin support as required.
- Provide paralegal and administrative support for patent litigation.
- Obtain information and documents as required by attorneys, including translations, and prior art.
- Support file retention policy, including managing and archiving paper files as appropriate.
- Support publication approvals process.
- If not already qualified, undertake study and training sufficient to obtain the CIPA Patent Administrators’ Course, or equivalent level training of appropriate scope to fulfil the role.
- Maintain professional knowledge and competence to the required level by continuing professional education.
The job holder will be exposed to information regarding many highly confidential, sensitive and/or strategically important issues; the ability to maintain such confidentiality and to exercise appropriate discretion, both within and especially outside the Company, is essential.
The job holder plays a key supporting role often involving liaison between the Department staff, company staff and external parties/agencies. The job holder is required to have tact and discretion, as well as the ability to see things through in a pro-active manner. Services need to be provided in a supportive, helpful and professional manner.
The job holder is an ambassador for Patents, Legal Department and the Company, and therefore it is essential that they present a professional approach and possess excellent verbal skills. Accuracy of typed communications and the presentation of information must be of a very high standard.
The job holder is expected to have close attention to detail in respect of the management of legal documents. An ability to prioritise potentially conflicting demands on their time is essential. The role includes both routine tasks and non-routine tasks that demand flexibility and insight in their prioritisation and balancing.
Objectives and priorities are established jointly with the Director of Patents. In addition, liaison with the Associate Director of Patents to assist in appropriate outcomes for their cases, and ability to be guided/instructed by them is essential.
The job holder does not have any direct supervisory responsibility; however, the job holder is required to use appropriate skills to achieve appropriate outcomes with others.
There is a great deal of emphasis upon self-reliance and demonstrating high quality standards. In particular the job holder must be able to prioritise their own workload and meet deadlines with minimal supervision.
RELATIONSHIPSWithin the Company
Regular contact with staff in the Patents/Legal team, and in other departments and locations, such as at Hengoed and Amsterdam, in order to provide and receive information. Contact with Company Chief Officers (CEO, CDO etc), Directors and other Managers may be involved, and it is essential to build good working relationships with peer group.Outside the Company
The role may require contact with staff at all levels from other companies, particularly patent attorneys, consultants, and professional advisers and their staff.
- Educated to GCSE standard or equivalent, with at least 2 years experience in patent formalities.
- Relevant experience in patents formalities and operating patent management databases.
- CIPA Patent Administrators’ Course or equivalent training an advantage.
- Ability to work unsupervised and take responsibility for patent formalities.
- Excellent organisational skills, including timeliness and prioritisation.
- Strong attention to detail.
- Ability to work as part of a team.
- Proficient in MS Office.
- Excellent communication skills, including telephone and e-mail manner.
- Basic drafting skills.
- Good working knowledge of pharmaceutical company activities, preferably within an international context, is an advantage.