Job Description

Patent Administrator

Location: Cambridge (Hybrid Working Available)
Hours: Full-time, 35 hours per week (Monday to Friday, 9:00am – 5:00pm)

About the Role

An excellent opportunity has arisen for an experienced Patent Administrator to join a highly regarded intellectual property firm. This is a pivotal role within a busy patents team, providing comprehensive administrative and formalities support to Patent Attorneys and clients across a varied portfolio of UK, European and international patent matters.

The successful candidate will play a key role in ensuring the smooth management of patent portfolios, deadlines, client communications and filing formalities. This position offers a blend of technical administration, client liaison and practice support responsibilities within a collaborative and professional environment.

The firm offers a flexible hybrid working arrangement, allowing employees to work remotely for part of the week where business needs permit.

Key Responsibilities

Patent Administration & Formalities

• Manage patent and design formalities throughout the application lifecycle.
• Prepare and process patent applications and associated documentation.
• Monitor, review and manage short, medium and long-term deadlines.
• Maintain and update records within the firm's IP management system.
• Process incoming correspondence and update key dates and actions.
• Open new patent, design and miscellaneous files and maintain accurate records.
• Report patent publications and other official communications to clients.
• Manage grant formalities and validate granted European patents, including obtaining translations where required.
• Coordinate filing, grant and validation documentation, including obtaining signatures and monitoring completion.
• Instruct routine patent office fee payments and monitor payment status.
• Liaise with foreign associates, patent offices and internal departments as required.
• Support renewals and portfolio maintenance activities.

Client & Portfolio Management

• Draft routine and bespoke correspondence for review by fee earners.
• Upload and maintain information on client-specific systems and databases.
• Produce due date and portfolio reports for clients.
• Handle client enquiries and maintain strong working relationships with clients and external associates.
• Ensure all client records and references remain accurate and up to date.

Billing & Financial Administration

• Prepare invoices, credit notes and debit notes.
• Assist with work-in-progress (WIP) management.
• Apply client-specific billing requirements and discounts where applicable.
• Liaise with the finance team regarding foreign associate invoices and billing matters.

Team & Administrative Support

• Provide administrative support to Patent Attorneys and other fee earners.
• Manage calendars, meetings and travel arrangements where required.
• Monitor caseloads and deadline schedules.
• Assist with post management and document routing.
• Provide support and cover for colleagues within the Patent Administration team.
• Maintain accurate client information within CRM and document management systems.

About You

To be successful in this role, you will be a highly organised and proactive experienced Patent Administrator with strong attention to detail and a genuine commitment to delivering exceptional service.

Essential Requirements

• Minimum 3–4 years' experience in patent administration within an intellectual property environment.
• CIPA qualification (or equivalent patent administration qualification).
• Excellent attention to detail and a methodical approach to work.
• Strong organisational and time-management skills.
• Ability to prioritise effectively and work under pressure.
• Excellent written and verbal communication skills.
• Proactive problem-solving skills and use of initiative.
• Strong IT skills, including Microsoft Office applications.
• Team-oriented approach with the ability to work independently when required.
• Good GCSEs (or equivalent) in Maths and English.

Desirable Skills & Experience

• Experience working within a partnership or professional services environment.
• Legal secretarial or legal administrative experience.
• Experience using Inprotech (IP management software).
• Educated to A-Level standard or equivalent.

What's on Offer?

• Opportunity to join a leading and respected intellectual property practice.
• Hybrid working arrangements.
• Supportive and collaborative team environment.
• Varied and engaging workload.
• Ongoing professional development and career progression opportunities.

If you are an experienced Patent Administrator looking to take the next step in your career within a professional and dynamic IP environment, we would be delighted to hear from you.