Records Clerk

Posted 6 March by Caselton Clark

Role: Records Clerk
Location: London office
Reporting to: Head of Formalities
Hours of work: 37.5 hours per week to be worked in accordance with the provisions of the Firm's flexitime scheme.

The exciting chance to work within a team processing all aspects of patent and trade mark prosecution, from maintaining records to contacting clients regarding records information and working with foreign attorneys to execute the work. The role holder will assist the Records departments across the Firm.

Main Responsibilities:

- Handling incoming correspondence including hard-copy mail and electronic correspondence and logging appropriate deadlines and actions onto the firm's records system
- Logging relevant details from outgoing communications onto the records system
- Entering details of new cases onto the records system ensuring accuracy at all times
- Handling various procedures relating to patents, designs and trade mark applications including filings, completion reminders, official letters, publications, fee payments, grants and certified copies
- Creating new Inprotech Case records, requesting credit check for all appropriate clients, capturing case details from client instructions, diarising any deadlines for filing and making any necessary on-line data retrieval (e.g. use of EPOLine to retrieve Euro-PCT case data and checking this against information supplied by the client) including acknowledging instructions to create a case
- Generating and sending out all appropriate standard correspondence associated with the responsibilities of this role
- Generating basic bills, including issuing an invoice on a direct-filed application
- To update Inprotech with filing details (this includes checking those details and arranging for correction, if necessary)
- Checking information/communications received, update Inprotech with new due dates, events and changes in the status of cases e.g. publication, grant/registration, and opposition/refusal/revocation, official actions
- Checking documents as necessary for errors and arranging for the corrections as appropriate
- Reviewing and identify due dates from incoming correspondence and arrange for them to be diarised and otherwise actioned according to their nature

Job Description:

- Monitoring the critical dates list to ensure that appropriate Fee Earners are made aware of their required responsibilities and timetable for completion.
- Processing of Communications under Rule 71 (3) from the EPO and preparation of reporting correspondence
- Processing of EP Decisions to grant a European Patent on Inprotech plus the preparation of reporting correspondence opposition or limitation proceedings on Inprotech and preparation of specific correspondence to clients

Desirable skills/knowledge/experience:

- Knowledge of Inprotech (records system application)
- 2+ years working within a Records department
- Strong knowledge of EP and UK patent and trade mark processes
- Proficiency in German language would be very desirable
- CIPA Patent Administrators Course
- CITMA Trade Mark Administrators Course

Person specification:

- Highly motivated, organised, and efficient
- Confident and assured attitude
- Excellent attention to detail and accuracy
- Must be able to work under pressure, while maintaining accuracy
- Must have good organisational skills, ability to multi-task and prioritise to meet strict legal deadlines
- Must be able to work independently to a high standard with a strong work ethic
- Must be able to communicate at all levels, both in writing and verbally
- Must be team-focussed, personable, and approachable

Please enquire for further details.

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Required skills

  • Electronic Filing
  • Intellectual Property
  • Patents
  • Record Maintenance
  • Trademarks

Reference: 34617196

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