Records Clerk jobs in Edmonton

ABOUT REDDIE & GROSE LLP

Reddie & Grose LLP is an internationally renowned firm of European and United Kingdom patent, trade mark

and design attorneys.

Our experienced team of over 100 IP professionals based in London, Cambridge, Munich and The Hague includes specialists in a wide range of technical disciplines. We offer services for a wide range of industries, with particular strengths in electronics and software, mechanical engineering, chemistry, pharmaceuticals and biotechnology. Our trade mark team provides specialist advice on branding and trade mark work; we also have a specialist team handling plant variety protection.

We handle the full range of IP rights for a global client base ranging from SMEs starting to consider IP through to large corporations with rights in over 100 countries. Our services range from investigating competing rights, handling oppositions, drafting and filing applications, and maintaining portfolios. We resolve disputes about IP, working closely with other leading legal firms if it becomes necessary to resort to the courts.

We understand work-life challenges and are sensitive to how work can impact your personal life. We respect this and will always encourage a good work-life balance. Our workplace is one where fairness, respect, equality and dignity are promoted and are part of the firm’s everyday goals and behaviour. There is a welcoming culture where we recognise that the different backgrounds, values, attitudes, skills and experience of our staff means they bring a unique perspective to work issues.

TRAINING AT REDDIE & GROSE

Reddie & Grose has an excellent reputation for training and we pride ourselves on the training we provide across all areas of the firm.

OUR VALUES

At Reddie & Grose LLP, our commitment to fostering an inclusive and diverse environment is anchored in our core values. These values were established through the collective contributions and insights of everyone at our firm.

BE OPEN

We want trust to be at the core of our firm and we believe clarity and transparency in our decisions and actions are key to building it.

BELONG TOGETHER

We actively foster a friendly working culture where we create opportunities for people to connect, collaborate and belong. Our commitment to diversity, equity and inclusivity drives us to continually improve our culture, ensuring that everyone feels heard and welcomed.

EXCELLING FOR CLIENTS

We are a team who excel at meeting our clients’ needs, proudly offering bespoke and high-quality services. Driven by continuous improvement and an unrelenting commitment to quality, we prioritise opportunities for our clients.

LEADING THE WAY

We empower our people to lead the way, nurturing a culture of curiosity and a relentless pursuit of knowledge and continuous learning.

EQUALITY, DIVERSITY, INCLUSION & BELONGING

Reddie & Grose LLP is an equal opportunities employer. It is essential that equality of opportunity and the absence of unfair discrimination be at the core of all the firm’s policies and activities. We value diversity and ensure that all employment decisions are based on merit, competence, and potential. Every individual's uniqueness enhances our collective strength. We are members of IP Inclusive and have been actively involved in Women in IP, IP & ME, IP Out and IP Ability.

STAFF BENEFITS

• 27 days annual leave plus all bank and public holidays
• Remote home working (40% office / 60% working from home)
• Discretionary Christmas bonus
• Family Friendly Policies
• Private Pension Scheme (with optional salary sacrifice)
• Semi-annual meetings with a Pensions Advisor
• Group Life Assurance (3 x salary)
• Cycle to work scheme (salary sacrifice scheme)
• Eye care vouchers
• Employee Assistance Programme
• Employee Benefits Platform
• Paid charity leave day
• Active social events calendar
• Interest free season ticket loans
• Private medical scheme
• Access to cycle store and shower facilities
• Positive culture for work-life balance
• Daily delivery of fresh fruit

JOB SUMMARY

The IP Support Specialist (Patent Records team) reports to the Patent Records Supervisor. In addition to the day-to-day duties listed below, the post holder may also work closely with the Patent Records Supervisor, the Formalities Manager or the IP Projects & Data Integrity Manager, to identify, document, and implement process improvements in the Records team. The team is primarily responsible for booking new cases; checking, diarying and forwarding incoming correspondence; updating the Inprotech database (case updates, deadlines, etc); maintaining the Patent due date diary; domestic filing and abandonments.

KEY RESPONSIBILITIES

Duties Include, but are not limited to:

• Complete the daily critical list process including chasing Fee Earners to ensure all patent deadlines are met.
• Processing and distribution of incoming correspondence (email, post, fax); diarying any applicable due dates, amending Inprotech as necessary and taking any other necessary action.
• Clearing deadlines on Inprotech via the approved process.
• Entering new patent cases into the records system (Inprotech).
• General updating of Inprotech records system as required, including but not limited to recording changes of name, assignments, references and other record changes.
• Support the maintenance of the names database (mergers, entity name / address changed).
• Providing information to Fee Earners for onward reporting to clients, for example schedules or client specific due date reports.
• Entering publication details (including diarying appropriate due dates) and reporting to clients.
• Actioning and maintaining Record’s Inprotech reminders program.
• Abandoning pending patent records as instructed by fee earners.
• Processing of bespoke reports (e.g. to ensure data quality, or client specific reports).
Deal with any queries e.g. last day lists that are received from Partners, Technical Assistants or Secretarial staff.

New filings / Document Filing / Fees

• Checking, logging and filing of new filings online.
• Checking of applicable document fees and ensuring payment.
• Checking of filing receipts, entering filing details, checking all details / forms and completing or diarying subsequent post filing due dates on Inprotech.
• Ensuring safe storage and monitoring of EP 3rd year renewal fee instructions and ensuring timely payment of the same, updating Inprotech.

Other Duties

• Assist with training as and where required.
• General office duties regarding patents.
• Liaising with Partners and other Fee Earners and departments as necessary.

SYSTEMS USED

• iManage (Desirable)
• Inprotech: Client Record Management System
• Microsoft Office Suite
• Online Filing Portals (EPO OLF, IPO, ePCT)
• Email System: Outlook
iManage

PERSON SPECIFICATION

• CIPA qualification
• GCSEs (ideally at least 5 at Grade 6 or above, including Maths and English) or equivalent.
• The position would suit a candidate with a minimum of 5 years’ experience of Patent formalities, within an IP practice, ideally within a partnership model. Experience will include:
  
  • Booking new property cases.
  • Processing correspondence, identifying & entering legal deadlines.
  • The following Inprotech experience:
    • Updating cases / portfolios
    • Global / bulk changes
    • Updating existing names (mergers, name / address changed)
    • Creation of new names
    • Deadline management
    • Case abandonment
    • Bespoke reports

• Experience with Inprotech is preferred
• The following experience will be an advantage but it is not essential:
  • Reviewing and suggesting improvements to records related processes
  • Creation of user guides.
  • Assisting with training team members with new processes.
  • Supporting the implementation of new processes.
  
  

CORE COMPETENCIES – IN LINE WITH OUR VALUES

STATEMENT

This job description is issued as a guideline to assist you in your duties, it is not exhaustive and we would be pleased to discuss any constructive comments you may have. Because of the evolving nature and changing demands of our business, this job description may be subject to change and does not form part of the contract of employment. You may, on occasions, be required to undertake additional or other duties within the context of this job description, and according to the needs of the firm.