Legal Secretary – Patents/IP

Owen Reed are recruiting for a Legal Secretary to join a law firm in Blackfriars.  The Legal Secretary will work within the Patents/IP department.

The Legal Secretary will provide timely, accurate, complete and consistent secretarial, organisational and administrative support to allocated Attorneys.  The Legal Secretary must also work proactively and be able to prioritise your workload.

Key Responsibilities of the Legal Secretary:
Produce, amend and transfer patent-related documents and general correspondence by transcribing (audio and copy typing), formatting, inputting, editing, retrieving, copying, proofreading, as well as transmitting text, data, and graphics.
Liaise with colleagues in London and our overseas head office, including Partners, Attorneys and paralegals, regarding client procedures, client communications and billing, as well as with various formalities departments in our overseas office.
Organise work by reading and routing correspondence (via email and in hard copy), file away patent files to ensure tidy work area, collect information, and initiate correspondence.
Track patent file deadlines in order these are adhered to by doing the following:-
• Informing Attorney
• Preparing timely client reminders
• Striking terms and moving terms forward
Knowledge of filing cases through the UKPO.
On-line filing.
Uploading documents to client portals.
Be aware of, and follow client instructions.
Arrange meetings, attendance at conferences, video and telephone conferences, and travel/hotel bookings for Oral Proceedings as required.
Maintain client confidence and protect business operations by keeping information confidential.
Keep up to date with office IT and procedures; ask for clarification where required.
Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solution.
Organise and prioritise workload and keep a level-headed approach in a busy working environment.
Actively source and share knowledge with others.
Build a network of strong working relationships both internally and externally.
Diary management – arranging meetings, conference calls, lunches etc as appropriate.
Taking accurate and detailed telephone messages.
Provide cover for others in the team as requested by Secretarial Manager.
Offer help when capacity allows or at the request of team members/Secretarial Manager.
Preparing and producing bills, keeping accurate records of expenses, disbursements and fees for client billing.
Organise travel (including flights, accommodation and restaurants) and providing Attorneys with detailed itineraries, as and when required.
Ad hoc duties as and when required

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