IPSS Coordinator – £30,000 – £42,000 (DOE)

This is a leadership focused role involving the co-ordination, oversight and training of work up to a high complexity level with some responsibilities for work load, departmental organisation and project work as well as continuing to be an active member of the team.

We are looking for candidates with Trade Mark and Patent record and formalities experience, with experience of using Inprotech.

You must also have some supervisors / management experience

Key Tasks:

Co-ordinating and actively participating in the ‘work rota’ for their focus work team1 to include assigning work to others, updating statistics on and monitoring work queues throughout the day, preparing scrum meeting updates for their focus work team, checking anomaly reports, investigating and reporting issues arising.

Assisting with developing and amending workflows, process guides and training materials across the department.

Monitoring workload and priorities within their focus work team. Liaising with the department, other co-ordinators and/or management as appropriate, regarding the allocation of work and providing resource to other teams.

Assisting management with identifying training needs and delivering training within specific work teams to a high complexity level, including collating issues found in Specialist level checking (and training).

Completing and contributing to project work assigned by management.

Providing timely and appropriate feedback to management on potential process/training amendments.

Assisting with the management of suppliers e.g., monitoring service levels on day-to-day basis, providing feedback to management, participating in service review meetings etc.

Performing a quality assurance role within the department to address issues identified and propose proactive steps to prevent issues/improve quality.

Generating routine and ad hoc business and client specific reports as and when requested.

Dealing with responses to client service issues, e.g., investigating issues, identifying solutions, preparing responses, escalating issues to management as and when appropriate etc and assisting management with more complex client service issues. Mentoring IPSS Specialists and Senior Administrators on drafting responses to such issues.

Conducting/assisting the management team with staff related tasks such as recruitment, quarterly reviews/appraisals, identifying training needs and overseeing personal development plans.

Supporting and deputising for management when requested to do so by management e.g., holiday cover, daily scrums etc.

When required, processing work to a high complexity level across the department including:

Actioning incoming correspondence (hard copies, email and EPO electronic mailbox) and scanning and saving to the correct location within the firm’s document management system.

Updating the firm’s IP portfolio management system to record details of IP cases and key information from correspondence, including official due dates.

Notifying IP attorneys and other staff within the firm that correspondence has been received.

Monitoring both internal and official due dates and ensuring necessary tasks are completed in a timely fashion.

Producing high quality written communication, including internal correspondence and correspondence to clients and external agents.

Preparing, filing, renewing and validating patent, trademark, design (and other IP rights) applications and registrations. This will involve dealing with the Patent/Trademark office either directly, via foreign agents or via intermediaries.

Liaising with IP attorneys, other staff, and external agents in order to complete the actions outlined above.

Checking work to a high complexity across the department.

Providing timely and appropriate feedback on checked work and training progress both to the individual and to management.

This job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as they exist currently, but it is not intended as a wholly comprehensive or permanent schedule and it is not part of the contract

Working days are Monday to Friday – remote is possible with some travel to Southampton

Sector: Commercial
Hours: Full Time
Contract: Permanent

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