Office Administrator – £22,500

Our client is is a leading top-tier European intellectual property firm and they are looking for an Office Administrator to join them in their Southampton office.

Job Description:

  • Learning the necessary functions of the Intellectual Property Support Staff (IPSS) team and gaining the experience of each process to fully demonstrate competency in each task. Once experienced in this role, progressing to more complex tasks for the team. Typical tasks you will be responsible for include:
  • 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 firms 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.
  • Liaising with IP attorneys, other staff, and external agents in order to complete the actions outlined above.
  • After consolidation of learning in the allocated work team progressing to learning and processing administrative work within a 2nd work team and gaining the experience of each process to fully demonstrate competency in each task.
  • After demonstrating competence in these tasks, progressing to acting as a ‘buddy’ and providing information and support to other team members who are learning and processing administrative tasks within the Administrator’s allocated work team. Providing task specific feedback where appropriate to individual and management.

Person Specification:

  • GCSE Maths and English or equivalent
  • A CIPA/CITMA Administrator’s Certificate is desirable but by no means essential
  • Ability to demonstrate a strong commitment to high levels of service to internal and external clients taking accountability for the role the individual plays in the delivery of service excellence
  • Ability to work in an accurate and methodical manner, adopting a logical approach to individual tasks and prioritising tasks appropriately.
  • Ability to work through high volumes of work at pace whilst maintaining accuracy and adhering to processes and associated standard templates/documents
  • Ability to adapt and move to different stages in the process to complete each task assigned.
  • Experience of working to and meeting tight deadlines in an administrative environment.
  • Ability to prioritise and manage fluctuating workloads, demands and deadlines.
  • Willing and eager to learn with the ability to complete tasks as instructed, with a focus on continuous improvement and associated feedback mechanisms.
  • Actively participates in professional development and team/individual goal setting
  • Excellent written and verbal communication skills.
  • Ability to develop strong working relationships with colleagues and clients and recognising the part they play in delivering the team and firm’s commitment to excellent client service
  • Ability to work independently and complete routine tasks without supervision.

Hours are Full time 9:00 am to 5:00 pm Monday to Friday. A hybrid working model of 60% in the office, 40% at home subject to a display screen equipment healthy working assessment

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 of employment

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