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Trade Mark Secretary

Department: Secretarial
Location: London

Role overview

Boult Wade Tennant LLP is a leading UK-based firm of patent and trade mark attorneys and has offices in London, Reading, Cambridge , Berlin, Munich, Frankfurt and Madrid. The firm has 40 partners, some 100 other professional personnel and a total of over 200 staff.

The firm offers a combination of intellectual property expertise, broad-based technical knowledge and well-developed commercial know-how to assist clients in securing effective protection for their inventions, ideas and trade marks. Our attorneys advise clients on how to use this protection for competitive advantage and help them to avoid any infringement of their competitors’ rights.

A full range of intellectual property services are provided including writing and prosecuting patents, registering trade marks, intellectual property strategy and policy advice, searches and watches, portfolio management, renewals, technical illustration, outsourcing services for in-house intellectual property departments and infringement and enforcement advice.

Boult Wade Tennant’s Trade Mark Group based in London have a need for a dedicated secretarial resource to provide an efficient, organised, reliable and flexible support service, initially to two associates.  The successful candidate will be someone who is happy to work autonomously, looking for an interesting variety of work, is helpful, eager to learn and willing to take on extra responsibility.

Key responsibilities

  • Audio and copy typing of legal documents to include, letters, reports, forms etc.
  • Monitoring of Outlook calendars
  • Preparation of standard letters and documentation for approval by fee earner
  • Acting as a point of contact for internal questions and telephone calls ensuring accurate messages are taken
  • Preparation and handling of all ancillary documentation as necessary (i.e. electronic filing, faxing, photocopying and scanning)
  • Monitoring emails in the absence of fee earner, ensuring urgent matters are given to another attorney in their absence
  • Arranging UK travel and dealing with associated expense claims on behalf of the fee earner
  • Charging to include: Preparation of charge sheets, billing narratives, general monitoring of fee earner’s Work in Progress (WIP), preparation of billing paperwork including billing narratives and updating various schedules on a daily basis
  • Additional ad-hoc responsibilities as and when necessary i.e. opening new files
  • Generating inprotech reports for various clients
  • Preparing bulk weekly emails for clients
  • Attending and taking call notes on regular calls with clients
  • Preparing cost estimates for clients using Excel
  • Preparing and filing UK, EU and International Applications and instructions to overseas attorneys
  • Preparing UKIPO, EUIPO and WIPO Forms
  • Covering reception as and when required

Systems used

  • Zoom
  • Windows 10
  • Word 2010
  • Excel 2010
  • iManage (Document management system)
  • Outlook (email and diary system)
  • Inprotech (Records and Accounting System)
  • Winscribe (Digital Dictation)

Candidate profile

  • Minimum of two years’ secretarial experience (desirable)
  • Intermediate knowledge of Word (track changes), Excel, Outlook, and Internet Explorer (searching, making/amending reservations etc)
  • A high level of accuracy is required with good typing speed in copy and audio, preferably 55-60 wpm; emphasis on accuracy
  • A ‘can do’ attitude, willingness to learn and expand knowledge and skills within the role, approachability, flexibility as to hours and the role itself, a practical/common sense approach
  • Ability to build and maintain constructive relationships with individuals at different levels of seniority
  • Proven ability to work effectively both as a team player and independently with initiative
  • Ability to stay calm in often demanding situations and work well under pressure
  • Exceptional organisational skills

Apply now

Benefits offered

  • Competitive salary
  • Working Hours: Mon-Fri 35 hrs per week
  • Hybrid working arrangement
  • 23 days holiday pa plus bank holidays (pro rata)
  • Life Insurance (from start date)
  • Company Personal Pension scheme (qualifying period three months)
  • Flexible benefits package to include holiday trading scheme
  • Private medical insurance (after qualifying period)
  • Health cash plan scheme (after qualifying period)

To find out more about this position please use the contact details below, or to apply for this role please send your CV and covering letter to: recruitmentbusinessservices@boult.

We are not accepting agency applications, only direct applications

A European award-winning patent and trade mark firm delivering world-class advice to enhance the commercial value of intellectual property rights globally.