Patent Records Manager
Purpose of the Role
An exciting opportunity has arisen for an experienced and detail-oriented professional to lead a Records function within a well-established firm. The successful candidate will ensure all records are accurate, up to date, and effectively managed, while overseeing workflows and maintaining the integrity of key data systems. Reporting directly to a Partner, this role also involves managing and developing a dedicated Records team.
Key Responsibilities
- Act as the primary point of contact for queries relating to the Records system, including data interpretation and system processes from an end-user perspective.
- Oversee and manage the firm’s records system, ensuring accuracy, consistency, and accountability for data integrity.
- Monitor work practices and outputs, proactively identifying and resolving issues.
- Ensure compliance with internal service level standards and drive continuous improvement.
- Allocate, manage, and prioritise team workloads to ensure efficient delivery of services.
- Lead, motivate, and develop team members through regular feedback, performance reviews, and training initiatives.
- Address underperformance with appropriate support from HR and senior leadership.
- Ensure all deadlines are met and associated fees are processed accurately.
- Supervise the onboarding of new cases and portfolios into the records system.
- Support administrators and fee earners in maintaining critical diary dates and preventing missed deadlines.
- Collaborate with system specialists to manage support tickets and system-related queries.
Technical Skills & Experience
- Ideally qualified as a CIPA Patent Administrator and/or CITMA Trade Mark Administrator, or willing to work towards these qualifications.
- Previous experience managing a team in a deadline-driven environment is desirable, though not essential.
- Strong understanding of records management systems, processes, and relevant IP laws.
- Proven ability to implement and maintain effective workflows and standard operating procedures.
- Familiarity with electronic document management systems and time/attendance systems.
- Excellent attention to detail, analytical ability, and organisational skills.
- Strong IT proficiency with a focus on accuracy and efficiency.
What’s on Offer
- A supportive environment with opportunities for professional development and qualification support.
- The chance to play a key role in improving systems and processes within a growing team.