Formalities Administrator (9 month FTC) | Davies Resourcing

Formalities Administrator (9 month FTC)

  • London
  • £45000 per annum, Benefits: Sarah Jones
  • Contract

My client is a well regarded, long established law firm operating in the Intellectual Property space with a number of offices in the UK & Europe, their main site is in London. Known as leaders in their field with a reputation for stability, a strong client base, expertise and knowledge within this niche area of law, proud to be an employer who put their employees at the heart of their business. They offer a good work-life balance, flexible working, generous benefits and a commitment to championing environmental issues, there is also fantastic culture of transparency and openness.
*********Hybrid Working Model*********
They are on the hunt for a skilled Formalities Administrator to work within their Formalities team for a 9 month Fixed Term Contract. This role will focus primarily within the European Grant division, but include variety within other sections of the team. The Formalities team has nineteen members, eight in the Docketing
section, four in the International section, two in the Renewals section and five in the
European Grant section.
The Role 

  • Preparing reporting letters and liaising with agents regarding European Validation and Claims Translations
  • Processing and reporting 71(3) communications
  • Liaising with External Validation providers
  • Monitoring deadlines
  • Decision to grant processing
  • Reporting Grant Certificates
  • Address for Service
  • Monitoring deadlines, Processing incoming emails, Post and inputting deadlines onto the system
  • New Case Creation
  • Scanning incoming post into the Document Management System
  • Filing applications at UK, EPO and International Bureau
  • Dealing with EPO and EUIPO Portal
  • Monitoring and maintaining the firm’s email and facsimile inboxes
  • Monitoring and maintaining internal reminders
  • Maintenance of Name Records
  • Regular liaison with clients, fee earners and others members of the firm


  • Detailed experience in formalities/records management for UK and European Patent Applications
  • Knowledge and experience of European Grant and Validation processes
  • Familiar with Inprotech IP records management software
  • CIPA qualification preferred
  • Have strong literacy skills and a good eye for detail
  • Able to work under pressure and to meet tight deadlines calmly and efficiently
  • Strong communication skills as expected to liaise confidently with Fee Earners and all other members of the firm
  • Have a flexible attitude and be willing to help others within the department when required
  • Be willing to learn, share knowledge and work as part of a team

The Package

  • Discretionary bonus scheme
  • Pension scheme
  • Life assurance
  • Group Income Protection
  • 20 days annual holiday rising to 25 for each year of service plus an extra day at Christmas
  • Flex scheme in return for excess hours worked for the firm
  • Flexible working around core hours, up to 40% remote working
  • Travel and personal accident insurance for business and personal
  • Annual season ticket loan
  • Enhanced maternity/paternity package
  • A range of social events
  • Cycle to work scheme
  • Employee Assistance Programme

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