Patent Secretary (Chemistry and Life Sciences)


We are looking for an experienced patent secretary to join our Chemistry and Life Sciences practice group.

The Role 

A Secretary is responsible for providing an efficient and accurate secretarial service to at least two fee earners and to other fee earners as and when required.


  • Responding to incoming post, acknowledging where necessary and ensuring electronic files are up to date
  • Responding to the daily prompt lists and reminding fee earners of impending due dates
  • Typing correspondence, reports, specifications and other documents for assigned fee earners for their review and signature, as appropriate
  • Following standard operating procedure “SOP” requirements on all relevant client related matters including checking when an SOP is not clear and/or requires clarification and forwarding SOP updates to the relevant GJE personnel in line with procedures
  • Checking case and name information against Inprotech and advising relevant fee earner of discrepancies
  • PA duties, which might include setting up meetings, arranging conference calls, booking flights, hotels, lunches and dinners
  • Preparing e-forms
  • Saving attachments to emails
  • Creating invoices and accompanying correspondence for fee earner review
  • Inputting invoices via ebilling platforms
  • Completing office support functions as required by fee earners such as ensuring electronic files are up to date preparing/sending emails and electronic faxes and preparing documents for posting. Occasional photocopying may be required for oppositions (may not be required going forward)
  • Proofreading documents/specifications
  • Ensuring all relevant data is uploaded onto appropriate systems
  • Answering the telephone, forwarding calls, taking messages and liaising with clients as appropriate
  • Liaising with and dealing with queries from fee earners, support departments and other practice groups
  • Assisting the secretarial team leader with the training of less experienced staff
  • Providing cover for others in their absence, as required
  • Assisting other fee earners and secretaries as and when required in order to help ensure the efficient operation of the practice group
  • Providing assistance to the secretarial team leaders and secretarial coordinators from the IT and engineering practice group and the trade marks practice group, as and when required
  • Taking on additional responsibilities, as required. Examples include being a client specialist, providing practice group business development secretarial support and undertaking paralegal duties e.g. handling assignments and preparing schedules

Person specification


  • Knowledge and experience of the provision of secretarial services in an IP environment (essential)
  • Knowledge and experience of working in the subject matter relating to chemistry and life sciences practice group (desirable)

Skills and attributes

  • Ability and willingness to learn
  • Effective and accurate core secretarial skills, e.g. audio and copy typing, proof reading
  • Completer finisher
  • Ability to highlight errors, recognising when to correct and when to draw to the attention of the fee earner, secretarial team leader or secretarial coordinator
  • Working knowledge of Outlook, Word, Excel and (power point desirable but not essential) working knowledge of Inprotech (desirable) and other software relevant to the Practice Group
  • Ability to build and maintain constructive relationships with a variety of individuals at different levels of seniority
  • Effective organisation skills with the ability to prioritise work effectively, particularly when under pressure, seeking help as appropriate
  • A team player who has the ability to recognise when others need assistance and who willingly offers help, as appropriate
  • Ability to recognise the importance of customer service to both internal and external clients with the ability to deliver good customer service accordingly

Please click the link here to apply.