Patent Records Administrator

We are looking for an experienced patent records administrator to join our records and formalities department. Reporting to Debbie Byard, Records Manager, we are looking for an individual who has expertise in the coordination of procedural documentation for patent procedures.

Although based at Broadgate Tower, near London’s Liverpool Street Station, all of our staff are able to work from home using technology provided by the firm. The successful applicant will have the same opportunity, although some in-office training might be appropriate. We can discuss that, and our future working from home options, at interview.

General responsibilities

  • Inputting of key information and dates from internal and external post onto the records management system
  • Managing urgent prompt list deadlines by liaising with the appropriate fee earner to ensure action is taken
  • Maintaining the firm’s names database, including fax numbers and emails
  • Printing and monitoring of EPO Mailbox communications
  • Updating and maintaining the records management system using CPA data. Dealing with general queries from fee earners and secretaries
  • Providing feedback and making recommendations for improvements to the Records Manager about new and existing procedures, processes and software
  • Implementing agreed procedural and process changes
  • Ad hoc duties, including the preparation of the patent office filing and the dispatch of PREN5/CEA1 notices and foreign renewal reminders
  • Assisting the Records Manager, as required, with the ongoing development and upgrading of Inprotech
  • Providing help and support to the other department members and undertaking any other jobs, as required
  • Acting as Duty Officer (responsible for checking incoming post is assigned to the correct group)
  • Removing case status reports & final reminder reports (from CPA Global)
  • Processing takeover applications

This job description covers the key responsibilities of the role and the post-holder will be expected to perform other tasks considered by the firm to be commensurate with this position.

Person specification


  • Experience working in patent records
  • Good standard of basic education
  • A team player, willing to roll their sleeves up and complete whatever tasks are necessary to ensure the team delivers a good service
  • The willingness to learn trade mark records procedures
  • Excellent organisation skills with the ability to prioritise work effectively
  • Tenacity and the determination to see work through to completion
  • Confident, with good communication skills both written and verbal
  • Excellent attention to detail
  • Proven ability to provide a customer focused service
  • Proactive, with initiative and motivation
  • A confident user of IT


  • Inprotech experience
  • CIPA Patent Administrator’s course certificate (if not, the willingness to take the course and sit the exam is essential)
  • Experience of working with CPA Global


Gill Jennings & Every is a leading intellectual property firm based in London and Munich. We provide the ideal combination of legal, technical and commercial expertise to help turn innovations, brands and designs into commercial successes.

We understand the importance of intellectual property to businesses and by providing clear, creative and expert advice we can assist our clients in protecting, exploiting and managing their IP assets to maximise their value.

We are consistently recognised by the leading UK legal directories – Chambers, Legal 500 and Managing Intellectual Property – as a ‘go-to’ firm, which is a testament to the quality of our advice and the valued role we play in supporting our clients.

Our firm has a clearly defined strategic vision for where we are heading and an impressive track record to match. There are around 130 of us based in our City office (although currently, most of us are working from home due to the COVID pandemic) and so we are small and friendly enough for you to get to know everyone – but big enough to offer you great opportunities.

Vision & Values

We have a diverse workforce yet we all share a vision and a set of core values. Our Vision is to be the right choice for Intellectual Property. That means as an employer, we aspire to be the right choice to develop your career. Based on the principles on which our vision is founded, GJE practices the following values:

Care: we take the time to understand the needs of our clients and colleagues, so we can deliver the best possible results for them

Clarity: we provide clear advice and concise recommendations so our clients can make the right decisions quickly and confidently

Creativity: we encourage innovative thinking to help solve problems

Collaboration: teamwork is important to us; our clients see us as an extension of their own team and our people flourish in a supportive environment

Commerciality: we work hard to understand our clients’ businesses and help them realise the value of their IP

Note that we start interviewing and assessing applications as soon as we receive them rather than wait for the deadline, so we advise you to apply as soon as possible. Please forward your CV and a covering letter to .

Get in touch

If you are an ambitious business and you expect an IP service provider that can understand and help you achieve your commercial objectives, then we want to work with you. Complete the enquiry form below and one of our specialists will be in touch within one working day. Alternatively you can call us on +44 (0)20 7655 8500. We look forward to hearing from you.