Secretary/ Legal Secretary/ Patent Secretary

Withers & Rogers LLP
26 Jul 2017
14 Aug 2017
Contract Type

An opportunity has arisen for a Patent Secretary, to provide full secretarial and administrative support to a Partner within the Advanced Engineering team in our Sheffield office.

We are seeking a secretary who is confident, quick and accurate. Someone who is able to use his/her initiative and actively demonstrate an engagement in the work of the department. Candidates will need to work proactively and have a good eye for detail. We are seeking a motivated and enthusiastic person who is highly IT literate, with good audio typing skills and able to work as part of a team. Effective and professional verbal and written communication skills are essential, as this role is dealing with staff and clients at all levels. Exceptional attention to detail is needed, as is excellent organisational and administrative ability.

Candidates should ideally be educated to A Level or equivalent. Patent experience is preferred although candidates with previous secretarial and/or administrative experience of at least 2 years in a professional firm would be considered. Demonstrable experience in a similar role involving high levels of attention to detail would be advantageous. Good knowledge of MS Word is essential.

Essential Attributes:

  • Bright and confident individual

  • Desire to learn and a willingness to become involved in the work

  • Well presented

  • Exceptional telephone manner

  • Ability to communicate effectively with staff of all levels and clients, recognising the need to be discrete in some circumstances

  • A team player with a proactive approach to work and ability to think on one's feet

  • Able to prioritise work and manage time effectively

  • Able to demonstrate experience of multi-tasking and forward planning; in an environment that is fast paced

Key responsibilities

  • Full secretarial support including all typing and administrative duties.

  • Fast, accurate audio typing using an electronic audio system for the production of letters, patent specifications and in particular, claims sections thereof.

  • Preparation of official forms for UK, European and International Patent applications and some foreign patent applications.

  • Proof reading work thoroughly before returning it.

  • Filing UK, European and International patent applications using Withers & Rogers procedures, including preparation of internal forms and memoranda on a cover basis.

  • Diarising Fee Earner's files.

  • Invoicing and liaison with Accounts department regarding the same.

  • Maintaining local computerised records and liaising with Records & Renewals department.

  • Organising and prioritising workload and keeping a level-headed approach in a busy working environment.

  • Taking accurate and detailed telephone messages.

  • Arranging meetings, conference calls, lunches, etc.

  • Accurate and daily maintenance of filing system.

  • Assisting others in the patent team when necessary.


The role is a full time (35 hour week) position. Ideally working hours 9.00am-5.00pm, with an hour for lunch, however we do offer flexibility wherever operationally possible.

Salary and Benefits

An excellent salary is on offer, plus a discretionary Christmas bonus. The firm also offers extensive benefits including: Holiday Buy/Sell Scheme, Healthcare Cashplan. Pension, Group Life Assurance, Childcare Vouchers, Season Ticket Loan, Bike to Work Scheme, GAYE.

The Firm

Withers & Rogers was founded in 1884 and is dedicated to providing expert services across the full range of Intellectual Property law in the UK, Europe and worldwide. We advise on the protection and enforcement of intellectual property rights for inventions, designs, artistic works and Trade Marks. We have wide commercial and industrial experience, and our technical expertise covers all major technologies. In short, we are a full service Patent and Trade Mark Firm. Our head office is in London with other offices in Bristol, Sheffield, Leamington Spa and Munich. In total we employ approximately 170 people.