Patent Secretary – Biotechnology

About the role

We are seeking a proactive Patent Secretary to support a team of six fee‑earners within the Life Sciences (Biotechnology) practice of a leading European intellectual property firm. The role combines diary and inbox management, travel coordination, document preparation and client liaison to ensure a smooth workflow for patent attorneys.

Key responsibilities

• Manage inboxes and diaries for six fee‑earners, scheduling meetings and coordinating logistics.
• Prepare and format legal documents such as letters, specifications and reporting letters.
• Arrange international travel itineraries, including flights and accommodation.
• Generate invoices and review narratives in Aderant, verifying client details and liaising with the accounts team.
• Maintain case files and the SharePoint DMS, opening new cases, updating instructions and scanning documents.
• Create and publish intranet pages and update internal portals using SharePoint and Online Filing 2.0.
• Liaise with clients and the European Patent Office, handling correspondence and requesting translations when required.
• Monitor daily prompt schedules and proactively manage case prompts independently.
• Use Inprotech and other systems to retrieve case information and ensure accurate record‑keeping.

Required profile

• Recognised secretarial qualification (CILEx, IOP) or equivalent experience.
• Previous experience as a Patent Secretary, Patent Administrator or Legal Secretary within an IP team.
• Excellent written and verbal communication with strong attention to detail.
• Ability to work independently, remain calm under pressure and meet tight deadlines.

Required skills

• Proficiency with Microsoft Office.
• Experience using SharePoint.
• Familiarity with Aderant billing software.
• Knowledge of Inprotech case‑management system.

What we offer

• Competitive salary up to £45,000 per year.
• Opportunity to work within a leading IP firm serving world‑class companies.
• Dynamic, fast‑paced legal environment with professional development prospects.