Senior IP Paralegal role

The Senior IP Paralegal is responsible for providing high-quality paralegal and formalities support to the firm’s attorneys across patent and/or trade mark matters.

The postholder will manage a varied workload of IP administrative and procedural activities, support the accurate maintenance of records and deadlines, liaise with clients and foreign associates, and contribute to the efficient delivery of client service and operational objectives across the practice.

They will ensure regulatory alignment with CIPA/CITMA supervision standards, and mitigate professional and organisational risk arising from misclassification.

Key Duties and Responsibilities

The postholder will be expected to deliver the following duties and responsibilities as part of the role.

IP Paralegal Support and Case Management

• Provide paralegal support across patent and trade mark matters, including preparation and filing support, record updates, correspondence and document management.
• Maintain accurate docketing, deadline and case records within the firm’s IP management systems and associated processes.
• Oversee docket accuracy and resolve discrepancies.
• Liaise with attorneys, clients, foreign associates and official bodies in relation to ongoing matters, requirements and deadlines.
• Assist with renewals, validations, recordals, official actions and other procedural formalities in accordance with established processes and deadlines.
• Support billing-related administration, including preparing fee estimates, recording chargeable activity and assisting with matter-related financial administration where required.
• Preparation of online forms or use of online filing systems.
• Review and quality-check docketing entries and filings prepared by Paralegals.

Service Delivery and Process Support

• Ensure work is delivered accurately, consistently and in accordance with internal procedures, client requirements and professional standards.
• Identify and raise issues, risks or process improvements affecting the delivery of IP paralegal and formalities support.
• Contribute to the development and maintenance of efficient working practices, precedents and administrative procedures.
• Support colleagues across the practice as required to ensure continuity of service and effective team working.
• Mentor junior staff, review work and maintain quality and lead process improvements.

Decision-Making Authority

The postholder is expected to manage their own workload and day-to-day priorities within agreed processes and supervision arrangements. The role involves making routine procedural and administrative decisions necessary for the timely progression of matters, identifying when issues should be escalated, and ensuring that deadlines, records and communications are handled accurately and efficiently. Matters involving legal judgement, significant risk, client strategy or material business impact remain subject to attorney or Director oversight.

Working Relationships and Other Requirements

• Work closely with attorneys and relevant business support colleagues to support the effective delivery of client service across patent and trade mark matters.
• Maintain effective communication with clients, foreign associates and official bodies as part of the day-to-day handling of matters.
• Support collaboration across the Aberdeen and Glasgow offices as required by the needs of the practice.
• The post operates with hybrid working arrangements in line with business requirements.

Person Specification

• CITMA/CIPA qualified
• Previous experience in an IP paralegal, formalities or administrative support role,ideally within a patent and trade mark practice or similar professional services environment.
• Good organisational skills, with strong attention to detail and the ability to manage competing deadlines accurately.
• Strong written and verbal communication skills, with the ability to work effectively with internal and external stakeholders.
• Confidence in using case management, document management and standard business systems.
• A proactive and professional approach, with the ability to work independently and as part of a team.