Dehns, Data Support/Formalities Administrator

Location: The principal place of work will be the Firm's Bristol office and supporting remotely in Brighton. The Firm is also located on other sites within the UK and Europe. Travel to and work from these offices may be required from time to time.

Hours of work:Full time - 35 hours per week or Part time

Hybrid working pattern: 60:40 (3 days in office/2 days from home), Part time - Pro-rata

Please note, during the probationary period, to facilitate training, 4 days per week in the office is highly recommended, (dependent on full/part time)., Purpose of role: This is a full, hands-on, client support role, with the Administrator supporting two Senior Paralegals and working with a Partner in the Bristol office. You will help support and deliver an excellent service to one of the Firm's largest, global clients. A high degree of attention to detail will be required to complete the administrator duties., Supporting a Senior Paralegal in Bristol with formalities/administrative tasks:

• Data audits, for example:

• Client bi-monthly portfolio review and implementation report
• Quarterly UPC opt outs and implementation
• Internal records system (Inproweb) data integrity audits
• Client records system (Anaqua) data integrity audits
• Client renewals audit
• Monthly new filings report
• Post national phase entry data integrity checks

• Anaqua and Inproweb record opening for the following, for example:

• Priority
• PCT
• National Phase
• Divisional/Continuation
• Divisional/Continuation

• Monitoring certain workflows and tasks including (but not limited to):

• Formal document, e.g. assignment execution
• Monitoring Anaqua client electronic mailbox
• Monitoring upcoming 30m deadlines
• Monitoring expired PCT cases

• Miscellaneous data tasks, for example:

• Data integrity audits
• KPI audits
• Contact Updates
• Regular review of bulk case abandonments
• Managing client overflow inbox and providing support to the paralegal team
• Case takeover maintenance
• Ensuring our client's details correspond with Anaqua and our foreign attorneys' records are current
• Uploading documents and Communications to Anaqua where required

Remote support with Senior Paralegal in Brighton with formalities/administrative tasks:

• Co-ordinating and handling client meeting agendas where required

• Populating and sending agenda to our client
• Client meeting attendance and noting decisions
• Circulating notes/decisions to attorneys and paralegals
• Saving and uploading to Anaqua

• Dealing with renewals related queries
• Assisting with cover support for Senior Paralegals
• Assisting with Client system uploading (for example, incoming/outgoing correspondence uploading to Anaqua)

Job and Person Specification:

• Dealing with incoming and outgoing communications
• Preparation and handling of all ancillary documentation as necessary (e.g. photocopying, scanning etc.)
• As required, assisting with ad hoc responsibilities and administrative tasks (this may include office administration duties on occasions)

• Excellent organisational skills
• Able to work under pressure and respond to changing demands on a daily basis
• Demonstrate willingness and enthusiasm to learn new systems and procedures
• Ability to work independently and as part of a team
• Personable and approachable, * Excellent attention to detail is a must
• Intermediate Excel skills are required
• Strong working knowledge of Microsoft Word and Outlook
• Strong written and verbal communication skills, * Any experience of Inproweb and Anaqua software advantageous but not required
• Previous patent experience desirable but not essential
• Previous customer service experience desirable
• Advanced Excel skills

Dehns is one of Europe's leading IP law firms with more than 300 people across 8 offices in 3 European countries. We have been obtaining and protecting IP on behalf of our clients for more than 100 years, and for a wide range of organisations across a comprehensive range of technologies.