Patent Secretary | £negotiable

An exciting opportunity has arisen for a skilled and experienced Senior Patent Secretary to join our clients Cambridge team.  As the Patent Secretary you will be providing proactive and comprehensive support to a senior partner within their Intellectual Property practice. This is a critical role for a motivated professional with a strong background in patent administration, exceptional organisational skills, and a client-focused approach.

Our clients are offering:

• Competitive salary and benefits package

• Free parking

• Hybrid working model (2 days office / 3 days remote)

• Supportive and collaborative team environment

• Ongoing professional development opportunities

As the Patent Secretary you will be responsible for all Patent & IP Administration which would have you involved in:

• Preparing, filing, and monitoring UK, EP, PCT, and international patent applications

• Coordinating with patent offices and external agents regarding filings and formalities

• Maintaining and updating IP management systems (e.g., Inprotech, Equinox, or similar)

• Managing deadlines, renewal reminders, and docketing in collaboration with formalities teams

Client Engagement & Support

• Serve as a primary liaison between clients and the partner for queries, updates, and case progress

• Prepare professional correspondence, client reports, and status updates

• Schedule and coordinate meetings, client calls, and travel arrangements

Billing & Invoicing

• Draft, process, and manage invoices in accordance with client-specific billing arrangements

• Track and follow up on outstanding invoices and client payments

• Assist in preparing fee estimates and engagement documentation

Document Management & Compliance

• Format and proofread legal documents and correspondence

• Maintain accurate electronic and physical filing systems

• Ensure adherence to GDPR, IPREG, and SRA regulations

As the Patent Secretary you will have: 

• Experience as a patent secretary, preferably in a UK or European IP firm

• In-depth knowledge of the patent application process, including EPO, WIPO, and UKIPO procedures

• Experience supporting a senior fee earner or partner-level professional

• Proficiency in IP management systems and Microsoft Office suite

• Strong interpersonal and communication skills, with a client-first mindset

• Highly organised with excellent attention to detail and time management skills

Desirable

• CIPA or CITMA qualification (or working toward)

• Experience working in a hybrid/remote-first team environment

If the opportunity as the Accounts Senior sounds like the kind of challenge you were looking for then please contact us at 01638 661333 or email your CV to jobs@exactsourcing.com.

By applying for the position of Patent Secretary, you agree to your CV being held on our database, stored confidentially and securely. Your CV details will be used and kept only to provide recruitment services to us. We will only send your details to clients once discussed with you and your data will not be shared with any other third party. You can ask for the deletion or correction of your data, or to opt-out of this service at any point by informing Exact Sourcing.

We very much look forward to hearing from you and will be reviewing all applications over the next 2 to 3 weeks. If you are selected, we will be in contact, and if not, we will be keeping your details on file for any future vacancies. Please ‘like’ us on Facebook to keep updated with any future opportunities.

Exact Sourcing is an equal-opportunity employment agency.

Rosa Dos Santos

01638 661333

rosa@exactsourcing.com

JOB DESCRIPTION

Full Time

Admin & Customer Service

Cambridge

£negotiable