Administrator / Trainee Patent Secretary
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Position Overview & Specifications
Duration: Permanent
Hours: 9am until 5pm, flexible (Monday to Friday)
Salary: £24,000 to £26,000
Job Reference: 34697
Polytec are looking for an Administrator / Trainee Patent Secretary for our Cambridge based client. You should have some experience as an Administrator in a corporate environment and an eagerness to train as a Patent Secretary. Training will primarily take place in Cambridge but you will need to attend the London office one day a week during your initial training period for which expenses will be reimbursed. This is expected to be for approximately 8 weeks.
Responsibilities:
- Produce letters, European Patent Office and UK Patent Office forms relatively unsupervised
- Deal with Fee Earners WIP and produce invoice requests and narratives with limited instruction
- Post and filing using Document Management System
- Receive deliveries, unpacking and redistributing as required
- Ordering stationery, paper, toner, cleaning materials and beverages
- Booking meeting rooms and setting up refreshments / lunch
- Organising rooms / desks
- Liaise with building maintenance and cleaning companies, reporting facilities issues
- Organising social events
- One to two years' secretarial / administrative experience, ideally within professional services
- Good education with grades B/6 or higher
- Recognised secretarial qualification
- Able to produce work from dictations, emails and manuscript documents
- Competent user of MS Office, proficient in Word, PDF Docs, Outlook and Inprotech
- Minimum typing speed of 45 wpm
- Strong organisation and interpersonal skills
- Ability to respect and support others within the team/firm to achieve common goals
- Able to produce work to required standards, with excellent accuracy and attention to detail
- Flexible, adaptable approach
- Ability to work under pressure and meet deadlines
We will respond to successful applicants within a couple of days.
Candidate Selection & Onboarding Process
Application & Resume Screening
Submit your tailored CV/Resume directly to the talent acquisition portal.
Technical & Competency Interviews
Virtual interviews with the hiring manager and multidisciplinary team.
Formal Offer & Benefits Negotiation
Written agreement outlining compensation, equity, retirement vesting, and relocation allowances.
Onboarding & Corporate Integration
Equipment provisioning, team orientation, and commencement of duties.
United Kingdom Right to Work & Skilled Worker Visa Guide
Employment in the United Kingdom requires legal Right to Work verified under the Home Office Points-Based Immigration System:
Sponsoring employers must hold an active Home Office A-rated Sponsor License and assign a valid Certificate of Sponsorship (CoS). Role must meet the general minimum salary threshold (£38,700) or occupation going rate.
Continuous employment under Skilled Worker status establishes eligibility for Indefinite Leave to Remain (ILR) after 5 continuous years, leading to British Citizenship.
Candidate Preparation Blueprint: General
Based on transatlantic hiring benchmarks for Administrator / Trainee Patent Secretary roles across Polytec's corporate sector, successful applicants typically excel across three core dimensions:
Demonstrated portfolio evidence, architecture/system design case studies, or validated professional certifications directly applicable to General.
STAR method competency responses highlighting cross-functional leadership, conflict resolution, and delivering measurable enterprise ROI under tight timelines.
Total compensation expectation aligned within the benchmarked £24,000 - £26,000 bracket, including retirement vesting and health parity.
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