Trade Mark Assistant
We are looking for an experienced and enthusiastic individual who to join our Sydney team as an Assistant for a 12 month fixed term contract.
Summary about this job
Administrative Assistants
Company: Davies Collison Cave
Location: Sydney
Work type: Full Time
Salary: n\a
Phone: +61-8-4370-8522
Fax: +61-7-5141-9226
E-mail: n\a
Site: n\a
Detail information about job Trade Mark Assistant. Terms and conditions vacancy
JOB OVERVIEW
This incumbent of this role will provide secretarial and administrative support to the operators within the trade marks group. Suitable to an entry level candidate who has great initiative and the ability to hit the ground running or someone with one to two years experience; the person will need to be enthusiastic about this role and will receive support and development from a team of skilled trade marks secretaries.
Trade marks secretarial work includes dicta typing; dealing with numerous hard copy documents including evidence for trade mark oppositions; completing the procedures and formal requirements for lodging trade marks documents; handling telephone communications with clients and IP Australia; and assisting the operators to ensure that all due dates are met. Trade marks secretaries become familiar with operators files and, depending on their level of expertise, can play an important role in assisting the operators with the management of the files.
A trade marks secretary will often work on many files in a day. The work is detailed and there are many procedures to learn. A high level of concentration and accuracy is essential in carrying out this work. A secretary will frequently be very busy, particularly as we expect all secretaries to assist other secretaries and their operators in the group. This role may necessitate working back at short notice to ensure critical deadlines are met.
Performance and conduct will be measured against the criteria listed in this position description, which may be updated from time to time.
KEY RESPONSIBILITIES
- Processing and responding to high volumes of client and general emails
- Word processing (dictaphone and copy typing)
- Drafting trade mark documentation
- Drafting correspondence to clients and associates both locally and overseas
- Handling and processing files
- Monitoring daily deadlines efficiently
- Diary/calendar management
- Screening calls and telephone enquiry management
- Photocopying, faxing, scanning and filing client correspondence
- Processing invoices as work is completed using Inprotech
- Internet searching (eg IP Australia website, web research both in Australia and overseas)
- Database searching for case and client details
- Preparation and reporting of AU/NZ Trade Mark New Filing Applications
- Preparation and reporting of Trade Mark Acceptances
- Preparation and reporting of Trade Mark Certificates of Registration
- Miscellaneous secretarial & admin duties as required including backup support to other teams
SKILLS AND EXPERIENCE
- Previous IP secretarial or administrative experience is desirable
- Post secondary qualification desirable
- Accurate typing, minimum of 60 wpm
- Intermediate to advanced Microsoft Word, Outlook, PowerPoint and Excel
- Advanced database and internet search skills
- Superior organisational and administration skills
- Strong English writing skills – spelling, grammar and drafting of correspondence
- Eye for detail and proof reading skills (accuracy is paramount)
- Superior telephone and client enquiry management skills
- Solid time management and recordal skills
ATTRIBUTES AND BEHAVIOUR
- Makes appropriate suggestions for improving work processes/practices
- Excellent organisational skills
- Strong interpersonal and communication skills
- Speaks in a courteous and professional manner at all times to clients, partners and colleagues
- Builds good working relationships with managers, colleagues and clients
- Works co-operatively and is proactive in assisting others
- Enjoys working in a small team environment
- Seeks to resolve any internal conflict that may arise
- Maintains confidentiality at all times
- Works well under pressure, maintaining a professional and calm demeanour
- Demonstrates a sense of urgency, reliability and commitment at work
- Enjoys working in an IP (law and/or professional services) firm, supporting experienced professionals and clients in the field
- Demonstrates a strong client service focus supporting the commercial practices of the firm
- Enjoys learning on the job and via attending internal training
- Demonstrates a positive and flexible attitude at work, and even temperament
- Adheres to the firm's policies and processes at all times