We’re recruiting a Head of Records for an established intellectual property firm. This is a hands-on leadership opportunity for an experienced IP records professional who combines strong people management with technical expertise in records systems and docketing.
You’ll take ownership of patent, trade mark and design records, lead the Records and Formalities team, and work closely with attorneys and business services colleagues to keep data accurate, deadlines controlled and services running smoothly.
What you’ll do
- Lead, coach and develop the Records and Formalities team, planning workloads, building cover and maintaining service standards.
- Oversee the full case-record lifecycle, from opening and docketing to transfers, ownership changes and closure.
- Manage patent and trade mark renewals, ensuring instructions, deadlines and records are handled accurately.
- Strengthen quality controls, audits and documented procedures, investigating errors and putting preventative improvements in place.
- Take hands-on ownership of the firm’s IP records system, including administration, rules, workflows and configuration, working with IT and the supplier on upgrades and fixes.
- Lead data-quality, migration and automation projects, and provide clear reporting on workloads, turnaround times and error rates.
- Partner with attorneys, formalities, renewals, finance and IT on onboarding, portfolio transfers and continuous improvement.
What you’ll bring
- Substantial experience in IP records, docketing or formalities within an attorney firm or in-house IP department, typically seven years or more.
- At least three years’ team management experience, including training and performance management.
- Strong knowledge of UK, European and international patent and trade mark procedures and deadlines.
- A CITMA Paralegal qualification, recognised patent formalities qualification, including the CIPA equivalent, or an equivalent professional qualification.
- Substantial hands-on experience administering and configuring an IP records system, including rules maintenance and data clean-up or migration.
- Excellent attention to detail, a disciplined approach to risk and controls, and advanced Excel skills.
- A calm, collaborative leadership style and the confidence to explain process changes to partners and attorneys.
Experience across multiple offices, leading automation or system implementation projects, and knowledge of records retention, GDPR and information security would be welcome.
Equal Opportunities
As a responsible business, it is important that we represent the diversity of our people, our clients and our communities. We believe that the firms that thrive are those with the most diverse team; that's why we work so hard to source the best talent from the broadest pool possible. As an equal opportunities employer we strive to accommodate anyone who may have specific needs. If you require reasonable adjustments to be made during the selection process, please talk to a member of the recruitment team so that any required adjustments can be made in advance.