IP Administrator - #1794716

Title: IP Administrator

Location: Edinburgh (Hybrid)

Hours: Full Time – 37.5 hours

The Position

We are searching for an enthusiastic and proactive individual to join this team in the position of IP Administrator, providing efficient and effective administrative support to a busy office.

The Edinburgh office of HGF provides legal advice, in particular relating to patents in the life sciences, chemistry, electronics, software and engineering fields, to a wide variety of clients both in the UK and overseas.

This is a varied role providing a high-quality, timely and comprehensive administration support service for a team of fee earners (Patent Attorneys) and Paralegals (Formalities staff). This is a vital role in a busy professional office, working alongside Attorneys and others in the administrative team. We have a proud track record of developing our IP Administrators and supporting their long-term career progression (Please note that this role does not lead to a Trainee role).

What’s involved in the role

• Preparing standard letters and emails to clients and patent offices


• Co-ordinating invoicing/billing for clients


• Diary management & booking travel/accommodation for Attorneys


• Working with multiple Attorneys to meet deadlines


• Online patent filing at European Patent Office, UK Intellectual Property Office and WIPO


• Using our internal electronic case management system


• Meeting and greeting visitors

About You

• Previous experience within a professional services environment in an administrative role, preferably in the Finance or Legal sectors.


• Demonstrable ability to work to deadlines and prioritise workload.


• A team player who will willingly assist colleagues when required.


• Very high levels of attention to detail and consistently accurate work


• Must have a friendly and pleasant personality, able to communicate effectively at all levels

About HGF:

HGF Limited is one of Europe’s largest intellectual property specialist firms offering a fully integrated IP solution, bringing over 200 Patent Attorneys, Trade Mark Attorneys and IP Solicitors together to provide a full-service IP solution.

With 25 offices across the UK, Ireland, Germany, Netherlands, France, Switzerland & Austria, HGF’s Patent and Trade Mark Attorneys provide specialist technical and legal advice to blue chip organisations and small to medium businesses across the world. Many of our clients are household names and the work HGF does allows them to protect and exploit their inventions, new products and branding.

Why move to HGF?

• HGF takes a transparent and merit-based approach to your career development and you will have the opportunity to shape your long-term progression.


• We’re a firm with a focus on DEI (Diversity, Equality and Inclusion), with a staff led DEI Focus Group, affinity networks and a DEI Board sponsor


• As a business we have a dedicated Learning and Development team focused on career long development of your skills along with a digital learning platform covering a wide range of content


• Benefits including our award winning enhanced parental leave policy, 27 days holiday, bonus scheme and flexible working

HGF Values

People - People matter. We treat people fairly, with respect and compassion. We foster a friendly, inclusive and enjoyable culture for everyone to prosper in. We invest in our people and offer appropriate coaching and training to assist with development and learning. We promote a healthy work-life balance. Progression is based on merit.

Excellence – We strive to be the best. We pursue excellence in all our individual roles resulting in outstanding legal and technical advice for our clients. Our people are pragmatic, responsive and commercially minded. We do not presume but listen to understand so we can engage proactively and appropriately.

Teamwork – We stand together. We work with our clients to protect their interests, and with each other as a mutually supporting firm. We value, appreciate and listen to others, regardless of role, recognising each individual’s particular blend of talent, skill and experience. We are individually and jointly accountable and take responsibility for our actions and decisions.

Progressive – We innovate. We continually improve our services and processes through understanding, creativity, and investment. We evolve by taking opportunities and adopting new business procedures, unencumbered by historical structures or out-of-date attitudes. As a firm, we have an entrepreneurial spirit, and encourage new thinking in our people.