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Trade Mark Records/Formalities Administrator Sheffield/London

London, England / South Yorkshire, England, Sheffield
Closing date
20 Feb 2023

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Vacancy Type
Legal Support
Contract Type
Experience Level
2-5yrs PQE
Role Classification
Other Professional

Job Details

Description - External

We have a varied and challenging opportunity for an individual join our trade mark formalities team. Our IP group is one of the largest teams in Europe for patent and trade mark work. We have qualified patent and trade mark attorneys working alongside IP, litigation, corporate and commercial lawyers. This presents a unique offering in the market. We have two roles, ideally to be based in Sheffield although we can consider London.

About CMS

CMS is a Future Facing firm. With 79 offices in 45 countries and 5,000+ lawyers worldwide, we combine deep sector understanding with a global overview, giving us the ability not only to see what's coming, but to shape it.

CMS is well equipped to help our clients face the future with confidence. We are driven by technology and readily embrace the possibilities it opens up for developing new and better ways of delivering legal services. Our bold approach to a changing future ensures that we nurture our employees and recruit top talent.

About the Role

Located in our Sheffield or London office, this role will provide first class support to our Trade Mark team. Key responsibilities and duties will include (but are not limited to):
- Inputting data on our records system - Patricia.
- Updating records to reflect new deadlines/statuses; providing diary reports to wider team.
- Extensive use of UKIPO and WIPO websites/databases including but not limited to downloading incoming correspondence, preparing and filing various trade mark forms such as new applications, renewals, assignments, change of names, etc.
- Dealing with formalities associated with trade mark and design applications.
- Preparing and filing UK and International trade mark and design applications.
- Liaising with our EU trade mark and designs team in Warsaw
- Reporting new trade mark/design filings, publications, and checking and reporting registration certificates to client.
- Corresponding effectively with foreign agents; seeking and preparing cost estimates; preparing powers of attorneys etc.; filing assignments/change of names etc.
- Corresponding effectively with clients, seeking instructions, reporting developments etc.
- Renewals - assisting with trade mark renewals in the UK and overseas.
- Managing own deadline diary
- Opening, new matters including sending conflict checks.
- Ensuring document management system (DMS) is kept up to date with all correspondence.

You will manage renewals for a number of clients.

This includes but is not limited to the following:

  • corresponding effectively with foreign agents;
  • seeking and preparing cost estimates;
  • preparing powers of attorneys etc;
  • filing assignments/change of names etc.

About You

The right individual will be have;

- A good understanding of what trade marks are and the process to apply for, obtain and maintain registrations.
- CITMA Paralegal Certified candidates would be an advantage but are not essential. If you have not completed the CITMA Paralegal course, we would support your application (timing to be discussed)
- Knowledge of Patricia database would be an advantage but not essential.
- Experience of trade mark formalities work, to include inputting trade mark data into databases accurately and monitoring deadlines is essential (one year, minimum).
- Self-motivated and proactive attitude are essential.
- Enthusiastic, confident with good organisational and administration skills.
- Flexible and able to effectively manage a number of priorities at any one time.
- High level of accuracy and attention to detail.
- Good Microsoft Office skills.
- Previous experience of a document management system would be beneficial but not essential.
- Good communication skills, both oral and written.

Equal Opportunities

At CMS, a next-generation mindset is woven into all we do. We're diverse, supportive and inclusive, embracing our corporate social responsibility and creating a culture of sustainability in which every one of our people, whatever their background, can maximise their potential and thrive.

For further information about CMS' diversity initiatives and programmes, please click here to view the diversity pages on our website.

Please apply online or contact a member of the Talent Acquisition team if you have any questions. For information regarding our competitive range of benefits please visit our Rewards & Benefits page on our website.

Please note that CMS have a preferred agency panel in place. Only applications submitted via the portal at the point of instruction will be accepted.



CMS is a future facing international law firm. With 74 offices in 44 countries and 5000+ lawyers worldwide, and home to business services colleagues across everything from Information Technology, Human Resources and Innovation to Finance, Diversity & Inclusion and Communications.  The firm’s core purpose is to build rewarding futures for its clients, people, and communities.

We’re a global law firm. We focus on the big and the small. We look to the future and embrace agility and challenge. We are experts in our sectors and have the rankings to back that up.  But it’s not all sectors and rankings. We focus on relationships. We’re a community. We look out for each other, encourage everyone to be themselves, and the best version of that. We’re friendly and go-getting. We act with purpose and find passion in what we do. We seek out different ways of thinking and doing. We don’t want everyone to be the same.  We know the best route forward is with the most diverse group of colleagues as possible. We’re here to build a better future.

In a world of ever-accelerating change where technology is increasingly important in the deployment of global strategies, every team at CMS is empowered to operate and innovate in ways that best meet clients’ needs. We encourage ideas from every corner of our business. We are also committed to addressing our own impact on the environment and approach to sustainability, as well as advising clients with their related legal needs.

We strive to spend more time looking at our clients’ world than inwards at ours.  That’s what makes our approach different. Being able to see things from our clients’ perspective means our people are approachable and accessible. And this means we have a genuinely supportive, open culture you won’t find everywhere. 

Our culture

It’s all about relationships. Our relationship with you, your relationship with us, and the relationships we have with clients and the communities around us. We want you to thrive and show your personality. Foster community, work together, listen, be open, and help each other succeed. Act with purpose and find passion. Strive for progress and embrace challenges. Seek out different ways of thinking and doing. We value trust over rules.

At CMS, a next-generation mindset is woven into all we do.  We're diverse, supportive, and inclusive, embracing our corporate social responsibility and creating a culture of sustainability in which every one of our people, whatever their background, can maximise their potential and thrive.  

Whatever your specialism, and whether you’re a lawyer or a business services professional, a career at CMS gives you huge scope to carve out a brilliant career as you help us, and our clients, to face the future with confidence.

Company info
+44 (0) 20 7367 3000
Cannon Place
78 Cannon Street
United Kingdom

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