Level 2 Secretary - September 2026

ABOUT REDDIE & GROSE LLP

Reddie & Grose is an internationally renowned firm of European and United Kingdom patent, trade mark and design attorneys.

Our attorneys handle the full range of IP rights including patents, trade marks and registered designs. We also handle the protection of plant variety rights. Within these areas we handle drafting, filing, prosecution, opposition, enforcement, defence and dispute resolution in general. We also advise on IP strategy and are able to offer support in due diligence and other aspects of corporate transactions handled by our law firm colleagues.

We understand work-life challenges and are sensitive to how work can impact your personal life. We respect this and will always encourage a good work-life balance. Our workplace is one where fairness, respect, equality and dignity are promoted and are part of the firms everyday goals and behaviour. There is a welcoming culture where we recognise that the different backgrounds, values, attitudes, skills and experience of our staff means they bring a unique perspective to work issues.

TRAINING AT REDDIE & GROSE

Reddie & Grose has an excellent reputation for training and we pride ourselves on the training we provide across all areas of the firm.

OUR VALUES

At Reddie & Grose LLP, our commitment to fostering an inclusive and diverse environment is anchored in our core values. These values were established through the collective contributions and insights of everyone at our firm.

BE OPEN

We want trust to be at the core of our firm and we believe clarity and transparency in our decisions and actions are key to building it.

BELONG TOGETHER

We actively foster a friendly working culture where we create opportunities for people to connect, collaborate and belong. Our commitment to diversity, equity and inclusivity drives us to continually improve our culture, ensuring that everyone feels heard and welcomed.

EXCELLING FOR CLIENTS

We are a team who excel at meeting our clients needs, proudly offering bespoke and high-quality services. Driven by continuous improvement and an unrelenting commitment to quality, we prioritise opportunities for our clients.

LEADING THE WAY

We empower our people to lead the way, nurturing a culture of curiosity and a relentless pursuit of knowledge and continuous learning.

EQUALITY, DIVERSITY, INCLUSION & BELONGING

Reddie & Grose LLP is an equal opportunities employer. It is essential that equality of opportunity and the absence of unfair discrimination be at the core of all the firms policies and activities. We value diversity and ensure that all employment decisions are based on merit, competence, and potential. Every individual's uniqueness enhances our collective strength. We are members of IP Inclusive and have been actively involved in Women in IP, IP & ME, IP Out and IP Ability.

JOB TITLE:Level 2 Secretary

DEPARTMENT:Secretarial

REPORTS TO:Co-ordinator

WORKING HOURS: 09:30 to 17:30

JOB SUMMARY:

The post holder will be responsible for general day-to-day provision of secretarial / administration work. They will also provide cover for other secretarial staff during periods of absence.

KEY RESPONSIBILITIES

Communication and Liaison:

Establish and maintain effective working relationships with team members, co-workers, and clients.

Manage communication through responding to e-mails, teams calls, and addressing routine queries from clients.

Liaise with the formalities department regarding monitoring dates, entering new files onto Inprotech, and abandoning pending records as instructed by fee earners.

Liaising with the Inprotech team to ensure the Firms records system is maintained with up-to-date client information

Training/coaching of new administration staff as appropriate.

Documentation and Data Management:

Ensuring amendments of emails, letters, and specifications per the fee-earning team's requirements.

Scanning and copying of reports and documents as necessary

Updating relevant data using database applications.

Preparation of various Patent/Design applications and formalities documents.

Utilise Inprotech for managing weekly/daily reminders and producing client schedules and last-day lists when required.

Attend to matters unprompted where possible, including drafting letters and standard letters for fee earners to check before sending.

Assist with the maintenance of document organisation, ensuring client folders are organised, renamed, up to date and saved correctly on our electronic system.

Billing and Account Management:

Preparation of monthly client accounts (in co-ordination with the billing co-ordinator where appointed), invoices, credit and debit notes adding service charges to Work In Progress (WIP) as appropriate.

Compliance and Procedure Adherence:

Interpret instructions and issues, implementing actions according to administrative policies and procedures.

Attending to Information Disclosure Statement (IDS) requirements

Update and check various client platforms and email systems as per their requirements, including uploading correspondence, monitoring deadlines, and managing invoices, etc.

Client and Case Management:

Produce due date reports for specific clients and assist with general updating of the records system, including recording changes of references, titles, and attorney responsibility.

Prepare documentation using Inprotech as per fee earners instructions and manage weekly last day lists, dealing with any queries and clearing due deadlines.

Handling of reporting list for internal deadlines

Prepare weekly last day list, deal with any queries and clear deadlines due that week.

Additional Responsibilities

Any other duties a partner, fee earner or senior member of staff may reasonably ask you to carry out

Provide cover / support in other secretaries absence

PERSON SPECIFICATION

SKILLS AND EXPERIENCE

At least 3 years experience of working within an IP practice ideally within a partnership model

GCSEs (ideally at least 5 at Grade 6 or above, including Maths and English) or equivalent

CIPA qualification

SYSTEMS USED

Microsoft Office (Word, Excel) Knowledge of Microsoft Office Suite (essential)

Inprotech (desirable)

iManage (desirable)

CORE COMPETENCIES IN LINE WITH OUR VALUES

Value

Competency/Behaviour

Be Open

Demonstrate open and honest communication

Excellent communication and interpersonal skills

Belong Together

The ability to work well within a team

Foster an atmosphere of collaborative working

Excelling for clients

Deliver excellent client care

An ability to prioritise tasks effectively and work to tight deadlines and under pressure

Flexibility in task management and adaptability to change

Demonstrate a continuous drive for improvement

Leading the way

View change as a positive and an opportunity to develop

Proactive mindset

STATEMENT:

This job description is issued as a guideline to assist you in your duties, it is not exhaustive and we would be pleased to discuss any constructive comments you may have. Because of the evolving nature and changing demands of our business, this job description may be subject to change. You may, on occasions, be required to undertake additional or other duties within the context of this job description, and according to the needs of the firm.