Document Reception Officer

Document reception officer

Location: Newport - Intellectual Property Office (IPO)
Contract: 7-month initial term
Hours: 37 hours per week, Monday to Friday
Pay Rate: £13.90 per hour
Working Pattern: Hybrid (minimum 20% onsite)

About the Role

Brook Street is delighted to be recruiting on behalf of a public sector client, the Intellectual Property Office (IPO), for an exciting opportunity based in Newport. This is a key administrative role supporting patent operations, ensuring documents, fees, and filings are processed accurately and in line with legislation.

The role offers a supportive working environment, excellent onsite facilities, and flexible hybrid working arrangements.

Benefits

• Onsite gym
• Onsite parking
• Hybrid working - minimum 20% onsite (1 day per week)
• Full flexibility to attend the office more frequently, particularly during training
• Opportunity to gain experience within a respected public sector organisation

Key Responsibilities

• Sort and dispatch unopened post, including London filings, ensuring document dating complies with the Act and Rules (office-based duty).
• Oversee the smooth running of the shared mailbox system on a daily rota basis, ensuring all received emails are accurate and correctly handled.
• Carry out non-technical examinations of documents to ensure correct filing dates are applied in compliance with legislation.
• Examine documents to ensure fees are allocated correctly in line with Terms and Conditions, Deposit Accounts, and relevant statutory instruments.
• Action credit and debit card payment requests.
• Process fees on fee-bearing forms submitted under UK and international legislation.
• Log all relevant forms onto COPS and notify Index and Scanning teams once complete.
• Identify and allocate both fee and non-fee bearing patent forms and documents.
• Log and forward later-filed documents received electronically via PDAX.
• Handle telephone and email queries relating to filing dates, fees, and customer accounts from both internal and external customers.
• Issue receipts for new patent applications following data capture, ensuring applications comply with Section 15 of the Act.
• Prepare paper-filed applications for security checks.
• Manage, investigate, and resolve mailbox queries in a timely manner.

Hybrid Working Information

This role is carried out in line with IPO Hybrid Working Arrangements. You will be required to attend the office a minimum of 1 day per week (20% of working hours). While there is flexibility in choosing your onsite day, attendance will also be required for training and other business-essential activities, sometimes at short notice.

Brook Street is proud to support the Armed Forces Covenant and as such, we guarantee to interview all candidates who are veterans or spouses/partners of military personnel, and who meet all the essential criteria for the vacancy.

As a Disability Confident Leader, and holder of the Gold Award status from the Defence Employer Recognition Scheme, Brook Street, as a supplier to the Public Sector Resourcing Framework (PSR), will offer you a guaranteed interview with a PSR Sourcer.

Should you identify as a candidate with a disability and/or as a veteran or spouse/partner of military personnel and meet all the essential criteria for the role, we encourage you to reach out to us via the Brook Street website. Here you will find a link to register your interest and state the role that you are interested in. We are committed to engaging with you.

In cases where we have a high volume of ex-military candidates/military spouses/partners, who meet all of the essential criteria, Brook Street will interview the best candidates from within that group.