Mail & Communications Administrator

Title: Mail and Communications Administrator

Location: Leeds

The Position

This role supports Patent Attorneys by managing and organizing large volumes of documents and files. The successful candidate will maintain accurate filing systems, distribute incoming correspondence via mail, fax, and email, and prepare outgoing mail and parcels for UK and international delivery.

Working as part of a team of six, they will also provide administrative support to ensure professionals have the information they need. High attention to detail and strong organizational skills are essential, as accuracy underpins the effectiveness of the entire office.

About You

You’ll bring previous office experience and a solid understanding of filing systems, ideally gained within a legal practice, but legal experience is not essential. Accuracy is key in this role, so excellent attention to detail and very high standards are essential. You’ll be able to retain and apply information effectively to ensure consistent processing of documents.

You’ll have the ability to handle a variety of tasks and work independently, sometimes under pressure. You’ll also be confident in raising issues with stakeholders or your manager in a timely and respectful manner. Strong IT skills are essential, including experience with Word, Excel, Outlook, and internet browsers. A minimum of GCSE (or equivalent) in English and Maths is also essential.

Key Deliverables

• Maintain and organize electronic filing systems.
• Monitor multiple email inboxes, attaching documents to e-files and routing to the correct person.
• Check internal and government portals to ensure official documents are processed accurately.
• Upload and distribute received faxes to relevant team members.
• Assist with preparing files for archiving and storing original documents for key clients.
• Open, log, scan, and distribute incoming mail; prepare outgoing mail and case bundles for UK and overseas delivery.
• Complete documentation for special postal services and arrange courier collections.
• Frank mail and ensure timely collection by Royal Mail.
• Liaise with stakeholders to ensure correspondence is processed and forwarded promptly.
• Support general office tasks, including accepting deliveries, ordering stationery, and maintaining supplies.

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.