Intellectual Property Formalities Officer

Tēnei tūranga – About the role

The Intellectual Property Formalities Officer is responsible for checking case formalities and change requests on IP applications to ensure they meet the legal requirements set out in the relevant Intellectual Property legislation and following up with applicants as required. This will include application of relevant practices and policies.

The role is responsible for receiving and processing international patent applications and fees for the New Zealand Patent Cooperation Treaty (PCT) Receiving Office

Ngā Herenga – Requirements of the role

Personal specifications

Skills and Experience: The ideal appointee will require

• Strong administration experience including the ability to understand and work with multifaceted law and regulations.
• Well-developed organisational and planning skills including time management, the ability to multi-task, and perform well under pressure.
• Accuracy and an attention to detail.
• Proven ability to use communication and information technology systems and methods including: MS Word, MS Excel, MS Outlook, competent at using the internet for research purpose, databases (familiarity required), MS Power Point.
• No formal qualifications are required however previous experience working within a legal/regulatory environment would be an advantage.
• Must have the legal right to live and work in New Zealand.

Takohanga tuhinga o mua – Key accountabilities and deliverables

Administration of formalities, validations and process

• Process Intellectual Property case formalities and change requests (such as Global Patent Prosecution Highway requests, change of ownership, inventor and agent requests,) following the IP processes and procedures and meeting agreed quantity and quality standards, in consultation with the Team leaders and Examination Team Members.
• Assist with the collation of statistical data and compiling information within agreed reporting timelines.
• Validate the PCT international applications and fees through PCT Receiving Office to meet requirements of PCT/IPONZ.
• Examine formalities of PCT applications to assess compliance with requirements of PCT.
• Maintain accurate financial records and organise payment of fees to WIPO & relevant ISA and provide monthly financial reporting for PCT Trust Account.
• Develop and update Promapp processes as required by team.
• Assist in the administration, upkeep and management of the IPONZ learning management system and other training material as required
• Carry out other duties that may be required by team leader or manager from time to time.

Workload Management – Self

• Prioritising work in queue to ensure timely completion of allocated work.
• Establishes appropriate short to medium term goals and identifying priorities of own tasks and/or activities and effectively allocates own time to complete assigned tasks.
• Evaluates progress towards task/project completion and adjusts own work programme accordingly.
• Identifies risks and barriers to completion, escalates these appropriately to team leader.

Contributing Positively to the Team and IPONZ

• Works co-operatively and effectively with others towards achieving Team and IPONZ goals.
• Adopt a continuous improvement approach to responsibilities, support the teams with change control activities and continually look to improve IPONZ processes.
• Participates in team discussions, assists in the identification of solutions, and resolution to issues and problems.
• Supports colleagues.
• Listens and is respectful of other team members.
• Participates in organisational processes.
• Participates in organised individual or team learning activities.
• Seeks feedback on own performance.
• Contributing effectively to the team’s development of positions, perspectives, approaches and advice.
• Ensures own knowledge is current and accurate in terms of IP law, technical knowledge and or area of expertise and IPONZ systems and processes.

Self-Management

• Models positive behaviours.
• Models the desired values and culture of the organisation.
• Willingly shares knowledge and expertise within the team and with others in the organisation.
• Acts with honesty and integrity.
• Welcomes feedback and is receptive to input from others.

Wellbeing, health & safety

• Displays commitment through actively supporting all safety and wellbeing initiatives.
• Ensures own and others safety at all times.
• Complies with relevant safety and wellbeing policies,. procedures, safe systems of work and event reporting.
• Reports all incidents/accidents, including near misses in a timely fashion.
• Is involved in health and safety through participation and consultation.

Tō tūranga i roto i te Manatū – Your place in the Ministry

The Intellectual Property Formalities Officer position reports into a Team Leader, Patents in IPONZ, in the Business & Consumer Branch. The branch sits within the Te Whakatairanga Service Delivery group.

More information about MBIE’s structure

To mātou aronga – What we do for Aotearoa New Zealand

Hīkina Whakatutuki is the te reo Māori name for the Ministry of Business, Innovation and Employment. Hīkina means to uplift. Whakatutuki means to move forward, to make successful. Our name speaks to our purpose, Grow Aotearoa New Zealand for All.

To Grow Aotearoa New Zealand for All, we put people at the heart of our mahi. Based on the principles of Te Tiriti o Waitangi / The Treaty of Waitangi, we are committed to upholding authentic partnerships with Māori.

As agile public service leaders, we use our breadth and experience to navigate the ever-changing world. We are service providers, policy makers, investors and regulators. We engage with diverse communities, businesses and regions. Our work touches on the daily lives of New Zealanders. We grow opportunities (Puāwai), guard and protect (Kaihāpai) and innovate and navigate towards a better future (Auaha).

Ngā matatau – Our competencies

Cultivates innovation We create new and better ways for the organisation to be successful by challenging the status quo generating new and creative ideas and translating them into workable solutions.

Nimble learning We are curious and actively learn through experimentation when tackling new problems by learning as we go when facing new situations and challenges.

Customer focus We build strong customer relationships and deliver customer-centric solutions by listening and gaining insights into the needs of the communities we serve and actively seeking and responding to feedback.

Decision quality We make quality and timely decisions that shape the future for our communities and keep the organisation moving forward by relying on an appropriate mix of analysis, wisdom, experience, and judgement to make valid and reliable decisions.

Action oriented We step up, taking on new opportunities and tough challenges with purpose, urgency and discipline by taking responsibility, ownership and action on challenges, and being accountable for the results.

Collaborates We connect, working together to build partnerships with our communities, working collaboratively to meet shared objectives by gaining trust and support of others; actively seeking the views, experiences, and opinions of others and by working co-operatively with others across MBIE, the public sector and external stakeholder groups.

Te Tiriti o Waitangi

As an agency of the public service, MBIE has a responsibility to contribute to the Crown meeting its obligations under Te Tiriti o Waitangi (Te Tiriti). Meeting our commitment to Te Tiriti will contribute towards us realising the overall aims of Te Ara Amiorangi – Our Path, Our Direction, and achieve the outcome of Growing New Zealand for All. The principles of Te Tiriti - including partnership, good faith, and active protection – are at the core of our work. MBIE is committed to delivering on our obligations as a Treaty partner with authenticity and integrity and to enable Māori interests. We are committed to ensuring that MBIE is well placed to meet our obligations under the Public Service Act 2020 (Te Ao Tūmatanui) to support the Crown in strengthening the Māori/Crown Relationship under the Treaty and to build MBIE’s capability, capacity and cultural intelligence to deliver this.

Mahi i roto i te Ratonga Tūmatanui – Working in the public service

Ka mahitahi mātou o te ratonga tūmatanui kia hei painga mō ngā tāngata o Aotearoa i āianei, ā, hei ngā rā ki tua hoki. He kawenga tino whaitake tā mātou hei tautoko i te Karauna i runga i āna hononga ki a ngāi Māori i raro i te Tiriti o Waitangi. Ka tautoko mātou i te kāwanatanga manapori. Ka whakakotahingia mātou e te wairua whakarato ki ō mātou hapori, ā, e arahina ana mātou e ngā mātāpono me ngā tikanga matua o te ratonga tūmatanui i roto i ā mātou mahi.

In the public service we work collectively to make a meaningful difference for New Zealanders now and in the future. We have an important role in supporting the Crown in its relationships with Māori under the Treaty of Waitangi. We support democratic government. We are unified by a spirit of service to our communities and guided by the core principles and values of the public service in our work.

What does it mean to work in Aotearoa New Zealand’s Public Service?(external link) — Te Kawa Mataaho The Public Service Commission