Intellectual Property Manager

The IPR Manager has a key role in safeguarding and managing all Intellectual Property Rights (IPR) obligations, processes, and documentation under the Proteus Contract with Transport for London (TfL). This is primarily an IPR information and artefact management role rather than a legal IP advisory role. The IPR Manager will be responsible for the governance, organisation and lifecycle management of a large repository containing tens of thousands of technical and contractual artefacts produced and maintained under the Proteus Contract.

Key duties include: Own and manage a large-scale IPR repository comprising tens of thousands of technical artefacts, ensuring documents are accurately classified, indexed, version-controlled, traceable and readily retrievable throughout their lifecycle. Drive the day-to-day governance and quality of the IPR repository, including bulk document onboarding, metadata management, document reconciliation, identification and resolution of gaps or duplicates, and periodic completeness and quality reviews to maintain an accurate and audit-ready repository.

Leading the identification and classification of IP across the system Managing IPR artefacts, mostly system documentation, according to contractual obligations Ensuring appropriate internal coordination to achieve this Leading relationship with TfL for all IPR matters Develop, maintain, and update the IPR Management Plan in alignment with contractual requirements under the Proteus Contract with TfL, ensuring integration with Change Management processes and the overall project governance model.

Manage the identification and generation of IPR documentation during each Change, utilising the Project Document Map to track document creation, updates, validation, and approval responsibilities throughout the Change lifecycle. Administer and maintain the IPR Depository, ensuring all Depositable IPR meets required structure, format, and quality standards.

Oversee procedures for depositing, updating, and controlling versions of IPR material, maintaining completeness, accuracy, and audit readiness at all times. Manage the IPR Database, ensuring accurate registration of newly created, updated, and retired IPR items with correct fields and metadata. Maintain database integrity after each Change and coordinate inputs for IPR Review Meetings.

Oversee updates to the Module Breakdown Structure (MBS) triggered by Changes, ensuring documentation aligns with updated module structures and that Change implementation is accurately reflected. Lead IPR activities across the full Change lifecycle, including planning, assessment, design, implementation, and closure, working closely with the Project Manager to ensure all required IPR documentation is produced at each stage.

Ensure Change closure requirements are met by validating IPR compliance, confirming that all Depositables are fully delivered and recorded, and maintaining lessons-learned records and record-keeping obligations. Support and coordinate IPR Verification Exercises conducted by TfL, preparing all required artefacts and information, and acting as the primary point of contact during verification activities.

Oversee the Document Management System (DMS), ensuring adherence to version control, metadata standards, and security protocols. Manage workflows for document submission, classification, storage, and retrieval in accordance with the Document Management Plan. Deliver IPR Awareness and IPR Obligations training to project personnel involved in Change Management, ensuring all team members understand their responsibilities under the contract.

Prepare and lead IPR Review Meetings, providing required inputs including the IPR Database status, IPR Period Reports, MBS updates, and Change-related updates. Track follow-up actions, timelines, and responsibilities. Manage exit-related IPR obligations including the handback of IPR, documentation, and data, ensuring completeness and alignment with the latest IPR Management Plan and Asset Management Plan.

Requirements

Bachelor's degree in Engineering, Information Management, or a related discipline. Relevant certification or training in Intellectual Property management, document management, or contract administration. Minimum 7 years' experience in IPR management, document control, or contract compliance, with at least 3 years in a senior or lead role, ideally within transportation systems, fare collection, IT operations, or complex technological projects.

Proven experience managing IPR depositories, databases, and technical documentation lifecycles within contractual frameworks. Strong understanding of Change Management processes and the interaction between IPR and Change delivery. Experience working with UK public-sector clients, ideally within transport or infrastructure environments such as TfL.

Knowledge of document management systems (DMS), version control standards, and metadata frameworks. Experience with configuration management and Module Breakdown Structures (MBS). Understanding of IT service management frameworks (e.g., ITIL) and their relationship to IPR obligations preferred. Skills requirement: Excellent communication and stakeholder engagement abilities.

Ability to engage effectively with both technical and non-technical stakeholders, including TfL representatives. Strong organisational skills with meticulous attention to detail, particularly in document control and compliance tracking. Skilled in gathering undocumented knowledge through interviews, workshops, and knowledge-transfer sessions.

Ability to manage complex documentation workflows and coordinate across multiple teams simultaneously. Decision-making under pressure, with the ability to manage competing priorities and meet contractual deadlines. Proactive and self-motivated, with a continuous improvement mindset toward IPR processes and documentation quality.