Company Secretarial Assistant

Company Secretarial Assistant

Job Title: Company Secretarial Assistant
Contract Type: Permanent
Location: Poole, Dorset
Salary: £30000 per annum
Start Date: ASAP
Reference: BBBH15128
Contact Name: Leena Myers
Contact Email:
Job Published: December 21, 2016 10:33

Job Description


*To provide quality company secretarial and administrative support that is timely, accurate and practical and which advances the overriding aim of supporting business objectives
*To protect the business from unacceptable financial and reputational harm through effective monitoring of corporate governance obligations


*Preparation all statutory forms for UK entities for submission to Companies House
*Filing of UK entity annual financial statements within agreed timescales and liaising with finance as necessary
*Submission of data to Companies House for dormant entity financial statements
*Drafting standard template board minutes for UK entities for review and execution
*Ensuring that statutory documentation is executed by the appropriate signatories
*Ensuring that statutory records for UK entities are maintained and kept up to date using the Global Entity Management System (GEMS)
*Drafting of Board and Committee annual meeting calendar including liaison with finance and investor relations teams as necessary
*Drafting of Board and Committee meeting agendas for review
*Maintenance and distribution of the Group Legal Entity Structure Chart and providing extracts as required
*Verification of UK annual confirmation statements for review
*Assist with the organising the AGM
*Arrange for notarisation and apostillation of documents as required
*Printing of Board packs for NED's as required
*Coordination of board papers for plc Board, Committees and other meetings as required using BoardWorks
*Maintaining the Insider List and ensure all documentation/compliance records are kept in accordance with agreed timescales
*Act as the primary administrative contact for users of the Company Secretarial software platforms - GEMS, BoardWorks, Evalu8, Insidertrack
*To ensure all headed paper and stationery for Group companies is compliant with relevant country legislation and all logos are up to date
*Archive and filing for UK entity company secretarial statutory records
*Providing auditors and others with extracts of minutes as necessary
*Assistance with drafting department protocols and guidance
*Distributing and monitoring the Fraud & Bribery, Gift & Hospitality and Data Protection training programmes as appropriate and in accordance within agreed timescales
*Management of the Company Guarantee register
*Maintaining the relevant plc internet pages

*Act as first reviewer of supplier invoices for department expenditure
*Collation of data for departmental cost savings report within agreed timescales
*Collation of the data for the legal dispute report, liaising with legal advisors and internal colleagues to ensure timescales are met and data is accurate
*Control of document management system to ensure that the scanning, referencing and storage of contracts and agreements is completed correctly and efficiently within agreed timescales
*To manage the signing of contracts and agreements within agreed timescales, including liaison with external advisors, providing status updates and ensuring originals of executed documents are sent to relevant parties
*Ensuring that the Property Database is maintained and kept up-to-date using GEMS


*Good working knowledge of Microsoft Word, Excel, Outlook, and Powerpoint
*Good working knowledge of Global Entity Management System, BoardWorks, Insidertrack, Evalu8 or equivalent applications
*Part-qualified ISCA or desire to study ICSA qualifications
*Strong verbal and written communication skills
*Attention to detail
*A good working knowledge of UK statutory compliance legislation
*Good organisational and time management skills
*Able to produce complex and factual reports on demand from in-house systems
*Able to work alone on own initiative but also work effectively with the team to produce correct and factual information/documentation
*Ability to make informed decisions within the boundaries of the role
*Implement actions and procedures where necessary with minimal reference to line manager

*To use appropriate communication skills when liaising with all internal and external departments to impart knowledge and information
*Always promoting a friendly and helpful image of the department.
*Always seeking ways to improve processes and systems to enable the easy flow of information across all departments
*Consistently maintain accurate, logical files and records for ease of use
*Effectively use techniques and systems to ensure correct and factual information is received and communicated to the department