Secretarial Assistant (1951)

  • Location: Gloucester
  • Duration: Permanent
  • Working hours: 35 hours per week, Monday to Friday
  • Application end date: 28/02/20

About the role

To provide technical and administrative support ensuring compliance with statutory obligations, manage the year-end process, assist with the organisation of Board meetings and facilitate the effective operation of the Secretarial Team

Key accountabilities

  • To assist with the organisation of Board, Committee and Annual General Meetings including the production of board calendars, agendas, board papers, resolutions, minutes and matters arising.
  • To assist the Boards in adopting good practice governance standards.
  • To ensure all statutory forms are prepared and filed within deadlines.
  • To ensure that minute books and electronic statutory registers are kept up to date.
  • To assist with the preparation of Stock Exchange Announcements ensuring appropriate sign-off before release.
  • To support the Secretaries with year-end matters to include preparation of Directors Reports in compliance with legal and regulatory requirements and developing solutions as appropriate to business requirements.  
  • To support secretaries in actively managing external stakeholders including shareholder transactions, dividends and other corporate matters.
  • To assist with corporate projects.
  • To ensure that all procedures are reviewed regularly

Key performance indicators

  • Board meetings run smoothly and efficiently and positive feedback received from Directors on the quality of service delivered to Boards.
  • Actions arising from Board meetings are properly communicated to the business and appropriately closed down.
  • All statutory forms filed within deadlines
  • Minute books and Blueprint are regularly reviewed and kept up to date.
  • All shareholder records and transactions kept up to date and positive relations maintained with key stakeholders.
  • Directors Reports and associated year end actions completed effectively and filed within deadlines. 
  • Positive feedback received from key stakeholders and staff in the business
  • All procedures are up to date

Knowledge, skills and experience

  • Qualification: Working towards the Institute of Chartered Secretaries and Administrators qualification
  • Previous experience in a Company Secretarial role or equivalent
  • Experienced in liaising with Senior Executives, Non- Executive Directors and external stakeholders
  • Basic knowledge of Companies Act and awareness of other legislative requirements
  • Strong relationship management experience
  • Strong IT skills