Job Title

Deputy Company Secretary

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Job Description

A well known Housing Association is currently looking for a Deputy Company Secretary on a 4 month contract.

Key responsibilities are as follows:

  • Effectively service boards and committees. To call meetings, prepare agendas, advise on the presentation of documents, collate papers and ensure that these are prepared accurately, ensure their timely distribution.
  • Attend meetings (including evening meetings as necessary), take; prepare and disseminate minutes and action plans. Follow up action notes to ensure that action required is produced.
  • To assist and advise members in their role (as appropriate) to ensure meetings are conducted in accordance with legal requirements including declaration of conflicts of interest
  • Maintain the database and file of Board/committee papers and minutes
  • To manage the annual timetabling of meetings and ensure that this is publicised.
  • maintain corporate information on the entities within the group.
  • In conjunction with the Director arrange and service the AGM’s of the relevant boards.
  • Ensure new Board Members receive all corporate paperwork relating to induction, remuneration, training and governance
  • Ensure all existing Board Members receive governance information throughout the year (i.e. update of declaration of interests)
  • Develop new ideas to improve the service offered to board members
  • To support the Company Secretary in ensuring that good governance is promoted in each entity.
  • To keep the business governing instruments, committee structure and membership under review recommending changes as necessary to the Director.
  • Contribute to and deliver the objectives of the team, departmental and corporate service plans
  • To support the Company Secretary in ensuring that good governance is promoted in each entity.
  • To keep the business governing instruments, committee structure and membership under review recommending changes as necessary to the Director.
  • Contribute to and deliver the objectives of the team, departmental and corporate service plans
  • Deliver a  high quality , customer focused and responsive service to customers
  • Maintain registers, draft entries and due dates for statutory returns ensuring that returns and accounts are submitted on time to Companies House, the FSA, the HCA or the Charity Commission as appropriate.
  • Ensure that the sealing of documents is undertaken within the agreed timescales and any queries raised are dealt with in a timely manner with the owner of the document.
  • To keep under review the authorised signatories for the seal and to recommend to Director of Governance and Compliance the necessary amendments for Board approval.
  • Keep abreast of changes that will require the company secretariat to revise and amend existing practices to ensure that the business is compliant
  • To have an understanding of the Associations statutory, regulatory and contractual obligations
  • Work collaboratively with team members, sharing knowledge and information and providing assistance where necessary
  • Provide advice on company secretarial matters to colleagues both internally and externally, obtaining advice where necessary, subject to budget constraints
  • To ensure that any issue not capable of immediate resolution which may require legal or technical advice is progressed and subsequently resolved
  • Resolve problems and queries raised by board members, shareholders and other contacts
  • Demonstrate genuine equality and diversity in all aspects of customer and colleague relationships, and service delivery
  • Produce briefing papers and reports for senior teams and boards

Essential Requirements:

  • Experience of advising and working with Board members
  • Experience of producing information and returns for statutory bodies
  • Knowledge of the responsibilities within an organisation of governance and legal compliance
  • At least 3 years company secretarial experience
  • Experience of working within Housing is essential

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