Company Secretarial Assistant

5 months ago

London, United Kingdom Hikma Pharmaceuticals PLC Full time

**Job Title: Company Secretarial Assistant**

**Reports to: Deputy Company Secretary**

**Department: Company Secretarial**

**JOB PURPOSE**:
To provide support to the Company Secretariat team in a challenging and varied environment on all aspects of the Company Secretariat function with particular focus on Board support, maintenance of statutory company records and involvement with administration of share schemes.

**KEY ACCOUNTABILITIES**:

- Administrative support, alongside the Executive Secretary, for the PLC Board and Committee meetings’ process, supporting the Company Secretarial team as required.
- Supporting the Executive Secretary with logístical and administrative arrangements to support Non-Executive Directors (travel, accommodation, expense claims) as required.
- Supporting the Deputy Company Secretary and Assistant Company Secretary in liaison with individuals responsible for producing papers for the Board/Committees and supporting the distribution of Board/Committee papers.

Statutory Compliance Work for PLC and Subsidiary Companies
- Update statutory registers on company secretarial software.
- Maintenance of Group structure chart.
- Prepare and web file all Companies House forms including change in officers, registered office, accounting reference date changes and also file all the Annual Accounts.
- Responsible for preparing and filing the Annual Confirmation Statements for all UK companies.
- Participate in the preparation, review and approval of the UK subsidiaries’ Annual Reports and Accounts.
- Provide assistance to Company Secretariat and Group colleagues on ad hoc projects including changes to subsidiary company articles, corporate governance and statutory audits, group re-organisations, purchases of own shares etc.

Other Company Secretarial Work
- Support in organisation of logistics for shareholder meetings.
- Support the administration of all employee and discretionary share schemes, including key events such as grants, vesting’s and HMRC employer tax returns.
- Maintaining the Company Secretarial Manual.
- Record keeping and organisation.
- Share certificate replacements.
- Administration of the corporate governance content on the corporate website.
- Arranging document execution.

**COMMUNICATIONS & WORKING RELATIONSHIPS (Illustrative not exhaustive)**:
Internal
- Board & Executive Committee
- Finance
- Investor relations
- Reward
- Administrative assistants
- Legal
- Procurement

External:

- Registrars
- Software suppliers (Diligent, Insidertrack)
- Share Plans Administrators
- Auditors
- Companies House

**QUALIFICATIONS, EXPERIENCE, & SKILLS**:
QUALIFICATIONS
- Graduate Degree or equivalent
- CGI Qualified or Studying CGI qualifications

EXPERIENCE
- Prior experience of working in a UK listed company secretariat (minimum 1-2 years)

SKILLS
- Awareness of the UK Companies Act and aspects of the UK Stock Exchange Listing Rules.
- Experience of web filing at Companies House and use of a Board portal (desirable).
- Proficiency in Company Secretarial database package.
- Good knowledge of Office IT systems.
- Good inter-personal, organisational and problem-solving skills.
- Strong attention to detail, accuracy and layout.
- Good communication skills with ability to liaise confidently at all levels and act with discretion.

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