Company Secretary

Job Description

Job title:
Company Secretary

Department:
Operations

Reporting to:
Risk and Operations Director

Job Level:
4

Role purpose: To manage the corporate governance requirements of Moore Stephens Group Companies within the Channel Islands, liaising with and supporting the Boards.

Core responsibilities:

- Maintenance of all in-house companies in good standing with meticulous record keeping in accordance with regulatory, legal and corporate governance requirements. Providing support and assistance to the boards of group companies on matters of governance
- Processing share transactions including stock transfer forms, share certificates and declarations of trust as required.
- Managing director appointments and resignations including Consents to Act, Registry submissions and resignation letters.
- Maintenance of registers and database records.
- Maintenance of Registered Office name boards or digital equivalents.
- Annual Validations and Returns
- Timely administration of Board meetings and Committee meetings:

- Maintaining the meeting schedule and annual planner.
- Preparation and circulation of Board Agendas
- Liaison with contributors and collation and circulation of Board Reports within specified timelines.
- Attendance at meetings and preparation and circulation of minutes.
- Maintenance and circulation of meeting action logs including following up on action points between meetings.
- Advise attendees of meetings of the legal, governance and implications of proposed actions from company secretarial and corporate governance perspectives.
- Control of Safe Custody and associated registers with regular reconciliation.
- Preparation, maintenance and issue of Authorised Signatory lists.
- Preparation and maintenance of group structure charts.
Input into the development and maintenance of Terms of reference for Boards and Committees.
- Ensuring all stationery is compliant in terms of required names, numbers, addresses and regulatory statements.
- Maintenance and use of Group Company seals and sealing registers.
- Deal with company secretarial queries from other teams across the CI businesses.
- Assistance with responses to governance matters in regulatory enquiries, visits and surveys.
- Providing support to other parts of the business on cosec and governance matters
- Producing minutes templates for use by the PCS teams.

Technical / Professional / Qualification Requirements:

- Graduate or A level standard wording
- Holds or is studying towards an appropriate professional compliance qualification or holds another relevant financial service professional qualification
- Has evidence of CPD
- Minimum of 5 years experience

Person Specification / Competencies

**Client**:Strong proactive client focus, engenders a culture with a strong client and regulatory focus, manages client relationships and ensures that clients receive a high quality service, supports and contributes to the wider development of the business, promotes continuous development of client standards and develops others to support them in achieving client excellence, contributes to wider client/commercial goals.

**Company**:Has a strong commercial and regulatory outlook, promotes and supports commercial innovation, proactively manages regulations and risk whilst driving the business to realise commercial opportunities, promotes a strong adherence to policies and procedures, promotes and supports sharing of knowledge, high standards of professional development (individual and team), strong aptitude for learning.

**People**:Collaborative, wider organisational responsibility, excellent communication skills. Leadership responsibility includes overseeing all operational activity and development of the function at a strategic level.

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