Deputy Company Secretary in London, United Kingdom

I am currently recruiting for a Deputy Company Secretary to work with my client, a not-for-profit membership organisation, based in central London.

The organisation offers smart working, so it will be possible for much of the role to be undertaken remotely, with office attendance for meetings etc as required.

The Deputy Company Secretary will be responsible for the provision of company secretarial guidance and support to the business. You will be responsible for undertaking activities necessary for meeting the requirements of relevant laws, the Constitution Agreement and Articles of Association. This includes managing and coordinating key company meetings e.g. Members General Meetings, Board and Committee meetings.

The Deputy Company Secretary will report to the Company Secretary and a key part of the role will involve engaging with the RSSB Board, the Executive Committee, Senior Leadership teams and external stakeholders.

Responsibilities:                         
  • Providing competent, proactive company secretarial support and guidance to Group Boards and Committees. This will include providing accurate information and advice on governance related matters to Board Directors, Chairs and senior leadership.
  • Overseeing and coordinating all the arrangements for Board and Committee Meetings, including the preparation of papers and agendas.  Managing the internal processes necessary to provide agenda papers and other related documentation.
  • Coordinating the production of the CEOs Board report and ensuring all required Board notifications and approvals are included in compliance with the Groups Scheme of Delegation. Communicating Board and Committee decisions to all required stakeholders.
  • Attending Board and Committee meetings. Drafting clear and concise meeting minutes, Chair meeting reports and action items reports.
  • Supporting the Company Secretary in fulfilling their role, including deputising when required and alerting them to any pressing statutory / Governance issues, providing support on ad-hoc matters, and overseeing the arrangements for Board events such as induction sessions and strategic workshops.    
  • Responsible for monitoring the non-executive Director contract expirations and advising the Chair accordingly, and for the appointment process including:
    • Issuing terms of appointment (on behalf of the Chair) and conflict of interests declarations,
    • Coordinating the induction process where required. Liaising with Payroll colleagues regarding the payment of directors fees. Supporting the Chair with Board and Director performance evaluations.
  • Responsible for the provisions of all Company Secretarial support and administrative services to the Board Committees.
  • Responsible for the provisions of all Company Secretarial support and administrative services to the two subsidiaries, including agenda coordination and preparation, meeting attendance and minute taking.
  • Responsible for managing and coordinating the Annual General Meeting/AGM in compliance with the Constitution Agreement and Company Articles this includes:
    • Producing the required Notice, resolutions and voting documentation.
    • Working with Member Engagement colleagues to ensure the meeting Notice etc. is sent out to all Members in time and that responses are properly recorded.
    • Coordinating with the Chair, and external legal advisers, auditors and scrutineers to ensure that the meeting proceeds in compliance with all relevant regulations and company documents.  
  • Leading the Company Secretariats role in the production, approval and submission of the Annual Report:
    • Working closely with Finance colleagues and external auditors on the coordination of the Annual Report and Accounts.
    • Gathering the required information and drafting the governance sections of Report.
    • Ensuring that the Annual Report is complete and complies with all regulatory and best practice requirements.
  • Ensuring all statutory filings (including in relation to Director appointments) are prepared and submitted to Companies House in an accurate and timely manner.
  • Management and safekeeping of governance information and documentation.
Applicants should ideally hold an ICSA or CGI Associate qualification or an equivalent degree level qualification. Part qualified candidates with substantial inhouse Deputy CoSec experience will be considered.

Previous experience in a relevant role is required, as well as a good working knowledge of the Companies Act 2006. Applicants must have the ability to quickly grasp and assimilate complex legal and regulatory documents and be able to demonstrate an understanding of stakeholders and their commercial needs. Excellent written and verbal communication skills are required.

My client offers a competitive salary and excellent benefits package, details of which can be discussed on application.

Please do not hesitate to apply.

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