Company Secretarial Assistant

Opportunity for a company secretarial assistant/ governance officer to join a highly respected UK business. This role will be based in Glasgow with hybrid-working on offer.

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Role Summary:

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To support the delivery of an excellent, efficient and effective secretariat and administrative support resource within the Group governance team, ensuring best practice and compliance on all governance matters.

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Governance & Corporate Secretariat Support

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• Provide professional secretariat service for Board and Committee meetings across the Group including : arranging and setting up meetings, proactively managing attendance lists, preparing and issuing Board packs using Admin Control, drafting agendas as directed, preparing skeleton minutes, managing action lists.

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• Review Board reports prior to issue to ensure these adhere to the Group template and quality standards, identifying any key issues and escalating these as required.

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• Under supervision, prepare and file governance related statutory returns and updates including: Companies House; OSCR; FCA and SHR.

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• Maintain statutory registers and corporate records for each legal entity within the Group, including registers of members.

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• Organise and facilitate Annual General Meetings for relevant Group entities, including: arranging meetings, preparation and issue of meeting notices and supporting papers, attending and minuting meetings, maintaining attendance registers and following up action list.

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• Respond to requests for information and support from governing body members.

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Freedom of Information

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• Provide assistance with Freedom of Information (FOI) related work, including associated administration as directed.

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• Receive and action FOISA and EIR review requests, supporting the review

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• process to ensure that response times are adhered to.

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• Review, redact and publish Board reports, Board minutes and other governance documentation in line with publication scheme.

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Corporate Administration

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Support the wider team with Board and Committee administration, as required. Assist with maintenance of electronic and manual governance registers including:

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• Policy, strategy and framework (ensuring that review dates are scheduled and actioned timeously).

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• Gifts and hospitality (providing guidance to colleagues and escalating

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• as required).

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• Declarations of interest.

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• Property disposals.

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• Notifiable events.

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• Signing register.

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• Development and construction contracts.

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• Group governance documents.

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• Collate, interpret and report on information from various sources to support the work of the team.

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• Carry out required background research and present findings to the team.

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• Support team in the organising of meetings and events.

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• Maintain the Governance Team’s intranet and website pages ensuring that these are regularly reviewed and updated.

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• Support Board members in relation to expenses and allowances in line with Group policies.

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• Application of the Group document management and document retention policies to all governance records.

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• Management of invoices, monitoring the allocation against appropriate cost centres and ensuring processing is within internal targets.

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• Due to the nature of the meetings there will be some travel and non-core hours.

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Candidate Requirements:

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Essential

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• Experience of company secretarial or governance work.

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• Experienced in balancing workloads and co-ordinating with others to achieve priorities and objectives.

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• Good interpersonal skills and experience of interacting with  individuals at all levels.

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• Track record of working to deadlines.

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• Ability to ensure accuracy and completeness.

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• Ability to be discreet and ensure confidentiality of information.

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• Ability to scrutinise and interpret information and reports.

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• Proficient in the use of Microsoft Office and able to work confidently on letters, reports, spreadsheets and presentations.

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• Self-motivated with the ability to use own initiative.

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Desirable

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• Experience working in the social housing sector.

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• Formal qualification in corporate administration or related discipline.

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On Offer:

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• On offer is a competitive salary and benefits package.

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To Apply:

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For a confidential discussion about this position, to request the full job description or to apply, please click on the Apply Button.