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.

Role Summary:

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.

• 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.
• 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.
• Under supervision, prepare and file governance related statutory returns and updates including: Companies House; OSCR; FCA and SHR.
• Maintain statutory registers and corporate records for each legal entity within the Group, including registers of members.
• 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.
• Respond to requests for information and support from governing body members.

• Provide assistance with Freedom of Information (FOI) related work, including associated administration as directed.
• Receive and action FOISA and EIR review requests, supporting the review
• process to ensure that response times are adhered to.
• Review, redact and publish Board reports, Board minutes and other governance documentation in line with publication scheme.

Corporate Administration

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

• Policy, strategy and framework (ensuring that review dates are scheduled and actioned timeously).
• Gifts and hospitality (providing guidance to colleagues and escalating
• as required).
• Declarations of interest.
• Property disposals.
• Notifiable events.
• Signing register.
• Development and construction contracts.
• Group governance documents.
• Collate, interpret and report on information from various sources to support the work of the team.
• Carry out required background research and present findings to the team.
• Support team in the organising of meetings and events.
• Maintain the Governance Team’s intranet and website pages ensuring that these are regularly reviewed and updated.
• Support Board members in relation to expenses and allowances in line with Group policies.
• Application of the Group document management and document retention policies to all governance records.
• Management of invoices, monitoring the allocation against appropriate cost centres and ensuring processing is within internal targets.
• Due to the nature of the meetings there will be some travel and non-core hours.

Candidate Requirements:

• Experience of company secretarial or governance work.
• Experienced in balancing workloads and co-ordinating with others to achieve priorities and objectives.
• Good interpersonal skills and experience of interacting with individuals at all levels.
• Track record of working to deadlines.
• Ability to ensure accuracy and completeness.
• Ability to be discreet and ensure confidentiality of information.
• Ability to scrutinise and interpret information and reports.
• Proficient in the use of Microsoft Office and able to work confidently on letters, reports, spreadsheets and presentations.
• Self-motivated with the ability to use own initiative.

• Experience working in the social housing sector.
• Formal qualification in corporate administration or related discipline.

On Offer:

• On offer is a competitive salary and benefits package.

To Apply:

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