Candidate Requirements
- Qualified or studying towards ICSA diploma or professional level or a relevant table 5 qualification.
- Experience working with one or more company secretarial systems and highly competent in the use of the Microsoft suite of products.
- Experience within a similar organisation.
- Possess strong regulatory knowledge appropriate to Jersey Company Laws.
- Be familiar with the company secretarial duties for share transfer companies.
Main Tasks of the Role
Your duties may include but not be limited to the following:
- Company formation.
- Deal with correspondence, collate information and write reports, ensuring decisions made are communicated to the relevant company stakeholders.
- Setting up minute books, reviewing the permanent and correspondence files and ensuring these are kept up to date.
- Assist with Rosscot’s compliance function as required.
- Obtaining due diligence information for beneficial owners and directors.
- Submission of documentation to the Jersey Financial Services Commission and other Government departments where necessary.
- Changes to Memorandum and Articles of Association.
- Notices of registered office changes and location of register of members.
- Dissolutions.
- Reinstatement of dissolved companies.
- Reviewing company minute books.
- Drafting ratification minutes when there are defects in statutory records.
- Letters to clients and lawyers regarding company documentation and queries on records.
- Dealing and answering correspondence from lawyer’s offices regarding share transfers purchases and sales; includes researching information, giving confirmations, sending documentation.
- Reviewing security interest notices from mortgages and updating registers according.
- Liaising with managing agents regarding share transfers and service charges.
- Review and/or preparation of fee notes.
- Updating internal company secretarial database.
- Delivery of a company secretarial offering with a focus on excellence in client service.
- Organise board and shareholder meetings, prepare, collate and distribute relevant notices, board papers and agendas.
- Contribute to meeting discussions as required in the capacity of company secretary.
- Attend share transfer company board and shareholder meetings and take minutes to be written up in a timely manner.
- Ensure adherence to best practice principles of corporate governance.
- Review and report on corporate governance issues as appropriate.
- Liaise with shareholders, directors and other external parties as required.
- Make the necessary filings in respect of client companies.
- Maintain an appropriate understanding of all laws, regulations and industry best practice relevant to the company and its clients.
- Ensure that the organisational policies and procedures are complied with at all times.
- Work closely with the client accounting and compliance teams where required, to ensure that client service levels, deadlines and expectations are met at all times.
Business Responsibilities
Team Work
- Plan, prioritise, and organise tasks and activities, ensuring effective personal time management.
- Treat all colleagues with respect and communicate with all colleagues appropriately.
- Provide co-operation, support & assistance to all team members and demonstrate flexibility in approach to work.
- Assist in the development of team members.
Business Management
- Identify improvements to internal processes and provide recommendations to the directors.
- Implementation of recommended internal changes with a positive attitude.
- Implement and support change approved by the directors.
- Contribute and provide input to management reports.
- Ensure the corporate brand is upheld at all times and represent the company professionally at client meetings and events.
Project Management
Participate in and oversee projects as required ensuring timely and successful outcomes.
Business Development
- Participate in the client take on process.
- Assist the compliance officer in ensuring new business is taken on in accordance with internal processes
Client Service Delivery
- Ensure that new clients are taken on according with company procedures.
- Assist in the development of policies and procedures that improves client service delivery.
- Ensure the affairs of clients are kept regularly monitored.
- Ensure the consistent delivery of services.
The above duties will be dependent upon performance and workload restrictions. The duties described herein are intended to demonstrate the broad outline of work to be undertaken and may be subject to change.
