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Company Secretary Job Description

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Job Summary

Main responsibilities-Company Secretary Job Description

Knowledge, Skills and Abilities-Company Secretary Job Description

 

Qualifications

First Degree – law, business studies or equivalent

 

Management qualification

 

LLB

 

Membership of the Institute of Chartered Secretaries Administrators (ICSA)

 

Commitment to developing and expanding work related qualifications

Experience Minimum five years at a senior level as a company secretary within a large complex organisation.

 

Proven track record of dealing effectively with business conduct issues

 

Experience in working in an organisation under public and political scrutiny

 

Experience resolving conflict situations and building collaborative working relationships internally and externally

 

Significant experience in serving Boards and committees

 

Acquisition, partnership and joint venture knowledge

 

 

Experience:

Experience at a senior level in the private and public sectors

 

Experience in regeneration activities

 

 

 

Detailed working knowledge of corporate governance legalisation and best practice

 

In depth understanding of the roles and relationships between governors, chairman, chief executive, executive and non executive directors

 

Detailed working knowledge and understanding of risk management systems and processes

 

Knowledge of the role and powers ofregulatory bodies

Broad based knowledge of organisational management activities e.g. finance, HR

 

Company Secretary Job Description

To work closely with the Chairman, Chief Executive and Director of Corporate Affairs and ensure that the Organisation has in place, sound, integrated corporate governance policies, procedures and structures; also to ensure that the Organisation complies with its legal, constitutional and regularity requirements.

ROLE SUMMARY

 

 Advise the Chairman, Chief Executive and Organisation Board on all aspects of corporate governance.

 Support the Chairman in the effective functioning of the Organisation Board and Governors’ Consultative Council.

 Support the effective functioning of the committees of the Board and Governors’ Consultative Council.

 Ensure that arrangements are in place for monitoring compliance with codes of practice, regulation and corporate law.

 Support the Chairman is ensuring effective communication with the Organisation Board, and Governors’ Consultative Council and support the process of induction and learning for the Non Executive Directors of the Organisation.

 Monitor the corporate governance implications of all papers that go to the Board, the Governors and the Organisation Board Committees.

 Ensure that all decisions of the Board and the Governors’ Consultative Council are effectively followed up.

 Identify opportunities to support and streamline the work of the Board, its committees and the Governors’ Consultative Council.

 Support the work of the Director of Corporate Affairs.

SPECIFIC DUTIES

 

Company Secretary

 

Compliance

 

 Establish and monitor procedures to ensure that the Organisation complies with all relevant legal, constitutional and regularity requirements.

 Oversee the Organisation’s Code of Conduct, register of interests of the Organisation directors and the gifts and hospitality register for all Organisation employees and Governors.

 Make available, where appropriate, for public inspection a copy of the latest annual accounts and Auditor’s Report and a copy of the latest annual report.

 Support the preparation and presentation of the annual report.

 Manage and monitor budgets for the Chairman’s Office and Governor’s Travel and Expenses

 Authorised Signatory for purchase and orders up to £2,000

 Monitor the corporate governance implications of all papers that go to the Organisation Board, its committees and the Governors’ Consultative.

 Propose changes to existing corporate governance arrangements within the Organisation, to ensure compliance with codes of practice and new regulations.

 

Corporate Governance

 Ensure that at all times, the Organisation and its Governing body acts in accordance with its Standing Orders, Monitor authorisation and the Consitution.

 Work closely with the Director of Corporate Affairs and Director of Safety and Governance to ensure that the Organisation has in place, sound, integrated governance policies, procedures and structures.

 Keep under review all corporate governance arrangements which might affect the Organisation to ensure that the Organisation Board is fully briefed on these matters and have regard to them when taking decisions.

 

 

 

 

Ensure that the committees of the Organisation Board and the Governors’ Consultative Council are properly constituted with clear terms of reference.

 Propose and have approved, as required, any changes to the Standing Orders of the Organisation.

 In conjunction with the Chairman, Chief Executive and the Director of Corporate Affairs, support a programme of ongoing Board development and Governor development.

 Be responsible for ensuring that corporate governance within the Organisation is continuously enhanced, in line with new requirements and best practice elsewhere.

 Ensure effective liaison with the Executive Directors of the Organisation on the Organisation Board requirements and responsibilities.

 

 To oversee and lead the Organisation’s arrangements for Information governance

 

Meetings-Company Secretary

 Facilitate the smooth operation of the Organisation formal decision making and reporting machinery.

 Oversee the organisation of all Organisation Board meetings and committees, Governors’ Consultative Council meetings and committees, Board and Governor development workshops, as appropriate.

 Formulate Organisation Board and Governors’ Consultative Council meeting agendas with the Chairman and Director of Corporate Affairs and advice the Executive Directors on content and organisation of reports or presentations for the Organisation Board and Governor meetings.

 Oversee the production of Organisation Board and Governors’ Consultative Council papers to the highest standards and ensure their timely distribution.

 Produce and maintain an annual work programme for the Organisation Board and the Governors’ Consultative Council support the development of a similar programme for all committees of the Board and the Governors’ Consultative Council.

 Oversee the production of minutes all Organisation Board and Governors’ Consultative Council meetings and ensure that the minute books are maintained with certified copies of the minutes.

 Provide advice to the Chairman. Board members and Governors on the conduct of Board and Governors’ Consultative Council meetings.

 Support the effective functioning of the committees of the Organisation.

 

Board Support-Company Secretary

 

 Develop and facilitate the delivery of a thorough induction programme for non executive directors.

 Identify the ongoing development needs of non executive directors and agree development programmes where appropriate.

 In conjunction with the Chairman, Chief Executive and Director of Corporate Affairs, support the ongoing Board development programme.

 

 

 

 

 

 

 

 

 

 

Governors’ Consultative Council Support

 

 Develop and facilitate the delivery of a thorough induction programme for Governors.

 Identify the ongoing development needs of Governors and agree development programmes where appropriate.

 In conjunction with the Chairman, Chief Executive and Director of Corporate Affairs, support the ongoing Governors development programme.

 

 

Organisation Seal

 

 Ensure that arrangements are in place for the safe custody and application of the Organisation’s Seal.

 Maintain a register on the use of the Organisation’s Seal and report its use at regular intervals as laid down in the Organisation’s Standing Orders.

 

 

Policy Management

 

 When policies are approved by Committees, PDF and place on the website.

 Management of the Organisation’s policy framework.

 Review policy dates and send out reminders.

 

 

Other Duties

 

 To act as a primary point of contact and source of advice and guidance for, particularly, non-executive directors as regards the Organisation and its activities in order to support the decision making process.

 To ensure, where applicable, that the standards and/or disclosures required of the Organisation is observed and, where required, reflected in the annual report of the directors.

 

Development-Company Secretary

 

 Other tasks, commensurate with the seniority of the post, will be allocated over the duration of the contract of employment, dependent on the needs of the Organisation and the development of the postholder.

 Participate in team, professional and personal development activities and promote a commitment to continuous development and improvement.

 Ensure that all Organisation-wide standards are maintained and monitored, in order to improve the quality of total care to all who come into contact with services provided by the Organisation.

 Comply with health and safety legislation, promoting high standards and acting immediately on hazards and unsafe practices in conjunction with other staff.

 Participate in appraisals and personal reviews and work to achieve agreed set objectives.

 

 Participate in appropriate training and development activities.

 

 

 

 

 

 

 

 

 

 

 

Contractual Responsibilities

 

 

Conflict Of Interest: The Organisation is responsible for ensuring that the service provided for patients in its care meets the highest standard. Equally, the Organisation is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The Organisation Standing Orders require any officer to declare any interest, direct or indirect with contract involving the Organisation. Staff are not allowed to further their private interests in the course of their ORGANISATION duties.

 

Working Time Regulations: The ‘Working Time Regulations 1998’ require that you should not work more than an average of 48 hours in each week.