Company Secretarial Administrator - Hybrid

• Provide excellent levels of client service in line with company standards, procedures and guidelines

• Maintain and update client documentation accurately

• Take responsibility for own personal development, in line with agreed annual performance objectives

• To act at all times in accordance with company valuesKey Responsibilities

• Daily input of time on timesheet

• Supervise more junior members of staff

• Delegate tasks in own portfolio to more junior members of staff

• Coach more junior members of staff in respect of client day to day activities and company procedures

• Monitor the workflow of more junior staff

• Coach more junior staff in relation to time management and prioritising skills

• Smooth running of portfolio, working remotely in Southampton alongside London based team

• Monitor, organise and prioritise own workload for discussion at team meetings

• Deal with matters in a timely manner and communicating if deadlines cannot be met

• Support the team to monitor, organise and prioritise workloads

• Ensure all client deliverables are met in line with expected deadlines

• Day to day correspondence for own clients, sending complex item s for review by senior staff

• Delegate more basic correspondence to junior staff for your review, escalating complex item s to senior members of staff, if required

• Delegation of couriers, cover letters and basic letters to more junior staff

• Independently lead the administration of a varied portfolio of clients, acting as client contact day to day

• Assist senior staff with ad hoc matters

• Ensure accurate preparation of regulatory documentation

• Liaising with intermediaries such as auditors, lawyers, HMRC and Companies House

• Assist with the review of financial statements for own portfolio

• Onboarding of clients and CDD requests for trigger events

• Periodic review of clients and clearing related action points

• Act as a company 'C' authorised signatory

• Working knowledge of Companies House, the Companies Act 2006 and related Company Secretarial procedures

• Maintenance of annual governance calendar to track all client deadlines

• Maintenance of up to date statutory books and registers within system s and client files

• Enter and maintain client information on Diligent and NAVOne System s

• Oversee the board meeting preparation process, attending and supporting the team at board meetings

• Take notes or draft the minutes of routine and complex transactional board meetings

• Ensure prompt completion of post meeting actions and signing

• Ensure team maintain minute and ratification schedules

• Sign off of Companies House filings

• Ensure team complete of internal checklists required for ISAE 3402 and regulatory purposes

• Monitor payment runs within team , ensuring completion in line with timings agreed with clients

• Final review of payment schedules

• Review of payment instructions with supporting documents for issue to central team for processing

• Understand the different requirements and process for payments for high risk clients

• Ensure team keep the client updated throughout the payment run

• Act as an escalation point if the client has queries * Act as a company'C' authorised signatory for payments

• Analyse WIP for own clients

• Prepare job fee set up form s

• Send out invoices to clients - delegating as appropriate

• Ensure prompt settlement of invoices

• Monitor aged debt to report to Senior Manager and chasing clients for outstanding debt

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