Company Secretarial Officer

Role Summary
To perform a full range of Governance and Secretarial administration and support to ensure Dominion Fiduciary Holdings Limited, its affiliate entities, and it’s SubCommittees comply with all relevant legislation and regulations and meets industry ‘best practice’.

As the Company Secretarial Officer, you’ll need to ensure our companies comply with their financial and legal obligations, as well as maintaining high standards of corporate governance. Therefore, a solid understanding of governance principles and company law are pre-requisite.

A key part of your role will be to act as a point of communication between the Board of Directors and Shareholders, Senior Management as well as to assist the Risk & Compliance Team with various centralised tasks and duties for the Dominion Fiduciary Services Limited (“DFSL”) providing a good quality, timely and efficient service.

Key Responsibilities

As a Company Secretary, you’ll need to:-
assist members of the Risk & Compliance team from time to time;
report to the Head of Risk & Compliance and liaise with Board Members and other relevant stakeholders;
prepare Agendas and collate papers for Board Meetings, Sub-Committees and Annual General Meetings (AGMs) and follow up on action points;
ensuring that the Terms of Reference (“TOR’s”) for both Board and all SubCommittees remain valid and current, ensuring adherence;
take minutes, draft resolutions and lodge required forms and Annual Returns/Confirmations with the Jersey, Registrar of Companies;
maintain Action Logs/Trackers derived from Meetings and regularly follow up to ensure points arising are dealt with in a timely manner;
maintain statutory books and records, including Registers of Members, Directors and Secretaries;
deal with correspondence, collate information and write reports, communicate decisions to relevant company stakeholders;
monitor changes in relevant legislation and the regulatory environment and take appropriate action;
develop and oversee the systems that ensure the company complies with all applicable codes, in addition to its legal and statutory requirements;
pay dividends and manage share schemes and take a role in share issues, mergers and takeovers;
maintain the register of shareholders and monitor changes in share ownership of DFSL and its affiliates;
maintain Navision updates for Registers;
maintain structure charts;
monitor the administration of the company’s pension scheme;
maintain up to date Authorised Signatory Lists as and when required;
ensure accurate and valid Due Diligence is maintained upon all Authorised Signatories;
arrange for the appropriate execution of any Contracts / Legal Agreements and ensure decisions are appropriate recorded;
manage Confirmation Statements and global foreign return filings;
ensure JOIC renewals are dealt with in a timely manner;
manage Safe Custody and the log;
management of the company seals;
ensure all original CDD/EDD and associated documentation is scanned and filed accordingly;
maintain the Compliance Registers;
maintain and update Dominion’s Business Risk Assessment;
Undertake ad hoc project work as directed

Key Competences / Skills / Experience / Behaviours Required
Hold a relevant professional qualifications such as ICSA or equivalent;
excellent verbal and written communication skills;
interpersonal skills and the ability to engage with, and work well with people at all levels;
attention to detail and a well-organised approach to work;
the ability to prioritise work and to work well under pressure;
the capability to work with numerical information, plus analytical and problem solving skills;
a diplomatic approach and the confidence to provide support to high-profile company staff and board members;
teamworking skills;
integrity and discretion when handling confidential information;
a sound knowledge of corporate governance issues; and
a commercial awareness

Get in touch with our People Team today here