Company Secretary - Corporate Services

  • Job Reference: 8111
  • Date Posted: 21 November 2022
  • Website:
  • Location: Jersey
  • Salary: On Application
  • Sector: Administration
  • Job Type: Permanent
  • Work Hours: Full Time

Job Description

Company Secretary – Corporate Services
Reports to Head of Secretariat

Act as Company Secretary to a small portfolio of London Stock Exchange Listed Funds.
Keep abreast of changes in legislation and corporate governance.
Assist with team projects / initiatives as required.


Liaison with Client/Directors to arrange and facilitate board meetings (availability, rooms,

telephone etc.).

Preparation and circulation of material for board meetings.
Attendance at board meetings with facilitation and minutes being taken.
Complete written minutes of each meeting on a timely basis and in a prescribed form and
circulate as appropriate for approval / amendment.

Statutory Records

Set up and maintain hard copy statutory record files in accordance with regulatory

requirements for all new Companies and ensure timely filing of documents.

Log agreements on master agreements log per client.
Arrange notarisation as required.
Arrange banking and facilities when required.
Complete and update Signatory mandates.
Co-ordinate the completion of documents required with respect to the listing of a new
fund, new class of an existing fund.


Completion and submission of annual return forms for all companies administered.
Ensure statutory fees are paid including the following: JFSC Annual confirmation returns

Regulatory fees

Stock Exchange filing fees
Ensure that distribution of accounts are correctly completed and filed with statutory

bodies – (Registrar, Exchange and any other Regulatory body as necessary).

Liaise with Stock Exchanges (currently LSE) and ensure that all statutory returns and
announcements are made on a timely and accurate basis in accordance with the rules

and regulations pertaining to a listed company.

Notify Regulator of changes to officers, signatories, directors, auditors, manager,
proposed alteration to fund documentation e.g. prospectus, agreements, change of
registered office.


Maintain Directors and Secretary’s registers.
Maintain Members register.
Maintain Registers of Associates.
Maintain Registers of Connected Customers/Insider list.


Assist with the maintenance of the teams various Company Secretarial Procedures.
Provide information to enable compliance to maintain error/breach reports and logs
including liaison with Custodian and internal parties to ensure satisfactory conclusions.
Gather and have available KYC information for new Directors or other persons where


Assist with preparation of any Regulatory compliance visits.
Ensure compliance with Stock Exchange requirements as appropriate.


Assist with review of all accounts, draft prospectuses, draft agendas for meetings, draft

marketing material in accordance with appropriate legislation.

Maintain procedures in line with all legislative requirements under which funds operate

and ensure all statutory returns are made accurately and on a timely basis in accordance
with the law.

Review SLAs and ensure adherence and regular reviews are completed.
Prepare Directors’ and Officers’ Insurance Proposal Forms and ensure cover is


Arrange for client company letterhead to be set up and available.
Assist with training of junior staff.
Cover for team members when necessary.
Any other duties as delegated by the Head of Company Secretariat.