Group Company Secretarial Officer, Jersey

Author: Raquel De Freitas


Role Summary

To provide Governance support and Secretarial administration services to ensure that Dominion Managed Services (Jersey) Limited, and its affiliated entities.

As the Group Company Secretarial Officer, you’ll need to ensure our companies comply with their Terms of Reference, as well as maintaining high standards of corporate governance. Therefore, a solid understanding of governance principles and company law and legal and regulatory environment 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 and to assist with various centralised tasks and duties for the Dominion Fiduciary Holdings Limited (“DFHL”) and its affiliates, providing a good quality, timely and efficient service.

Key Responsibilities

  • As a Company Secretary, you’ll need to:-
  • Manage the Corporate Diary, prepare Agendas, collate papers for Board Meetings, for DFHL and it’s affiliated entities including Annual General Meetings (AGMs), take minutes, draft resolutions and follow up on action points;
  • 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, of DFHL and its affiliates, including Registers of Members, Directors and Secretaries;
  • deal with general correspondence, collate information and write reports, communicate decisions to relevant group stakeholders;
  • ensuring that the Terms of Reference (“TOR’s”) for all Boards remain valid and current, ensuring adherence;
  • monitor changes in relevant legislation and the regulatory that may affect DFHL and/or its affiliates and bring to the attention of the Board;
  • maintain the register of shareholders and monitor changes in share ownership of DFHL and its affiliates;
  • maintain Navision updates for Registers for DFHL and its affiliates;
  • maintain structure charts;
  • maintain up to date Group Authorised Signatory Lists as and when required;
  • In conjunction with Risk & Compliance, ensure accurate and valid Due Diligence is maintained upon all Group Authorised Signatories;
  • arrange for the appropriate execution of any Contracts / Legal Agreements and ensure decisions are appropriate recorded;
  • Ensure the Annual Confirmation Statements are filed for DFHL (for Jersey affiliates together with any relevant equivalent regulatory filings for group entities;
  • ensure JOIC renewals are dealt with in a timely manner;
  • manage Safe Custody and the log;
  • management of the company seals;
  • 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.

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