Company Secretarial Assistant

Job Description

Due to continued company growth, we are now recruiting a Company Secretarial Assistant to support the Company Secretary in providing high quality advice and specialist support across a broad range of company secretarial tasks and activities, in particular in relation to the smooth running, administration and effectiveness of AJ Bell plc’s Board and Executive Committee and their respective sub-committees (AJ Bell Committee).

As the role involves exposure to highly confidential and sensitive information, a high degree of discretion is required, as confidentiality is imperative.

What does the job involve?

Supporting the day-to-day administration of the Company Secretarial function including:

• Supporting the Company Secretary and the Senior Company Secretarial Assistant with the day-to-day administration of the Company Secretarial function including:
  • Preparing agendas for the AJ Bell Committees and supporting the preparation of electronic meeting packs and management information
  • Preparing annual agendas for the AJ Bell Committees in collaboration with the relevant chairs and the Company Secretary
  • Attending AJ Bell Committee meetings
  • Drafting detailed minutes of AJ Bell Committee meetings, capturing points discussed and including resolutions and actions arising
  • Monitoring and reporting on the completion of actions arising from AJ Bell Committee meetings, including annual effectiveness review actions
  • Arranging AJ Bell Committee meeting dates at least two years ahead, in collaboration with the Company Secretary and other relevant internal stakeholders
• Proactively engaging with key reminders of activities coming up and what to prepare for in line with annual worklists for the AJ Bell Committees, and liaising with the authors of papers to ensure they are submitted on time and in the correct format.
• Providing support for:
  • the Company Secretary on various matters, including corporate projects, one-off research into key questions/requirements, the induction of new Board and Executive Committee members and provision of Board and Executive Committee training.
  • the HR team in relation to the administration of the AJ Bell group’s share option and incentive schemes.
  • the Compliance and HR teams as required to ensure the AJ Bell group meets its responsibilities under the Senior Managers and Certification Regime
• Liaising with internal and external stakeholders, including the Registrar, as required
• Maintenance of statutory registers and records for all AJ Bell plc group entities, and the preparation and filing of all Companies House forms, including change in officers, change in share capital, filing of all the Annual Accounts and the Confirmation Statements for all UK companies.
• Supporting:
  • the provision of advice to AJ Bell Committees on their governance, legal and regulatory obligations to ensure compliance with all relevant requirements.
  • compliance with MAR and listing rules, including the maintenance of AJ Bell plc’s share dealing code and insider lists, and the drafting and issue of standard Stock Exchange announcements, e.g. directors’ dealings, block listing, directorate changes.
  • the drafting of the Annual Report and Accounts, other shareholder circulars and accompanying documentation, including the drafting of the Corporate Governance Report in liaison with the Financial Reporting team and others.
  • the production of the Notice of Annual General Meeting (AGM) and all associated documentation, and assisting with the organisation of the AGM itself
  • the management of the Registrar
  • the maintenance of internal corporate governance policies (e.g. Board sub-committee terms of reference,) and the governance section of the Company’s website.
  • Supporting and enabling the business to achieve its regulatory requirements, including consumer duty.
    
• In relation to the Boardvantage board portal software for dissemination of Board and Committee materials:
  • arranging for Board, Executive Committee and sub-committee meeting packs to be uploaded to Boardvantage for distribution, as required.
  • maintaining Boardvantage internal processes and trouble-shooting software issues in conjunction with the TS service desk and Personal Assistants.
  • coordinating and assisting with set up and installation of Boardvantage for Board, Executive Committee and sub-committee members and others, as required, liaising with TS service desk and Personal Assistants where required.

What we're looking for:

• ICSA/CGI Qualified or part qualified. 
• Experience in a company secretarial or governance professional related role (e.g., 2 years +)
• Financial services and a listed company environment experience advantageous
• Company secretarial administration, including Board processes and routines.
• Strong, detailed minute taking skills and preparing agendas.
• Familiar with Boardvantage or similar electronic Board portals.
• Good working knowledge of company law and corporate governance related issues
• Excellent communication skills with experience of communicating with a range of internal and external stakeholders.
• Ability to work under tight deadlines, self-starter.
• Integrity and discretion when handling confidential information.

About us: 

AJ Bell is one of the fastest-growing investment platform businesses in the UK offering an award-winning range of solutions that caters for everyone, from professional financial advisers, to DIY investors with little to no experience. We have over 528,000 customers using our award-winning platform propositions to manage assets totalling more than £83.7 billion. Our customers trust us with their investments, and by continuously striving to make investing easier, we aim to help even more people take control of their financial futures.

Having listed on the Main Market of the London Stock Exchange in December 2018, AJ Bell is now a FTSE 250 company.

Headquartered in Manchester with offices in central London and Bristol, we now have over 1,400 employees and have been named one of the UK's 'Best 100 Companies to Work For’ for six consecutive years.

At AJ Bell you can expect a friendly working environment with a strong sense of teamwork, we have a great sense of pride in what we do, and this is reflected in our guiding principles.

Our perks and benefits:

• Starting holiday entitlement of 25 days, increasing up to 31 days with length of service
• Holiday buy and sell scheme
• A choice of pension schemes with matched contributions up to 6%
• Discretionary bonus scheme
• Annual free share awards scheme
• Buy As You Earn (BAYE) Scheme
• Health Cash Plan – provided by Medicash
• Discounted private healthcare scheme and dental plan
• Free gym membership, with an on-site gym providing a wide range of free classes
• Employee Assistance Programme
• Bike loan scheme
• Sick pay+ pledge
• Enhanced maternity, paternity, and shared parental leave
• Discounted nursery fees at Kids Planet on Exchange Quay
• Loans for travel season tickets
• Death in service scheme
• Paid time off for volunteer work
• Charitable giving opportunities through salary sacrifice
• Calendar of social events, including monthly payday drinks, annual Christmas party, summer party and much more
• Parking at Exchange Quay
• Personal development programmes built around you and your career goals, including access to personal skills workshops
• Ongoing technical training
• Professional qualification support
• Talent management programmes
• Peer recognition scheme, with rewards including restaurant and shopping vouchers or time off
• Monthly leadership breakfasts and lunches
• Casual dress code
• Access to a range of benefits from our sponsorship deals

Hybrid working

At AJ Bell, our people are the heart of our culture. We believe in building strong connections by working together. That's why we offer a hybrid working model, where you’ll spend a minimum of 50% of your working time per month in the office. For new team members, an initial period will be full-time in the office to help you immerse yourself in our business and build valuable relationships with your colleagues.

AJ Bell is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and all employees are empowered to bring their whole self to work.

We do not discriminate on the basis of race, sex, gender identity, sexual orientation, age, pregnancy, religion, physical and mental disability, marital status and any other characteristics protected by the Equality Act 2010. All decisions to hire are based on qualifications, merit and business need.