Company Secretarial Administrative Assistant in Guildford

Overall job purpose

Provide administrative and technical support to theCorporate Secretarial team.

Whilst initially this post is largely administrative, the opportunity toundergo training to develop a career as a chartered secretary will be availablefor the right candidate in due course.

Noexperience is necessary as full training will be provided.

Responsibilities

• Provide administrative support to the Corporate Secretarial team, including raising fee notes, Companies House filing and helping to ensure that our clients comply with the Companies Act 2006.
• Assisting with client take on procedures, recording client opportunities; gathering information on prospective clients; completing our client engagement and acceptance program records; and preparing engagement letters.
• Sorting and distribution of client and departmental post.
• Maintaining the Corporate Secretarial team’s filing system, filing post and any original documentation, creating file boxes, and labelling files.
• Clearing historic files relating to client companies that have been dissolved, transferred to new advisers, or placed in liquidation, including preparation of disengagement letters, collating statutory books and records, and complying with RSM’s policies and procedures regarding document retention and destruction.
• Undertaking basic Company Secretarial tasks under supervision, including preparation of board minutes, resolutions, and forms; and submission of documents to Companies House and HMRC Stamp Office.
• Assisting with the maintenance of clients’ statutory registers on Diligent Entities, our dedicated Company Secretarial database.
• Ensuring that tasks are performed accurately and by the required deadlines.
• Communicating any problems in complying with instructions immediately to more senior personnel.
• Actively seeking feedback on work once it has been reviewed.
• Recording time spent daily and ensuring that time charged is consistent with the proper performance of the work.
• Developing technical knowledge through appropriate reading and courses.
• Complying with RSM policies and procedures at all times.
• Other ad hoc tasks as requested.

Personal and professional qualities

The role requires:

• Education to at least A Level standard or equivalent, with at least grade B GCSE Level English Language and Maths.
• Strong oral and written communication skills.
• Strong IT skills, particularly Microsoft Word, PowerPoint, and Excel.
• Ability to work on one’s own initiative and as part of a team.
• Good organisational and time-management skills.
• Ability to work under pressure.
• Flexibility and adaptability.
• Preferably an interest in Company Law, Company Secretarial Practice orAnti-Money Laundering legislation.