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Interim Senior Assistant Company Secretary
| Posting date: | 16 October 2024 |
|---|---|
| Hours: | Full time |
| Closing date: | 15 November 2024 |
| Location: | SE1 9SG |
| Company: | Mitie |
| Job type: | Contract |
| Job reference: | 62681 |
Summary
Job title:
Interim Senior Assistant Company Secretary
Reporting to:
Deputy Company Secretary
The Role
To operate as a member of the Company Secretarial team, providing support to the Deputy Company Secretary.
Key Responsibilities
Company Secretariat
-Assist with ensuring relevant legal, regulatory and listing requirements and deadlines are met
-Assist with ensuring relevant governance information is kept up to date and made available where and when necessary
-Keep the annual Company Secretariat calendar up to date
-Maintain the Company Secretariat process manual
-Maintain the corporate governance section of the corporate website
-Stand in for the Deputy Company Secretary as and when required
Plc Board and Committees
-Assist in issuing agendas for meetings of the Board and its Audit, Remuneration, and Nomination Committees. Assist with the preparation and distribution of associated papers
-Prepare and issue agendas for the ESG Committee and Mitie Foundation Trustee Board (charity) meetings. Collate and distribute associated papers, maintain the action trackers, attend the meetings and take minutes
-Administer the Non-Executive Director Share Purchase Plan
-Maintain the Board Handbook
Compliance
-Provide support to the Deputy Company Secretary with regards to relevant law, regulations, listing and disclosure obligations
-Prepare and issue routine announcements to the Stock Exchange via RNS
-Responsibility for corporate record keeping, the completion and return of statutory documents, and the maintenance of statutory registers and minute books of all Group companies
-Maintain the group structure chart
-Assist with PDMR, Permanent Insider and Project Insider requests for clearance to deal
-Assist with the processing of Private Placement loan note transfers, as and when required
Shareholders
-Arrange and coordinate aspects of the AGM as agreed with the Deputy Company Secretary
-Draft AGM documentation, including the notice of meeting, proxy voting form, and Chairman's scripts
-Assist with the coordination, printing and post out of all shareholder circulars
-Liaise with the Registrars, including in relation to AGM preparation and management, dividend payments and shareholder queries
-Support, as required, with share buy-backs, block listings and employee benefit trust (EBT) purchases
Report and Accounts
-Drafting of relevant sections of the Annual Report as agreed with the Deputy Company Secretary
-Assist in completion of compliance checks on the content of the Annual report
Projects
-To be involved in ad hoc projects when necessary (dormant company strike off, corporate restructure etc).
Share schemes
-Liaise with the share plan administrators, EBT and share incentive plan (SIP) trust in relation to share awards
-Prepare share award grant documentation in conjunction with the Reward team
-Assist with the administration of all Group share schemes
-Calculate dividend equivalents on discretionary share awards, where applicable
-Assist with the maintenance of Group share records (total issued share capital, EBT and share scheme movements)
-Reconcile Group share scheme movements monthly
-Review share scheme tax returns
Essential skills and experience
Qualifications/experience
-ICSA qualified/studying for ICSA examinations with relevant experience
-Good knowledge and experience of Company Secretariat operations
-Experience in a listed plc company secretarial department is essential
-Knowledge of Companies Acts, FCA Listing, Disclosure and Prospectus Rules, UK Corporate Governance Code and other Corporate Governance requirements
Character
-Highly organised personally, with an ability to prioritise, and re-prioritise workload
-Absolute discretion, good judgement and integrity
-High standards of accuracy and presentation
-Flexibility
-Ability to work in a fast-paced environment
Software skills:
-Microsoft Outlook, Word, Visio, PowerPoint, Excel, RNS Submit, CtrlPrint, Diligent Boards, Diligent Entities and Insider Hub or equivalent
Interim Senior Assistant Company Secretary
Reporting to:
Deputy Company Secretary
The Role
To operate as a member of the Company Secretarial team, providing support to the Deputy Company Secretary.
Key Responsibilities
Company Secretariat
-Assist with ensuring relevant legal, regulatory and listing requirements and deadlines are met
-Assist with ensuring relevant governance information is kept up to date and made available where and when necessary
-Keep the annual Company Secretariat calendar up to date
-Maintain the Company Secretariat process manual
-Maintain the corporate governance section of the corporate website
-Stand in for the Deputy Company Secretary as and when required
Plc Board and Committees
-Assist in issuing agendas for meetings of the Board and its Audit, Remuneration, and Nomination Committees. Assist with the preparation and distribution of associated papers
-Prepare and issue agendas for the ESG Committee and Mitie Foundation Trustee Board (charity) meetings. Collate and distribute associated papers, maintain the action trackers, attend the meetings and take minutes
-Administer the Non-Executive Director Share Purchase Plan
-Maintain the Board Handbook
Compliance
-Provide support to the Deputy Company Secretary with regards to relevant law, regulations, listing and disclosure obligations
-Prepare and issue routine announcements to the Stock Exchange via RNS
-Responsibility for corporate record keeping, the completion and return of statutory documents, and the maintenance of statutory registers and minute books of all Group companies
-Maintain the group structure chart
-Assist with PDMR, Permanent Insider and Project Insider requests for clearance to deal
-Assist with the processing of Private Placement loan note transfers, as and when required
Shareholders
-Arrange and coordinate aspects of the AGM as agreed with the Deputy Company Secretary
-Draft AGM documentation, including the notice of meeting, proxy voting form, and Chairman's scripts
-Assist with the coordination, printing and post out of all shareholder circulars
-Liaise with the Registrars, including in relation to AGM preparation and management, dividend payments and shareholder queries
-Support, as required, with share buy-backs, block listings and employee benefit trust (EBT) purchases
Report and Accounts
-Drafting of relevant sections of the Annual Report as agreed with the Deputy Company Secretary
-Assist in completion of compliance checks on the content of the Annual report
Projects
-To be involved in ad hoc projects when necessary (dormant company strike off, corporate restructure etc).
Share schemes
-Liaise with the share plan administrators, EBT and share incentive plan (SIP) trust in relation to share awards
-Prepare share award grant documentation in conjunction with the Reward team
-Assist with the administration of all Group share schemes
-Calculate dividend equivalents on discretionary share awards, where applicable
-Assist with the maintenance of Group share records (total issued share capital, EBT and share scheme movements)
-Reconcile Group share scheme movements monthly
-Review share scheme tax returns
Essential skills and experience
Qualifications/experience
-ICSA qualified/studying for ICSA examinations with relevant experience
-Good knowledge and experience of Company Secretariat operations
-Experience in a listed plc company secretarial department is essential
-Knowledge of Companies Acts, FCA Listing, Disclosure and Prospectus Rules, UK Corporate Governance Code and other Corporate Governance requirements
Character
-Highly organised personally, with an ability to prioritise, and re-prioritise workload
-Absolute discretion, good judgement and integrity
-High standards of accuracy and presentation
-Flexibility
-Ability to work in a fast-paced environment
Software skills:
-Microsoft Outlook, Word, Visio, PowerPoint, Excel, RNS Submit, CtrlPrint, Diligent Boards, Diligent Entities and Insider Hub or equivalent