Job Description

Job title: Company Secretarial Assistant

Salary: Competitive plus excellent benefits

Location: Open \xe2\x80\x93 London, Reading, Manchester or Cardiff

Hybrid working - you will be able to work a blend of both home and office each week, 2 days in office and the remainder from home.

Contract Type: Permanent

Hours: Monday to Friday, 35hrs a week

The Vacancy

We have a fantastic opportunity for a Company Secretarial Assistant to join our Company Secretarial Team here at Aldermore. The Company Secretarial team provides company secretarial and corporate governance support to Aldermore Group PLC (the \xe2\x80\x98Group\xe2\x80\x99) and its subsidiaries. We ensure that the Group\xe2\x80\x99s corporate governance structure and processes support rapid implementation of strategy, deliver amazing outcomes for our stakeholders, while protecting the Group by ensuring that best practice from a regulatory and corporate governance perspective is maintained.

The Company Secretarial Assistant is an important role with the team. The work undertaken by the team is incredibly varied, is most often time critical and is visible to senior stakeholders both internally and externally. Whilst having your own day-to-day tasks, as Company Secretarial Assistant you will support the team in achieving its goal to provide a first-class service to key stakeholders, principally our Board, its Committees and the Executive Committee. A keen learner, who welcomes opportunities for learning and development, you will also need to be a confident multi-tasker who is flexible in their approach to work and enjoys stakeholder engagement. You will enjoy collaboration and teamwork and be able to pivot and change direction frequently whilst managing a busy workload.

You will report into the Company Secretary, who will be your line manager and, supported by the Deputy Company Secretary.

The principal role of the Company Secretarial Assistant is to:

• support the Company Secretary in fulfilling the statutory and regulatory obligations of the Company Secretary for the Group and its subsidiaries
• assist the Company Secretary and team in the delivery of Board and Committee packs and provide secretarial support to meetings as required
• ensure that the Board and Board Committee meetings calendar supports timely and relevant information flows and ensuring the scheduling of meetings of Directors, and Directors\xe2\x80\x99 training and induction sessions. In addition, you will be responsible for Board and Board Committee meeting logistics, such as organising refreshments and travel arrangements, and connectivity for those joining meetings remotely

Key Role Accountabilities

• Supporting the timely publication of Board and Board Committee meeting papers and other Board materials, as well as, as appropriate, Executive Committee meeting papers and materials
• arranging for the review and signature of meeting minutes by the respective chairs
• assisting as required with the drafting of Board and Committee reports on corporate governance matters
• providing Company Secretarial support as required to committee meetings, to include working with chairs to manage agendas and forward planning, collating meeting packs, producing minutes of meetings and tracking to closure actions arising from meetings
• assisting with corporate record-keeping, the completion and return of statutory filings, and the updating of statutory registers and minute books of Group entities
• monitoring the shared Company Secretarial inbox and re-directing or addressing enquiries, as appropriate
• managing the Company Secretarial intranet site
• Providing administrative support to the Board including arranging meetings and processing Directors\xe2\x80\x99 expense claims and processing invoices
• supporting and promoting sound standards of Corporate Governance for the Group
• ensuring that decision-makers are provided with high quality, succinct information which includes consideration of stakeholder interests and supports any statement regarding compliance with Section 172 of the Companies Act 2006 as may be required to be made by the Group
• supporting the team in managing compliance with various regulatory requirements, in particular those arising in respect of the Company\xe2\x80\x99s listed debt instruments, and those relevant to the Annual Reports and Accounts
• supporting as necessary reviews of Board and Committee effectiveness, the onboarding of new Directors, and Directors\xe2\x80\x99 training
• maintaining Standard Operating Procedures for The Team, ensuring these are reviewed and remain fit for purpose
• providing challenge to the Risk Control Self Assessment for The Team to ensure it is fit for purpose
• as required, support preparations for the Annual General Meeting of the Group and any relevant subsidiaries.
• responding to information requests from the FirstRand Group as Shareholder, and from colleagues across the Group

What would your day look like?

• supporting the timely publication of Board and Board Committee meeting papers and other Board materials, as well as, as appropriate, Executive Committee meeting papers and materials
• supporting the review and updating of powers of attorney and authorised signatory lists
• supporting the production of key pieces of work including the annual report and regulation 39 corporate governance assessment
• providing advice on governance and statutory matters to the business.
• arranging for the review and signature of meeting minutes by the respective chairs.
• assisting as required with the drafting of Board and Committee papers on corporate governance matters
• providing Company Secretarial support as required to committee meetings, to include working with chairs to manage agendas and forward planning, and tracking to closure actions arising from meetings
• assisting with corporate record-keeping, the completion and return of statutory filings, and the updating of statutory registers and minute books of Group entities
• monitoring the shared Company Secretarial inbox and re-directing or addressing enquiries, as appropriate
• attending meetings of the Co Sec Team and managing Team tasks to track to completion
• managing any updates to the Company Secretarial intranet site
• Responding to queries from our Board including meeting requests and processing Directors\xe2\x80\x99 expense claims and processing invoices as appropriate
• responding to information requests from the FirstRand Group as Shareholder, and from colleagues across the Group

What do we expect of you?

You will act with integrity and discretion and will have good communication and interpersonal skills, both written and verbal. Additional skills and attributes that you will bring are:

• a keen learner, who is a confident and energetic self-starter, enthusiastic and willing to embrace change and challenges outside of the role description
• comfortable being involved in a broad range of tasks, from contributing to the Group\xe2\x80\x99s strategic direction, to tackling administrative tasks
• understands the importance of great customer service and how to deliver this
• embraces the use of technology and how this may improve or simplify ways of working
• regulated financial services experience, ideally within a Secretariat
• experience of liaising with senior stakeholders, Board and Executive Committee members for example
• experience of using Diligent Boards and Diligent Entities would be desirable.
• experience of developing and maintaining effective relationships with stakeholders by demonstrating sound judgement and good influencing skills
• willing and able to work autonomously but cognizant of when to seek additional support
• proven ability to prioritise effectively and keep to deadlines
• team player capable of seeing the bigger picture
• remains calm under pressure

We champion equality by supporting the exceptions to the rule and getting finance to where it\xe2\x80\x99s needed.

We lend the money people save with us, to people who want to get on in life; build businesses and create employment, buy property for people to live and work in, and purchase vehicles to move families and goods around.

Aldermore Bank