Correspondence & Secretariat Services

Correspondence & Secretariat Services

Company secretaries are responsible for ensuring that an organisation complies with standard financial and legal practice and maintains high standards of corporate governance. Although, not strictly required to provide legal advice, they must have a thorough understanding of the laws that affect their areas of work.

A company secretary, also known as head of governance, holds a strategic position at the heart of governance operations within an organisation and acts as a point of communication between the board of directors and company shareholders - and in some cases an organisation's executive management.

Responsibilities

  • report to the chairman and often liaise with board members
  • organise and prepare agendas and papers for board meetings, committees and annual general meetings (AGMs)
  • take minutes, draft resolutions, and lodge required forms and annual returns with Companies House
  • follow up on actions from meetings
  • oversee policies, making sure they are kept up to date and referred to the appropriate committee for approval
  • maintain statutory books, including registers of members, directors and secretaries
  • deal with correspondence, collate information and write reports, ensuring decisions made are communicated to the relevant company stakeholders
  • contribute to meeting discussions as and when required, and advise members of the legal, governance, accounting and tax departments of the implications of proposed policies
  • monitor changes in relevant legislation and the regulatory environment and take appropriate action
  • liaise with external regulators and advisers, such as lawyers and auditors
  • take responsibility for the health and safety of employees and manage matters related to insurance and property
  • develop and oversee the systems that ensure the company complies with all applicable codes, in addition to its legal and statutory requirements
  • pay dividends and manage share option schemes

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