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Le Platon – Company Secretary

Our client, Le Platon are seeking a part-time Company Secretary to join their team.

As Company Secretary, you will support the Board of Directors and managers in the overall management of the home. You’ll need to ensure that our company complies with financial and legal requirements, and maintain high standards of corporate governance, whilst considering the ethos as determined by the founder of the home. You also need to have a thorough understanding of the laws that affect your areas of work, for example, Guernsey Company Law, Health and Care Regulation in the Bailiwick and Long-Term Health Care Benefit so that you are equipped to provide appropriate advice whenever needed.

Responsibilities of a Company Secretary

  • Report to the chairman and liaise with board members.
  • Prepare agendas and papers for board meetings, committees, and annual general meetings (AGMs) and follow up on action points.
  • Convene and service Board of Director’s meetings, take minutes, draft resolutions, and lodge required forms and annual returns with appropriate departments.
  • Provide legal, financial, and/or strategic advice during and outside of meetings.
  • Ensure policies, regulatory, or statutory changes that might affect the organization are up to date and approved by the committee.
  • Maintain statutory books, including registers of members, directors, and secretaries.
  • Complete Annual validation with the Guernsey Registry for both the charity and the Limited By Guarantee company and update the registry with board changes.
  • Handle correspondence, collate information, write reports, and communicate decisions to relevant company stakeholders.
  • Liaise with external regulators and advisers such as lawyers and auditors.
  • To be responsible for ensuring adherence to matters relating to compliance, this to include:
    • (i) maintaining the asbestos management register.
    • (ii) ensuring that the estate, home, its contents, staff, and the directors are adequately covered by appropriate insurance
    • (iii) ensuring the home complies with the Data Protection legislation
    • (iv) ensuring the home maintains its registration with HSC and assist when required with the annual homes inspection,
    • (v) Review our obligations under Guernsey Charity law annually and ensure we are compliant.
    • (vi) Review constitutional documents annually.
    • (vii) having an overview of :- (a) staff appointments, contracts, and vetting procedures (b) Resident Accommodation Agreements, undertaking periodic reviews of the Agreement documentation with the Home Manager.
  • To maintain a register of complaints and investigate complaints when considered appropriate and/or as directed by the Board of Directors
  • To annually review, with the homes management team residential fees and make recommendations to the Board of Directors.
  • To support the Board’s Remuneration Committee in its annual review of staff pay and conditions.
  • To ensure the annual budget preparation is completed in a timely manner and make recommendations on the budget to the Board of Directors.
  • To approve the monthly financial reports prior to their distribution to the Board.
  • To report the level of debt and debt interest payments to the board and ensure that all interest payments are made in a timely manner and in accordance with the loan agreements.
  • To ensure adherence of all covenants to the loan agreements.
  • Monitor the administration of the company’s pension scheme.
  • Manage contractual agreements with suppliers and customers.

Requirements

  • Knowledge and experience of relevant software applications including MS Office and database management.
  • Strong administrative skills.
  • Good verbal and written communication skills.
  • Commercial awareness.
  • Meticulous attention to detail and the ability to work well under pressure.
  • Interpersonal skills and the ability to work with people at all levels.
  • Excellent organization and time management.
  • An ability to take initiative.
  • A flexible and practical approach to work.
  • Discretion when handling confidential information.
  • Maintain a diplomatic approach towards issues.
  • Confidence to provide support to high-profile company staff and board members.

This is a part-time role, with an expected 10 hours per week required.

Remuneration package will be commensurate with experience.

For further information or to apply, please contact the Secretary to the Board of Directors by email [email protected]

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