The bank for a changing world

We are looking for

Company Secretary

Job type Permanent
Job Function Transaction processing
Level of experience 1 to 2 years
Study level Secondary Education
Apply REF: 19-74

Department Summary



The department provide Company Secretary services to our key Channel Island client entities, providing regulatory governance, guidance and support. There is a significant amount of senior level client and board contact, which means that the team are seen as front line service.



Main Job Purpose



Primary Role: To provide or assist in the provision of Company Secretarial Services to a selection of fund entities, which include regulated, listed and private equity clients, with the view to taking the lead responsibility once appropriate experience / expertise level obtained.




Secondary Role: To provide wider support to the Company Secretarial team and Directors of the Fund and Manager Boards, as required.



Key Responsibilities





  • Assist and learn the Company Secretarial functions relating to regulated, listed and private equity clients.

  • Review changes in legislation and Corporate Governance and disseminate implications to the team and assist with procedural changes where necessary.

  • Assist with team projects / initiatives



  • Liaison with Client/Directors to arrange and facilitate Board meetings (availability, rooms, telephone etc.).
  • Preparation and circulation of material for Board Meetings.
  • Attendance at Board meetings with facilitation and minutes being taken.
  • Complete written minutes of each meeting on a timely basis and in a prescribed form and circulate as appropriate for approval / amendment.

Statutory Records


  • Set up and maintain hard copy statutory record files in accordance with regulatory requirements for all new Companies and ensure timely filing of documents.
  • Log agreements on master agreements log per client.
  • Arrange notarisation as required.
  • Arrange banking and facilities when required.
  • Complete and update Signatory mandates.
  • Co-ordinate the completion of documents required with respect to the listing of a new fund, new class of an existing fund.   




  • Completion and submission of annual return forms for all companies administered.
  • Completion of Company tax application on incorporation.
  • Ensure statutory fees are paid including the following; Annual returns, Regulatory fees and Stock Exchange filing fees.
  • Ensure distribution of accounts is correctly completed – (Regulator, Custodian).
  • Ensure accounts are filed with statutory bodies – (Registrar, Exchange and any other Regulatory body as necessary).



  • Liaise with Stock Exchanges (currently LSE//NZX/CISE) (if applicable) and ensure that all statutory returns and announcements are made on a timely and accurate basis in accordance with the rules and regulations pertaining to a listed company.
  • Notify Regulator of changes to officers, signatories, directors, auditors, manager, proposed alteration to fund documentation e.g. prospectus, agreements, change of registered office. 


  • Maintain Directors and Secretary’s registers.
  • Maintain Members register and issue and sealing of share certificates –  (Where appropriate).
  • Maintain Seal register.
  • Maintain Registers of Associates.
  • Maintain Registers of Connected Customers/Insider list.


  • Assist with the maintenance of the teams various Company Secretarial Procedures.
  • Provide information to enable compliance to maintain error/breach reports and logs including liaison with Custodian and internal parties to ensure satisfactory conclusions.
  • Gather and have available KYC information for new Directors or other persons where required.
  • Assist with preparation of any Regulatory compliance visits.
  • Ensure compliance with Stock Exchange requirements as appropriate.


  • Assist with review of all accounts, draft prospectuses, draft agendas for meetings, draft marketing material in accordance with appropriate legislation.
  • Maintain procedures in line with all legislative requirements under which funds operate and ensure all statutory returns are made accurately and on a timely basis in accordance with the law.
  • Review SLAs and ensure adherence and regular reviews are completed.
  • Prepare Directors’ and Officers’ Insurance Proposal Forms and ensure cover is maintained.
  • Arrange for client company letterhead to be set up and available.
  • Assist with training of junior staff.
  • Cover for team members when necessary.
  • Any other duties as delegated by the Head of Company Secretariat.

Essential Requirements

  • Good knowledge of the offshore fund industry particularly with regards to the regulatory requirements.

  • Exposure to risk/compliance work in the context of fund administration.

  • Knowledge of the laws and regulations applicable to the management and administration of a fund operation.

  • Desire to learn Stock Exchange listings requirements.

  • Should hold or be working towards an industry relevant professional qualification such as ICSA.

  • Willingness to learn about the requirements and practicalities of regulated, listed & Private Equity clients

  • At least 2 years relevant industry experience.

    Primary Location: JerseyJob Type: Standard / PermanentJob: OPERATION PROCESSINGEducation Level: Secondary EducationExperience Level: At least 1 year