Job description Posted 13 December 2022

Company Secretarial Assistant

£270 - £295 per day via PAYE, OR £300 - £375 per day via Umbrella

GSK - Brentford

6 months

Job Purpose

·        There are four main purposes for this role:

·        To work with the Company Secretariat Assistant to manage Corporate Secretariat’s relationships with GSK’s subsidiary companies around the world with a view to ensuring that appropriate corporate approvals are sought in advance of any local events and transactions and that Corporate Secretariat is provided with accurate and sufficiently detailed information to enable them to update and manage each company’s details on the Group’s global corporate information database referred to as the Global Entity Manager/Diligent (“Diligent”).

·        To maintain the legal statutory registers, in accordance with the Companies Act 1985 and ancillary UK legislation, for the Group’s UK incorporated or registered subsidiary companies totalling approximately 120 companies. 

·        To log and arrange legal execution of documentation for the Group’s UK incorporated or registered subsidiary companies of which there are approximately 80 using the Docex tool.

·        To assist other members of Corporate Secretariat, in ad hoc projects as required.

Key responsibilities:

·        Maintain the legal statutory registers for GSK plc and all GSK’s UK subsidiaries (there are approximately 80 such companies) using a software package Diligent. This also involves the production of legal documents, drafting Board minutes and the completion of forms for filing with Companies House, UK and the overseas equivalents in Scotland, the Netherlands, the Netherlands Antilles, Guernsey, and Eire, each of which has separate local legal requirements with which the Company Secretarial Assistant needs to understand and comply with. Obtain the appropriate level of signature for each document and form, and file with the payment of the appropriate fee. 

·        To work with the Company Secretariat Assistant to manage the Diligent database requirements of the Group’s non-UK based global subsidiaries of which there are over 340. This requires the post holder to liaise with designated contacts worldwide, as nominated by the local Finance Director at each overseas subsidiary to ensure that the local company ensure that any event, transaction, change to the corporate record that has been undertaken is properly notified to Corporate Secretariat to enable the Group’s Global Corporate Database to be updated to maintain an accurate picture of the Group’s structure and operations. This information is provided to all Corporate functions as a reliable and accurate source of data for various regulatory and public filings. The following departments rely on the accuracy of this information: Tax, Finance, Treasury, Regulatory, Economic and Trading Arrangements, Litigation, IP and other parts of Legal. The relationship built up between the Company Secretarial Assistant and the local contact, who may not be an English speaker or legally qualified, is very important to ensure that this process operates efficiently and effectively.  

·        Maintain Diligent and Docutrack for the Group. Produce reports and data as required by other Corporate functions including Finance, Tax and Treasury. If information is inaccurate this would have a detrimental effect on any corporate transaction that is being undertaken. 

·        To operate the document execution process as required including the logging of information, the preparation of documentation for execution, updating of the relevant tracking and control systems liaising with internal and external parties to ensure compliance with recommended guideline pertaining to the document execution process.

·        To maintain a register of Powers of Attorney executed on behalf of UK subsidiary companies

·        Prepare statutory confirmation statements for the Group’s UK incorporated subsidiaries to ensure that all confirmation statements are prepared, checked and filed with the appropriate fee without GSK incurring any fines for filing late.

·        Support the UK Statutory Accounts process for approximately 80 companies including scheduling signing meetings and filings.

·        Assist with other ad hoc projects

New starter min qualifications/skills required:

·        Some Company Secretarial experience or equivalent (desirable)

·        Some experience of working with Diligent Company Secretarial Software (desirable)

·        Experience of working in a multi-national company (desirable)

·        Some relevant experience required (desirable)

·        Knowledge of company secretarial procedures (desirable)

·        Good organizational and administrative skills

·        Computer literate

·        Ability to work unsupervised

·        Ability to communicate at all levels

·        Team player