Job Description
Qualifications Required:
Holds a relevant professional qualification (ICSA/STEP Diploma)
Key responsibilities:
- Supporting, informing, and advising directors of the restrictions, compliance and responsibilities imposed on them by the Company’s articles of associations, Companies (Jersey) Law 1991 (the Companies Law).
- Ensure the correct procedures are undertaken when directors are appointed or retired for Baccata Group Companies.
- Maintaining statutory records for all Baccata Group Companies.
- Act as the primary contact for internal and external requests for related information and documents.
- Schedule and undertake periodic reviews of all records, including renewals of existing contractual arrangements, including contractual arrangements with 3rd party suppliers.
- Acting as the primary contact for requests in respect of audit, PII Insurers requests and bank annual reviews.
- Oversee periodic and ad hoc external requests for documentary records.
- Organising board and committee meetings as required.
- Preparation of meeting agendas with the chair including board and committee packs and advising management on content and organisation of board papers and presentations for meetings
- Making sure that all board and other meetings, including committee meetings, are minuted and that the minutes are stored in SharePoint including general meetings of shareholders.
- Arrange strategy away days including preparation of the agenda with the Governance Director and Managing Director to ensure all topics are captured.
Provision of information and disclosures
- Coordinate and act as a focal point for the collation and dissemination of personal data of shareholders and directors of the Company to third parties.
- Informing the JFSC of any significant changes in the Baccata Group of Companies structure.
- Supply a copy of the financial statements to every shareholder of the Company and those entitled to receive a copy.
- Maintain a register of all Company NDA’s and other contractual arrangements.
- Log, maintain and update as requested all signatory lists.
Company statutory registers and other registers for Baccata Group only
- Responsible for maintaining the statutory registers, records and minutes books (for both directors and shareholders) on QCore. The registers include but are not limited to:
- Register of directors and secretaries
- Register of members (shareholders)
- Charges on Company assets
- Register of beneficial owners and controllers for reporting purposes
Regulators
- Filing of Company special resolutions.
- Notification of board director appointments or resignations.
- Filing annual returns online using JFSC MyRegistry for the Baccata Group of Companies only – not Client companies.
Administration and other duties
- Administer and maintain new and existing contractual arrangements with internal and external parties, including following related DocuSign electronic signature policy and procedures.
- Authenticating company documentation.
- Actively promote Baccata’s core values within the business.
- Liaising with relevant departments of the Baccata Group (such as I.T./HR/Compliance) appropriately.
- Meets or substantially meets all the skills and competencies in the attached Table A.
- Comply with internal policies and procedures as well as current legislation in respect of the current TCB Codes of Practice.
- Ensure that all companies are administered in accordance with the PPM and AML Manuals.
- Attend CPD training in accordance with regulatory requirements and ensure that the same is adequate and relevant to the role and this job description. Relay changes in policy and best practice arising from CPD training.
- Any other reasonable task we ask you to perform from time to time.
- Abide by Baccata Group policies and procedures, AML training as amended from time to time.
- Action any tasks required by the board or committee of the board within the timeframe agreed by the board or committee.
- Working/supporting the Governance Director with organisational Governance initiatives.
Key skills and experience requirements
- Must have entitled to work status in Jersey (i.e. minimum 5 years in Jersey).
- Experience in using Quantios (Dynamic 365) and eDocs (document management system) (preferred but not essential as training will be given).
- Good organisational and communication skills.
- An understanding of Jersey company, foundation and limited partnerships law and other related legal and regulatory requirements.
- A general awareness of risk issues in the context of fiduciary responsibilities.
- Motivated and driven with an ability to work under pressure to tight deadlines.