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    1. Home
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    4. Company Secretarial Assistant London 2024
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    International Distributions Services plc is looking to add a Company Secretarial Assistant to The Company Secretariat Team. This is a unique opportunity to support the transformation of the International Distributions Services plc Group, including Royal Mail and GLS. The team’s responsibilities include supporting the International Distributions Services plc Board and its committees and ensuring compliance with relevant corporate governance requirements.

    As a Company Secretarial Assistant you will play key role in supporting the Company Secretariat department, ensuring effective relationships are built and maintained, supporting on the annual report process and AGM and the preparation of papers for some plc Board committee meetings.

    About the role

    In this role you will supporting:

    • The Assistant Company Secretaries with the production of the Annual Report and Accounts from a Company Secretarial perspective.
    • The team with compliance with regulations and guidance when drafting the relevant sections of the Annual Report and Accounts.
    • The Deputy Company Secretary with maintenance of the budget.
    • The Deputy Company Secretary or Assistant Company Secretaries with the preparation and co-ordination of meeting papers for the plc Board and its committees.
    • The Assistant Company Secretaries with the Annual General Meeting and ensuring that it is on budget.
    • The Deputy Company Secretary with the Committee evaluation process.
    • The Deputy Company Secretary with monitoring the voting and responding to the proxy voting agencies

    You will also assist with the:

    • Drafting the Notice of Meeting, proxy card and Chairman’s script and all other associated documents.
    • Mailing for the AGM (including the Annual Report and Accounts).
    • Annual General Meeting including preparation leading up to the meeting and on the day of the meeting working with the team to ensure a smooth process.
    • Relationship with our Board paper portal provider.
    • Relationship with our share registrar.
    • UKLA compliance, including preparation and submission of Stock Exchange Announcements.
    • Provision of secretarial services to all UK companies within the group and non-UK companies.
    • Oversight of the company secretarial inbox and correspondence
    • Provision of company secretarial advice to the Head Office functions (including legal, reward, tax, treasury and finance).

    About you

    This is a role that requires a wide variety of skills. An outstanding candidate will find it offers the opportunity for rapid advancement within the business. A positive attitude, flexibility, being able to show initiative and a willingness to get involved will go a long way to ensuring your success in the role.

    As this role supports many stakeholders you need to be able to demonstrate the ability to offer advice on a range of complex issues utilising your in-depth technical knowledge skills.

    Ideally you will also:

    • Be CGI/ICSA qualified or studying towards qualification, with experience of working in a plc Secretariat team preferred but not essential.
    • Be educated to degree level or equivalent.
    • Be able to demonstrate high level organising skills with a diligent approach to detail.
    • Have excellent written and verbal communication skills
    • Be able to build effective working relationships and influence relevant stakeholders

    As a person you are flexible, have a positive attitude, can show initiative and a willingness to get involved.

    Extra benefits

    • Generous holiday entitlement of 25 days (plus bank holidays), increasing with years completed service
    • Company pension scheme with competitive contribution rates
    • RMG Share Schemes - partnership and matching share offer
    • Family friendly support - enhanced maternity pay, paternity leave, adoption leave and shared parental leave
    • Discounts and offers - there are more than 800 offers to help you save on things like groceries, days out, holidays and your household bills*.
    • Supportive and generous company sick pay
    • Access to our Feeling First Class service, providing both mental and physical wellbeing support
    • Lifestyle benefits - You can purchase a car, bike, home technology or mobile phone, or choose from a range of health benefits and insurance products. You make regular payments from your salary, and so could save on tax*.
    • Financial support - information and services to help you manage debt and grow your financial knowledge, with debt consolidation & savings plans*
    • Your peace of mind with - Healthcare CashPlan, Dental Cover, Additional Life (life insurance) & Additional Life Partner, Hospital & Death Benefit Plans; Voluntary Critical illness & Voluntary Critical illness Partner
    • Free & discounted RMG products - free keep safe & redirection, partner discounts
    • Free stamps at Christmas

    *Available only to perm employees

    Your career in safe hands

    At Royal Mail we value our people and we want our people to be proud to work for our businesses.
    We have the assets, the infrastructure and the scale that others don’t, yet we are a big part of the communities we operate in, making billions of precious deliveries each year. We are responsible for the largest B2B customer database in the UK and are one of the largest employers in the UK, providing one in every 194 jobs.

    An operation of this size needs a strong support network, and the HR, Legal, Finance, IT, Risk & Governance, Customer Experience, Sales & Marketing departments are all integral to helping us to utilise the latest technology and business approaches to optimise, automate and digitise our operations.

    Royal Mail is a forward thinking, innovative organisation, that is also committed to reducing emissions and improving air quality in our communities. This includes investing in technologies such as electric vehicles, drones, alternative fuel trucks and energy improvements to our estate.

    Next steps

    The next stage of the selection process will be a virtual interview to disucss the role. We plan to hold interviews on wc 19th February.

    Trust forms the foundation of everything we do in Royal Mail. We want to be transparent about what kind of qualities we are looking for and build trust from the very beginning of your journey with us. The first step is your interview, and we mean ‘your’ interview. We want to give you the opportunity to shine. To enable you to do this, we will provide you with your interview questions ahead of the interview taking place. This will allow you time to prepare, and ensure you have your best examples in mind. Royal Mail Group values both trust, and our people.

    We don’t expect every candidate to meet the full criteria for the role. If your experience looks a little different from the job requirements, but you feel you have the relevant skills to bring value to the role, we’d love to learn more about you.

    Royal Mail are proud of our diverse employee network groups and the active role they play to support belonging and encourage a positive work environment. We are firmly committed to inclusion and passionate about our people representing the communities we serve.

    We are happy to support your need for any adjustments during the application and hiring process. Please share the details within your application if required.