We have an exciting opportunity to join our team as a Company Secretarial Assistant. This role is based at our head office in Portsmouth. The role offers hybrid working with a minimum of two days in the office. The office has great amenities with onsite parking and a lakeside shuttle bus service. 

We’re offering a permanent full-time role (39 hours per week).  

We are seeking an individual who is passionate about governance and legal administration. In this role, working closely with the Society Secretary you’ll have a real chance to get involved and influence the governance of Southern Co-op (SC) and our subsidiaries and associated organisations.

What we’re looking for

As you would expect, your day-to-day tasks will include supporting the Society Secretary in all aspects of company secretarial tasks as they relate to Southern Co-op and its subsidiaries and associated organisations. Depending on experience, you’ll:

• Be responsible for making all necessary arrangements for board and committee meetings of Southern Co-op and all Group subsidiary and associated companies including accurate and timely preparation/collation of papers, minutes and reports for prior distribution to ensure a high level of service to attendees.
• Maintain records of actions arising from meetings, ensuring appropriate communication of these and monitoring of their completion.
• Make all necessary arrangements for, and liaise with directors regarding, attendance at conferences and other board appointments and functions and to attend same where appropriate and necessary.
• Be responsible for administering the board and committee performance evaluation reviews and skills and training needs assessments analysing and reporting on the results .
• Be responsible for reviewing the training requirements of directors and making arrangements for Board training to ensure the Board and individual directors are equipped to fulfil their role, maintaining up to date records of all director training including business area briefings, and induction sessions for new director and new board committee members.
• Handle the onboarding of new directors
• Support the directors to ensure they are fully informed of all relevant information, give guidance on Board processes and to assist with Board fee payments and expenses ensuring appropriate records of such.
• Assist the Society Secretary in the organisation of democratic member meetings for SC, and all group subsidiary and associated organisations as necessary, and attend such meetings to assist in their organisation and successful delivery.
• Assist the Society Secretary in the management of elections for the board of directors and other elected positions in compliance with the Rules of the Society.
• Assist the Society Secretary in the review of board appointments and board fees, undertaking necessary research and compiling reports as required.
• Be responsible for the timely and accurate maintenance of statutory registers and filing of annual returns, accounts and company changes for SC and all group subsidiaries and associated companies to ensure compliance with legal requirements and update internal records and maintain their accuracy.
• Assist the Society Secretary in relation to relevant end of year reporting requirements.
• Assist the Society Secretary in reviews of constitution related documents; as required and to draft any necessary amendments and deal with the relevant steps required for adoption to take place.
• Ensure that correct execution procedures are followed for deeds, documents and contracts entered into by the Society and its subsidiaries with appropriate approvals obtained from relevant Boards; to minute and formally report such transactions according to the proper process accordingly.

Key skills required

• Chartered Governance Institute qualifications, or professional legal qualifications and/or previous experience working for a reputable law firm or in-house legal/co-sec team with a detailed knowledge and proven experience of company law/company secretarial practice
• Sound knowledge of corporate governance best practice
• Strong administrative experience gained in relation to board/senior level activities
• Excellent organisational skills and ability to multi-task
• High level of literacy and report writing with attention to detail
• Strong interpersonal skills and ability to interact with colleagues at all levels of seniority across the business
• High standards of personal and professional integrity and discretion.

Company Benefits

At Southern Co-op we offer a lot more than just a job. As we are completely owned by our 200,000+ members, we put people first. Become part of the family with Southern Co-op, who are proud to serve local communities and put people first.

We can offer you:

• 31 days of annual leave (incl bank holidays) increasing over time to a maximum of 36 days after 10 years’ service.
• 20% discount in stores
• Hybrid working
• Healthcare cash plan
• Share incentive plan
• NEST pension
• Cycle-to-work scheme
• Free onsite parking at our Lakeside Head Office
• Opportunities to develop your skills through apprenticeships and our own in-house training & development programmes

Referral Scheme

Refer a successful candidate and both parties will be rewarded with a £50 voucher.
The referee will need to provide the referrers name, colleague number and store location when submitting an application.