Role: Company Secretary
Location 159-161 Sheriff Street, Dublin 1
Job Title Company Secretary
Reporting to Head of Legal
Salary €56,823 - €73,536 (pro rata €34,093 – €44,121)
Probation 6 months
Pension On completion of probation
Hours 21 Hours per week (This is a part time autonomous role with a high degree of flexibility, however Board meetings are on Thursday evenings 6 times per year).
Leave 22 days (+closed 3 designated days Christmas week)
(pro rata 13 days)
Clúid Housing is the largest approved housing body (AHB) in Ireland providing over 8,000 affordable, high quality homes to people in housing need. Our vision is for a society where everyone has a great place to live. This will be achieved by providing quality housing and services to enable people to create homes and thriving communities.
Clúid Housing is an equal opportunities employer and proud to be have been recognised as a top employer in Ireland. At Clúid Housing we firmly believe that our success is down to our dedicated and growing staff body working in every corner of Ireland. Our company is made up of talented people who bring enthusiasm, confidence, expertise, professionalism and respect to our business. Our staff consistently work towards achieving our vision of creating a society where everyone has a great place to live.
Our employees benefit from a great working environment, great learning opportunities, a supportive management team and an extensive benefits package:
- Competitive Remuneration
- Excellent & Continuous Training
- Development Opportunities
- Flexible Working Arrangements
- Work-Life Balance
- Access to an Employee Assistance Programme
- Excellent Employee Benefits
If the above appeals to you, then keep reading.....and remember Clúid Housing is proud to be an equal opportunity employer.
The Company Secretary role will require the candidate to provide wide ranging advice and support to the Board, oversee administrative duties and ensure compliance with company law. The role also envisages the Company Secretary acting as “Board Advisor” on matters of compliance and as a key relationship manager between senior management and the Board. Clúid is keen to ensure best practice and be seen as a sector leader in this important area.
The role will also focus on developing and managing strategies to ensure compliance with all legal and statutory requirements. The Company Secretary is viewed as a core governance professional with responsibility for the organisations corporate governance.
The role is supported by a number of other personnel and functions within the organisation, including the Chief Executives’ Office, the Finance Department and the Legal Department, where the function will reside.
Duties, such as completion of the annual return, filings in the CRO, record keeping, administration of the company secretarial software will be supported by the Finance Department.
As outlined above, the role will sit within the Legal Department, where the legal team provides interdisciplinary legal support for Clúid Housing in the areas of real estate, construction, planning and financial services in relation to the acquisition, funding and management of social housing properties alongside general advice and support to the business on legal issues relating to corporate and charity law. The Legal Department also supports the business in navigating the legal requirements of various Government initiatives, social housing policy & and legislation.
The Legal Department is led by the Head of Legal reporting to the CEO. The department is made up of 5 solicitors, legal executive and legal secretary.
Role Overview: The role will require the candidate to provide wide ranging advice and support to the Board, oversee administrative duties and act as a key relationship manager between senior management and the Board. The role will also focus on developing and managing strategies to ensure compliance with all legal and statutory requirements.
There are 6 board meetings a year. Meetings are held virtually (during COVID-19) or physically on-site at Clúid’s head office, 159-161 Upper Sheriff Street, Dublin 1.
General Co Sec duties
- Advising the Board of its corporate compliance obligations and arranging for the preparation and filing of statutory forms at the Companies Registration Office.
- Ensuring the Board is fully aware of its obligations to the relevant regulators (Housing, Property and Charity) including the regulatory returns, and all applicable statutory and voluntary codes of practice of both the Housing Regulator, Property Regulator and the Charities Regulator.
- Managing the completion of the regulatory returns to the Housing Regulator and the Charities Regulator.
- Ensuring the preparation and filing of signed annual financial statements.
- Keeping the Board informed of new legislation and how it applies to them (supported by the Legal Department).
- Drafting of minutes and resolutions in respect of AGMs and board meetings.
- Preparing documentation for various statutory changes, such as amendments to memoranda and articles of association.
- Attending board meetings and sub-committee meetings (as required), updating the company secretarial database, ensuring that meetings are run in accordance with Clúid’s Memo & Arts (the Executive Assistant will continue to do minute taking).
- Maintaining company secretarial records to include updating Minute Books and Statutory Registers and other registers.
- Dealing with queries and requests, on a day to day basis, from the business, auditors, internal staff and external stakeholders.
- Preparation of the Governance Section in Clúid’s Annual Report.
Governance and Compliance
- Responsibility for developing and implementing processes to promote and sustain good corporate governance.
- Reviewing the company’s governance processes to ensure these remain fit for purpose and consider any improvements or initiatives that could strengthen governance.
- Ensuring that the Governance framework and any supporting policies and procedures are clearly documented.
- Assisting the Board and its sub-committees to function effectively and in accordance with their terms of reference and best practice by proactively managing the agenda.
- Ensuring the presentation of high quality, accurate and up-to-date information in advance of meetings to enhance the capability of the Board for good decision making.
- Focusing upon Board effectiveness, its’ Governance and develop the manner and methods by which both matters can be assisted by the Company Secretary.
- Undertaking follow up Post meeting, actively managing required actions and reporting upon matters arising.
- Assisting the Chair with induction and training of new directors, assisting the Chair in developing tailored induction plans in tandem with best practice governance requirements and arranging training so that Board members can effectively carry out their role.
- Building and maintaining effective working relationships with all Board members, CEO and the Executive Team in Clúid, offering impartial advice and information, acting in the best interests of the Association.
- Acting as an interface between the Board, CEO and the Executive Team with a key role in communicating the expectations of all parties and appreciation of the value brought by the Board.
- Maintaining an awareness of legal developments affecting social and affordable housing and ensure that they are communicated to the Board as necessary.
- Achieve standards of the highest integrity and have a sound understanding of issues of probity.
- Ability to maintain discretion, retain confidentiality and manage priorities
- Attend / request training appropriate to the role.
- Ensure all Board activity is aligned to Clúid’s values and contributes to the mission of supporting the development of thriving communities.
- Adhere to all Clúid policies and procedures at all times.
- Exercise discretion and act with integrity at all times in a highly organised manner.
- Communication & Influencing
- Business Acumen
- Educated to third level
- Professional qualification - e.g. a qualified solicitor holding a practicing certificate - desirable
- Membership of the ICSA
- Willingness to undertake professional development
Knowledge / Skills
- Sound technical knowledge and practical experience of compliance and governance
- Strength of character, integrity and professionalism with a constant awareness of the need to exercise discretion and tact in all aspects of the role
- Excellent drafting skills and attention to detail
- Strong organisational and time management skills
- Excellent written and oral communication skills
- Strong negotiation skills and ability to create and maintain strong and effective working relationships will be key to this role
- Minimum two years’ experience in a similar role (Company Secretary or Regulatory & Governance Compliance)
- Proven background in advising in regulatory, legislative, corporate governance at a senior level
- Experience working for a charity/not-for-profit organisation - desirable
The closing date for applications to be returned for this role is Sunday 7th March 2021 at 23.59hrs
It is anticipated that Interviews for the position will be held on week beginning 15th March 2021
(Please note the application form requires the completion of 3 competency-based questions, advice on how best to answer these questions can be found here)
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