Company Secretarial Assistant
Dentons is the world's largest law firm, delivering quality and value to clients around the globe. Dentons is a leader on the Acritas Global Elite Brand Index, a BTI Client Service 30 Award winner and recognized by prominent business and legal publications for its innovations in client service, including founding Nextlaw Labs and the Nextlaw Global Referral Network. Dentons' polycentric approach and world-class talent challenge the status quo to advance client interests in the communities in which we live and work. www.dentons.com.
Purpose of role
To contribute to the quality, efficiency and success of your work group by providing company secretarial and other administrative support to fee earners and to clients.
Maintain and update the central register of Dentons entities.
Prepare, organise and file at Companies House (if required) forms for changes to the Dentons entities, liaising with HR and others as necessary.
Maintain and update the firm’s records of company secretarial clients (including latest billing information) and maintain an effective filing system.
Add to, maintain and update the database of company secretarial clients (currently GEMS) and, if required, assist in the input of remaining/additional information onto the database.
Assist with the formation of shelf companies and prepare and register new shelf companies as required.
Maintain calendar/reminder system for dates of compulsory filings and take steps to ensure that deadlines are not missed and the clients informed in advance.
Prepare appropriate forms, and register them with Companies House (usually electronically), for changes to companies’ and officers’ details notified to job holder.
Update statutory books as appropriate (whether electronic or hard copy).
Sort and distribute Company Secretary post as appropriate, ensuring post requiring urgent attention is brought to the relevant person’s (client or partner) attention.
Answer company secretarial client queries as necessary, seeking guidance as required.
Draft simple board minutes and other company secretarial papers under close supervision.
Complete simple billing tasks under supervision and assist with the general billing of company secretarial matters as required.
Have or develop an understanding of basic company structure (eg directors/secretary/shareholdings/registered office/accounting reference period/shares) and the attendant routine Companies House filings and notification of changes.
Keep abreast of changes proposed or introduced by Companies House, bringing them to the team’s attention as required.
Develop a good knowledge of the company secretarial client base.
Deal with all the job holder’s secretarial requirements.
Keep abreast of the firm’s computer systems, particularly Microsoft Office 2010, Filesite, GEMS and Deltaview.
Consider ways of improving the method of working and the service to clients.
Any other tasks as allocated by your manager (or fee earners for whom company secretarial work is being undertaken) from time to time.
Required experience, skills and attributes
- Legal secretarial or administrative experience
- Excellent organisational skills
- Ability to work on own initiative, capable of organising and prioritising workload in order to met agreed timescales, taking responsibility for standard of work.
- A methodical and precise approach to work with excellent attention to detail.
- Good communication skills, confident and tactful and able to deal with clients and staff at all levels.
- A committed team player with a willingness to learn and contribute to the success of the team as a whole.
- Prior Company Secretary administration experience would be an advantage
We are a truly global law firm and as such, always welcome hearing from those with foreign language capabilities.
Diversity & Inclusion
Dentons is committed to providing equal opportunities for all and encouraging diversity. This is right for our staff and for our business.
Our promotion of diversity helps us achieve our aims: by creating and maintaining a firm-wide culture of inclusion, the unique talents and potential of all our workforce can be recognised, encouraged and supported.
Diversity and Inclusion are becoming increasingly important to our clients and many now seek appropriate assurance that we match their own corporate aspirations in this regard.
We are proud that in the Firm's most recent staff engagement survey 78% of respondents felt that we have an inclusive culture which respects individual differences and that everyone is given equal opportunities for career development.
Dentons is committed to providing equal opportunities for all. If, as a result of a disability, you believe that there are aspects of the recruitment process or job that you would find more difficult than a non-disabled person, please tell us as soon as possible. We will then be able to discuss with you any reasonable adjustments that could be made to the recruitment process or the job itself.