Service/Department: Audit & Assurance
Sector: General Administrator - Part-time
To principally act as Company Secretary for Moore Stephens Audit and Assurance (Guernsey) Limited, Moore Stephens Audit and Assurance (Jersey) Limited and Moore Stephens Accounting and Taxation Services (Jersey) Limited, liaising with and supporting the Boards. To provide ad-hoc administrative duties where required.
Schedule quarterly board meetings with Board members so dates are locked in for the year in advance.
Communicate with board and committee members ahead of meetings to ascertain whether items are to be included in the main agenda or as part of any other business. Consider whether the matters are right for the forum in question and what documents (if any) should be presented for submission and consideration at the meeting.
Familiarity with Terms of Reference for Boards and committees to be able to draft and update them as may be required.
Manage the consolidation of relevant paperwork for Board and committee meetings into board packs, ensuring that all materials and reports are included and circulated to all parties ahead of any meeting with sufficient time for attendees to familiarise themselves with the content.
Draft and circulate meeting notices and agendas.
Record accurate minutes of quarterly (and ad-hoc) board and committee meetings for submission.
Identify action points and draw up related schedules, clearly identifying those tasked with responsibility for each point.
Be able to follow up and seek resolution from board and committee members as to the completion of action points within agreed delivery times. Where there are failings in delivery within agreed deadlines, be willing to press them for the reasons and ensure they are clearly identified, together with a new, achievable deadline.
Administrative Duties
To assist with arranging and diarising when requested travel bookings and event bookings, such as conferences.
Providing support to managers and directors as/when required.
To accept and perform client callbacks with clients who wish to settle invoices.
To assist with the onboarding process of new clients.
To request and collate Client Due Diligence (CDD) from clients on behalf of the teams.
To assist in the set-up of new clients and associated parties on our core system.
To add clients and associated parties to our client screening tool.
For existing clients, assist with the disengagement process (e.g., drafting letters of resignation, archiving documents for closed clients, completing the disengagement checklist, etc.).
Assist with professional clearance requests.
Debtor chasers.
Scanning, filing and forwarding on any post received.
Strong administrative experience;
Strong organisational skills;
CoSec experience preferred (not required)