Company Secretariat

Tender description

The Service Provider will have a key role to play in ensuring that board procedures are both followed and regularly reviewed. The Chair Person and the Board will look to the Service Provider for guidance on what their responsibilities are under the rules and regulations to which they are subject and on how these responsibilities should be discharged. All Directors should have access to the advice and services of the Service Provider and should recognise that the Chair Person is entitled to strong support from the Service Provider in ensuring the effective functioning of the board. Anticipated Duties The appointed representative of the Service Provider will be an officer of NEP and will be expected to undertake the following duties: • Maintaining the company’s statutory registers including: o Present and past directors and secretaries o Shareholders – Past and Present and their shareholdings o Charges on the company’s assets o Minutes of general meetings and board meetings • Filing the following documents: o Annual returns at Companies House o Directors reports and auditors reports o Financial statements including company’s assets and liabilities • Arranging meetings of directors and the shareholders including: o Issuing of proper notices o Preparation of agendas o Circulation of Relevant papers o Taking and producing minutes to record the business transacted and the decisions taken • Informing Companies House of any significant changes in the structure or management, for example the appointment or resignation of directors • Establishing and maintaining NEP’s registered office as the address for all formal communications and ensuring the following documentation carries all the correct information: o Stationery o Website o E mail accounts o Order forms o Frameworks o All Contracts • Ensuring all NEP’s legal documents are kept secure • Establishing and maintaining NEP’s policy on filing and retention of documentation • Administer the following: o Company Insurance o Company Pension Scheme o Compliance with Data Protection and Health and Safety requirements o Intellectual property • Advising directors on their duties, and ensuring that they comply with corporate legislation and the Articles of Association of the company