Company Secretarial Administrator

About Withersworldwide

A law firm focused on people and collaboration. For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives. We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes. Many of our clients are shaping the future and creating solutions to tackle many of the world's problems.  It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future. To meet their unique needs we are exceptionally collaborative, working together across teams and time zones. We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first. Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

What are we looking for?

We are looking for an efficient and methodical individual to provide administrative support to our Company Secretarial team.  This role would suit an enthusiastic and pro-active person with a positive can-do attitude who will ideally be educated to A level standard (or equivalent) and preferably have an interest in this field 

This is an interesting and exciting opportunity for an administrator who is passionate about inspiring confidence and building relationships with colleagues and clients.  Similar experience in a legal environment would be ideal, along with advanced IT skills

Skills and attributes

• Good written and verbal communication skills
• The ability to manage self and prioritise workload effectively, with the ability to multi-task
• Organised and accurate with a high level of attention to details
• Flexible attitude, enthusiastic and self-motivated
• Commitment to supporting others
• Ability to use own initiative
• Excellent timekeeping
• Good work ethic

Areas of focus and responsibilities:

• Blueprint/Diligent Entities
  • Adding companies as Other Entities
  • Adding Individuals
  • Updating Compliance details
  • Running comparison reports
  • Running company profiles
  • Running statutory registers
• Internal Accounting Processes
  • Allocating the monthly Companies House service statement
  • Allocating the monthly HSBC card outgoings
  • Using ChromeRiver to claim back expenses for Fee Earners
  • Completing takeover forms, payment slips, and cheque requests
  • Assist with the internal monthly billing process including: producing billing guides, pro-forma draft bills, bill letters, transferring time to another file, excluding time, writing off and writing down time and disbursements using Elite 3E
  • Distributing annual bills to clients
  • Updating our internal CoSec master billing spreadsheet with up-to-date billing details for each client (invoice date, invoice number, billing period, where and to whom the bills should be sent, date sent,)
  • Answering billing queries from clients
• Client/matter inception/close down work
  • Assist with client file opening and related matters (conflict checks, completing and sending relevant ID to Conflict and Records for both companies and directors)
  • Data entry using InterAction/ updating change in client details
  • Drafting engagement letters for various services including: Company Secretarial, Company Secretarial plus Charities, Registered Office, and Process Agent
  • Completing take-on and close-down forms to ensure all internal procedures are completed before first/final bill
• Team Support
  • Book meeting rooms
  • Photocopy, scan and print documents using the photocopiers
  • Using iManage (DeskSite and FileSite) to both locate e-files and ensure that they are up to date
  • Renaming and filing documents received in bulk from clients via hard copy or email attachments
  • Cancelling share certificates
  • Dating stock transfer forms
  • Updating our current client list on a monthly basis (distributed to our reception team)
• Client work
  • Creating and distributing Company Statutory Books (downloading registers and company profile, saving, creating binder using PdfDocs)
  • Creating and editing share certificates
  • Reviewing the daily post received and separating it into send, destroy, scan or post on
  • Distributing correspondence to clients directly
  • Filing hard copy documents with Companies House
  • Monitoring document filings at Companies House and rejections
  • Producing company searches/packs for both domestic and international companies.

Key skills and experience

• Passionate and enthusiastic about providing exceptional client service
• Excellent communication skills and high levels of interpersonal skills
• The ability to stay calm under pressure
• The integrity to handle highly confidential information appropriately
• Have the ability to use your initiative to adapt, and think laterally
• Enjoy being a team player, with a flexible and can-do attitude and approach
• Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure
• Technically competent in Word, PowerPoint and Excel
• The ability to pick up IT packages quickly (eg Blueprint, pdfDocs, company searches etc)
• High level of inter-personal skills to facilitate communication in person, by email and telephone with professionalism and diplomacy.
• Hardworking,  enthusiastic and inquisitive
• Minimum 5 GCSEs to include both Maths and English  although A levels are preferred

The Essentials

• 9.30 – 5.30pm
• 12 week probation period
• 4 week notice period
• Benefit package including pension, private medical, Denplan, season ticket loan, subsidised gym memberships, lifestyle discount scheme, on site café plus more

Information for Recruitment Agencies

We endeavour to recruit and fill vacancies directly.  However, when we do need to engage with agencies, we operate a preferred supplier list ('PSL') and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is our policy to provide equal opportunities for all employees/prospective employees in relation to recruitment, training and promotion.  Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.