September Dear Applicant. Company Secretarial Assistant

Transcription

1 September 2014 Dear Applicant Company Secretarial Assistant Thank you for your interest in the above role. Enclosed is the information you will need to assist you in completing your application. To apply for this role you must submit your current CV along with a supporting statement no longer than 2 sides of A4. It would also be helpful if you would complete the equal opportunities monitoring form. It is not mandatory to complete this, and the information is requested purely for equal opportunities monitoring purposes, in line with our commitment to equality and diversity. Applications should be ed to jobs@kctmo.org.uk or posted to the HR Team, Kensington & Chelsea TMO, The Hub, 292a Kensal Road London W10 5BE. We would suggest that you your applications to us wherever possible, to avoid delays. If you have any queries, please contact the HR team on or via jobs@kctmo.org.uk We look forward to hearing from you. Closing date: 15 th October 2014 Interviews & Testing: 21 st /22 nd October 2014 Yours sincerely Rachel Martinez Senior HR Administrator

2 Contents Page About Kensington & Chelsea TMO 3 Job description and person specification 4-8 Structure charts 9 Terms and conditions 10 Press advertisement 11 Further information about the KCTMO can be found at

3 About Kensington & Chelsea TMO The TMO was formed in 1996 when the Royal Borough's tenants and leaseholders voted to take over the management and improvement of their own homes. We were the first borough-wide tenant management organisation in the UK and the only tenant led ALMO - a not for profit company providing landlord services to almost 10,000 homes in Kensington and Chelsea. We employ about 200 staff in offices situated around the Borough and were awarded three stars excellent prospects by the Audit Commission in Over the last few years the TMO has undergone change in relation to its Constitution and Board, and more recently, in relation to the Executive Team. A new Chief Executive, Robert Black, joined the TMO in May Robert is committed to developing and continuously improving the TMO, in partnership with the TMO Board, residents, staff, the Royal Borough of Kensington and Chelsea (RBKC) and a range of external stakeholders to ensure that the TMO makes a real difference by providing excellent services and value for money. This is an exciting time to join the TMO and to help shape the organisation in its aim to become the best social housing landlord in London. Further information on the TMO can be found at

4 Job Description Job Title Company Secretarial Assistant Directorate / Department Reports to Chief Executive Office / Company Secretary s Team Head of Governance and Company Secretary Job Purpose - Support the Head of Governance and Company Secretary to deliver governance compliance services across the business. Salary 20,000 27,700 - Support the Head of Governance and Company Secretary in putting in place, monitoring and maintaining effective and up to date governance and compliance arrangements for KCTMO and Repairs Direct Ltd - Maintain and monitor efficient governance frameworks and systems for the KCTMO and Repairs Direct Ltd - Undertake tasks required to provide support to the Head of Governance and Company Secretary and Executive Team for the professional and managerial work for the team - To provide administrative support to the Company Secretariat Hours Location 36 hours 346 Kensington High St, London W14 8NS Responsibilities Statutory Compliance, Board, Committee and Executive Team Support - Providing support in ensuring the statutory compliance of the KCTMO and Repairs Direct with Companies House and legal requirements for companies - Supporting the administration of Board and Committee meetings and any Board related activities - Supporting the Head of Governance and Company Secretary for assessment, drafting and implementation of the annual Broad training review and plan - Following up on all the matters arising from the Board and

5 Committee meetings, ensuring that deadlines are met and information is presented at the relevant meetings - Review and escalating on reports to the Board Committee decisions and actions and monitoring that all actions are implemented within the agreed timeframe - Carrying out research work on various governance and legal matters and providing summaries and recommendations on the findings and drafting related reports - Carrying out benchmarking on various governance matters and writing reports on the same for use by the Board, Committees, Board working groups and Executive Team. - Analysing data about service activity in the Company Secretariat in order to help service outcomes, to include membership and board member activity analysis. - Regularly reviewing the effectiveness of existing governance frameworks and systems and recommending improvements to the Company Secretary where appropriate. Stakeholder relations and membership - Overseeing advice and information to residents and external agencies regarding the Resident Capacity Building, the Resident Board Member elections and Annual General Meetings. - Supporting the management, organisation and implementation of the annual Resident Board Member elections and Annual General Meetings. - Supporting the management, development and the successful implementation of the annual Resident Capacity Building Programme. - Advising on membership eligibility in line with the KCTMO Constitution. - Responsibility for Register of Members in accordance with the statute. Data Protection and Access to Information - Making first instance decisions on the application and eligibility of requests under the data protection laws. - Advising on data protection enquiries from staff, and freedom of information and subject access requests, in line with legal and

6 statutory provisions, and referring complex queries to the Company Secretary. - Assisting RBKC on freedom of information requests and subject access requests related to KCTMO and Repairs Direct. - Ensuring that adequate support, advice and training is provided to all KCTMO and Repairs Direct staff on data protection matters. Insurance and Audit - Overseeing and supporting use of the insurance policies of the KCTMO and Repairs Direct and referring complex queries to the Company Secretary. - Responsibility for referring insurance claims related to KCTMO and Repairs Direct including advising staff on policy matters and liaison with the insurance company. - Responsibility for ensuring that Directors and Officers Liability Insurance is maintained and updated as required. - liaising with legal representatives on insurance matters for KCTMO and Repairs Direct. - Monitoring compliance with all internal audit recommendations, advising on the deadlines and reporting on the same. Governance and other duties - Deputise for the Company Secretary in her absence. - Record governance expenditure and invoices received on the appropriate budget spread sheet and provide monthly monitoring and reports on the governance budget expenditure. - Attend evening and occasional weekend meetings. - Deputise for the Executive Office Manager and ensure the efficient running of the Chief Executive s Office in her absence. - To carry out any other appropriate tasks which may be allocated from time to time.

7 Person Specification Job Title: Company Secretarial Assistant Directorate / Department: Chief Executive Office / Company Secretary s Team Criteria Essential Desirable How identified* Experience and Knowledge Skills and Personal Qualities Minimum of one year company secretarial experience. Part-qualified or qualified ICSA member Excellent written and oral communications skills Proficient in Microsoft office (word, excel and powerpoint) Influencing skills Educated to degree level Legal or other relevant background The KCTMO Way Organisational Behaviours Listens to others seeks to listen first and question to gain clarity before acting. Plans and organises work plans effectively so exceeds targets and is selforganised. Shows integrity integrity is acting with honesty, openness and clarity, doing the right thing for the right reason, shows political awareness. Learns from mistakes seeks to learn from actions, using feedback to improve and shares learning with others. Problem solves drives for outcomes rather than focussing on problems, proactive to resolve issues and avoids escalation. Shows team working focus shows commitment to working with others and across teams to achieve Drives for results and commitments shows a strong commitment to making service improvements and a determination to achieve positive service outcomes for customers.

8 results together, respecting and valuing each other. Shows customer focus driven to provide excellence in service and seeks to meet the needs of customers, seeks to engage residents and involve them. * - Key A = Supporting Statement I = Interview T = Test

9 Organisation Structure Chief Executive Company Secretary Executive Director of People and Performance Executive Office Manager Executive Director of Operations Executive Director of Financial Services and ICT Performance Manager Director of Assets and Regeneration Head of Supported Housing Director of Housing Health, Safety and Facilities Manager Project Manager Head of Capital Investment Team Leader Supported Housing Head of Neighbourhood Management North Assistant Director of Financial Services Assistant Director of HR Head of Communications Head of Investment Strategy Head of Contract Management Head of Neighbourhood Management South Head of Customer Servicess Head of ICT Assistant Director of Home Ownership Resident Engagement Manager Environmental Services Manager Principal Project Accountant Policy and Improvement Manager

10 Terms and Conditions Salary You will be paid monthly - on the 15th of the month - and your pay is to be credited to your bank or building society. Hours A 36 hour week is worked, Monday Friday, but you will be expected to work the hours necessary to discharge the duties of the position. Annual leave Your annual leave is dependent upon your conditions of service and length of continuous service. The annual leave for this position is 26 days per annum and 28 days after 5 years service. Probation All employees have a standard probationary period of six months. Season Ticket Loan Interest-free season ticket loans are offered from six months service, which are paid back in monthly instalments through the payroll. Pension Scheme The TMO is an admitted member of the Local Government Pension Care Scheme. The scheme provides for an employee contribution of either 5.5% on annual salaries up to 13,500, 5.8% on annual salaries from 13,501-21,000, 6.5% on annual salaries from 21,001-34,000 or 6.8% on annual salaries from 34,001-43,000. An additional contribution is payable by the employer. Other benefits Access to a health scheme, modern working environment and a range of learning and development activities.

11 Advertisement Kensington and Chelsea TMO is the first borough-wide housing organisation to give residents a say in the management of their homes. With nearly 10,000 properties, and a clear commitment to improving our services, we are looking for talented people who share our vision for the future. Company Secretarial Assistant Salary 20,000-27,700 plus PRP Location: 346 Kensington High St, London W14 8NS Kensington and Chelsea TMO is the first borough-wide housing organisation to give residents a say in the management of their homes. With nearly 10,000 properties, and a clear commitment to improving our services, we are looking for talented people who share our vision for the future. We are currently looking for a Company Secretarial Assistant to assist our Head of Governance & Company Secretary. Your key responsibility will be to assist in the delivery of governance compliance services across the business. You will also provide administrative support to the Company Secretariat and support our Board and committee meetings. As the successful candidate you will have previous company secretarial experience and ideally be from a legal or similar background. With excellent communication skills you will be proficient in Microsoft Office, Word, Excel and Powerpoint. As an analytical thinker with excellent problem solving skills, you will be able to plan and organise work effectively whilst illustrating your customer service focus working with internal and external stakeholders. In return we offer excellent training opportunities, membership of the local government pension scheme and season ticket loan (after a qualifying period). For information pack please log on to our website and click on jobs. Closing date: 15 th October 2014 Interviews & Testing: 21 st /22 nd October 2014 The TMO is an equal opportunities employer No Agencies Please 11