Company Secretarial Duties
Based on our experience, charities often hire the CEO and other senior managers. They do this before bringing on any administration staff. This can mean that senior staff get caught up in everyday administration duties. These tasks are integral to the charity’s success but are below their pay grade. Administration tasks prevent senior staff from ensuring that funding and other financial necessities are set in motion. These steps are integral to the charity’s overall success.
What administration staff can Stuart Davis Consulting provide.
We can provide office managers, executive assistants, and personal assistants. Though please note that all our staff work remotely.
How is this possible if your staff work remotely.
Following the pandemic, it has been seen that many roles can be carried out remotely. This is especially true for administrative roles. In our experience, a charity rarely has a permanent office when they first approach us. We can carry out office management duties remotely while they hire a permanent administration person and find an office space.
How will we know how much time on a day to day basis and overall that we will need your administration support for.
We usually work with a charity for about a month. Then, we identify and recommend the administrative support it needs. The amount of time daily depends on each individual charity’s needs. Once we have recommended that a charity hires an administrative person, we advise the charity to employ this person urgently. Our administration support is temporary until the permanent member of staff is hired. We can also provide a job description for the role and be part of the interview process.
Will I be able to dictate the times that the admin person works.
We try to be as accommodating as possible and will discuss the options with you. However, you may have to adjust around an existing timetable of duties. However, wherever possible we will allocate the staff member to the time you need them.
The following is a short list of examples of the services we can provide:
- Providing PA support to the CEO/COO.
- Diary management and meeting organisation.
- Managing the company email inboxes, answering/forwarding/filing/deleting as applicable.
- Keep up with regulatory filings and other compliance matters. This involves HMRC, Companies House, the Charity Commission, the ICO, etc.
- Liaising with the Board for administrative purposes. This includes taking, circulating, and filing board meeting minutes.
- Finding an external travel provider and then liaising with them to arrange travel for staff.
- Finding an insurance broker and liaising with them to arrange suitable company insurance which can include, but is not limited to – travel, employer’s liability and trustees’ indemnity insurance and then continuing to liaise with the broker to maintain adequate business insurance.
- Ensuring the payroll deadline is met each month, while administering payroll and pension changes.
- Planning new staff inductions and onboarding them.
- Maintaining HSE procedures and appropriate records.
- Maintaining procurement records, processing supplier invoices and credit card reconciliations.
