Company Secretarial Assistant

Job title – Company Secretarial Assistant

Salary – Circa £45K + TfL benefits

Band- 2 

Contract Type – TfL Permanent
Location – Palestra, minimum 3 days office based

Hybrid working arrangements can evolve subject to business requirements.

Job Purpose

The Job Holder will work alongside the Company Secretary Manager to ensure that TfL and its subsidiary companies, and the Greater London Authority (GLA) and its subsidiary companies, meet their compliance and governance obligations in accordance with the Companies Act 2006. 

The Job Holder will lead administrative processes for the timely execution of documents by Transport for London (TfL) and its subsidiaries.

The Job Holder will be a member of General Counsel who is required to adopt a pro-active and flexible approach to supporting the business in complying with the requirements of good corporate governance.

Key Accountabilities

• The Job Holder will work with the Company Secretary Manager to provide company secretarial advice and services to TfL and GLA subsidiary companies.
• Lead the administrative process for the execution of deeds by company seal and power of attorney for TfL and its subsidiaries, ensuring that documents are processed in an accurate and timely manner in compliance with legal requirements.
• Ensure effective filing, record keeping and administration within the company secretarial team e.g. organisation of sealing cabinet, deposit box and collection tray, SharePoint, web and intranet sites.
• Ensure that company seals, files and records are well-maintained.
• Ensure policies, procedures and guidance on deed execution and sealing are kept up-to-date and well-communicated to internal and external stakeholders and respond to queries received.
• Liaise with and advise TfL Legal and Chief Officers as required to ensure timely resolution to issues, particularly through the routing process.
• Any other tasks as delegated by the Company Secretary Manager, Director of Legal, or General Counsel including providing cover for the Company Secretary Manager in their absence.

Skills, Knowledge & Experience  

Skills

• Excellent organisational and administrative skills
• Excellent verbal and written communication skills, including the ability to draft clear, concise and well-structured documents and emails
• Excellent IT skills (including proficient use of Microsoft Office applications)
• The ability to explain the requirements of policies and procedures at all levels (up to and including senior managers).

Knowledge

• The principles of good governance and record keeping in accordance with the filing of company accounts
• Relevant legislation such as the Companies Act 2006
• TfL's organisational and functional structure, including its various directorates, and subsidiary companies,

Experience

• Using Microsoft applications including Outlook, SharePoint, Word, Excel and PowerPoint.
• Setting and adjusting to multiple priorities in a dynamic environment, with minimal supervision.
• Working within a team and building positive relationships and team dynamics.
• Additional experience of record keeping and filing in a company secretarial environment e.g. with Companies House and in company secretarial software; and processing requests for information and guidance within a corporate governance, company secretarial or secretariat environment would be an advantage.

Equality, diversity and inclusion

We are committed to equality, diversity and inclusion. We want to represent the city we serve, which will help us become a more innovative and efficient organisation. Our goal is to make our recruitment as inclusive as possible. We are a disability confident employer who guarantee an interview to any disabled candidate who meets all of the essential criteria. We also use anonymising software that removes identifying information from CVs and cover letters to make the process fair.

Application Process 

• Please apply using your CV and a one-page covering letter. PDF format preferred and do not include any photographs or images
• Think carefully about the skills, knowledge and experience in the advert and cover this in your CV and cover letter

The closing date for applications is Sunday 15th June 2025 @ 23:59

Benefits 

In return for your commitment and expertise, you will enjoy excellent benefits and scope to grow.  Rewards vary according to the business area but mostly include:

•    Final salary pension scheme 
•    Free travel for you on the TfL network 
•    Reimbursement of 75% of the cost of a standard class Ticket for National Rail travel from home or 75% reimbursement on a 28-day flexi ticket
•    30 days annual leave plus public and bank holidays 
•    TfL is committed to work-life balance, operating a hybrid working approach where business and role requirements allow.
•    Private healthcare discounted scheme (optional) 
•    Tax-efficient cycle-to-work programme
•    Retail, health, leisure and travel offers 
•    Discounted Eurostar travel