Company Secretary Administrator

Job Purpose The CRC Company Secretary Administrator is the person appointed by the CRC to carry out the administration duties and functions as outlined below and as delegated by the company secretary. The company secretary acts in accordance with the directors’ instructions and their main functions are normally to oversee the company’s day to day administration and to ensure specifically that the company complies with the law and observes its own regulations. This administration post will also provide wider admin support as required by the Company Secretary, e.g. Lean transformation project support.

Organisational Context The CRC is a registered charity and a Section 38 Agency under the Health Act 2004. In existence for over 70 years the CRC is recognised amongst peers and funders as one of Ireland’s leading disability organisations supporting children and adults with disabilities. The CRC is one of the largest organisations in Ireland dedicated to the achievements, wellbeing and health of people with physical disabilities.

Key Responsibilities 1. Administration and compliance • Maintaining the register of any members, the register of trustees / directors and secretaries, the register of trustees’ and secretary’s interests; • Being familiar with the CRC’s governing document, the legal responsibilities of the CRC under the Charities Act 2009 and the CRC’s internal governance rules; • Helping to ensure that CRC trustees file all relevant statutory returns and information with the Charities Regulator (e.g. annual reports, changes to the charity’s details and/or trustees’ details); • Ensuring that the board of CRC are aware of the requirements to comply with the relevant codes such as the charity’s Code of Conduct for Charity Trustees and the Charities Governance Code; • Ensuring that decisions and actions of the board are accurately recorded and implemented; • Tracking progress with the CRC risk register/ business plan/ strategic plan and making sure any correspondence for the CRC trustees is brought to the attention of the board. • Ensuring compliance with the Charities Governance Code • Responsible for submission of all regulatory filings, including changes in directors and Annual Return and Compliance Declaration within deadline to regulator. • Completion of the Charities Regulator’s Annual Compliance Declaration, including confirmation with various departments of the evidence to support the statements of compliance. • Support in preparing and submitting any changes to the Constitution of the Company. • Classification of the Charity and annual review to ensure classification is appropriate. • Co-ordinate the submission of the Annual Return for two CRC Schools and any changes in directors. • Administrative lead and support to ensure compliance with the obligations outlined by relevant voluntary codes including Statement of Guiding Principles for Fundraising, Code of Practice for the Governance of State Bodies and the Charities Governance Code etc. • Prepare and circulate a questionnaire for the annual board and committee evaluations. • Assist in coordination of external board evaluation every three years. • Ensure a Governance Handbook is drafted and updated regularly and provided to all directors. • Maintenance of annual compliance calendar of all events requiring approval / noting/filing. • Responsible for ensuring the following annual declarations are signed and received from the board: Audit confirmations for each director; Charities Governance Code confirmation; Code of Ethics Declaration; Conflicts of Interests Declaration; Directors

Duties under Companies Acts Declaration • Ensure the Procedures manual is updated regularly. • Assist to ensure timely review of all relevant board policies and update the register of policies as required.

• Other admin duties as may be assigned, e.g. support Lean transformation project. 2. Preparing for meetings • Making sure the timetable of board meetings for the year ahead is agreed (up to 8 board meetings annually, and up to 28 additional meetings for current board subgroups/committees); • Sending out notification of board meetings to board members (and others where applicable); • Working with the Chairperson of the board to set each board meeting agenda, including the management of any agenda items received from the CEO and/or other board members; • Circulation of board papers/pack at least seven days in advance of meetings; • Dealing with any issues board members have regarding board papers/pack; • Checking that a quorum is present (and that it is present throughout the meeting if required) and being aware of any proxy voting arrangements if allowed by the CRC’s governing document; • Ensuring the venue/room is prepared appropriately for the meeting. • This role will be key support in setting up and running any Annual General Meeting (AGM) or Extraordinary General Meetings (EGMs) where required. 3. Taking meeting minutes • Taking the minutes at board meetings and maintaining the records of all meeting minutes; • Keeping a record of all issues discussed, decisions taken and any actions required to implement a decision; • Working closely with the Chairperson to ensure that the draft minutes are accurate; • Issuing draft minutes to the board for consideration after board meetings and dealingwith any subsequent requests for corrections to be made before they are formally approved; • Ensuring that minutes are stored safely and are accessible by the Chairperson of the board and any other charity trustee if required. 4. Board recruitment, Induction & Training • Assisting with new board member recruitment • Assisting with induction of new directors on governance matters • Training on Decision Time, the board portal 5. Assist the nominated accountable Company Secretary (e.g. Head of Finance) postholder with the following: • Submission of all statutory filings to the Companies Registration Office, including Annual Return and Financial Statements, changes in directors and any other filings as may be required from time to time. • Submission of the Annual Report to the Revenue Commissioners on an annual basis. • Administrative support in the submission of applications for various awards including the Good Governance Awards, Charities Institute Awards, etc.

Essential Criteria Knowledge/Experience • Company secretary qualification or in the alternative, a graduate with business, legal or compliance qualification and appropriate company secretarial experience is desirable. • A minimum of 5 years experience providing administration support at a senior organisational level. • Highly organised and professional with proven ability to self-direct and prioritise to meet strict deadlines. • Demonstrates discretion with ability to manage and maintain sensitive and confidential information, ensuring it is handled securely and in compliance with the organisations policies and procedures. • Excellent communication skills, written and verbal. • Genuine interest in and good understanding of corporate governance principles and practices. • Proficient in Microsoft Office suite, Teams, Sharepoint. • Training on Decision Time (board portal) will be provided if necessary.

Skills/Competencies Technical & Professional Expertise Has a command over the technical/ professional skills and knowledge required within the company secretary administrator role and continues to upskill to maintain high professional standards and commitment to continuous professional development requirements. Communication & Interpersonal Skills Speaks and writes clearly, fluently and effectively to both individuals and groups.

Building & Maintaining Relationships Builds and maintains relationships with a network of people. Recognises the two way nature of relationships and works to develop mutually beneficial partnerships. Interacts with others in a manner that builds respect and fosters trust.

Results Driven & Accountable Focuses on delivering results; always concerned with achieving or surpassing goals and/or recognised standards of performance. Commitment to Quality and Risk Management

The ability to focus on understanding stakeholder’s needs and expectations and to respond effectively and efficiently to them. Has a good knowledge of and is committed to offer a quality service through the achievement of goals, accreditation standards, other organisation/department standards and risk management frameworks and guidelines. Salary: €49,702 - €59,457 per year