The Role of Company Secretary

Self-managing a block of flats requires efficient administration and adherence to legal requirements. One crucial role in this endeavour is that of the Company Secretary. In my blog, I will look at the Company Secretary's responsibilities for running the company, supporting the directors and handling the necessary paperwork at Companies House.

Responsibilities of the Company Secretary:

1. Compliance with Statutory Obligations: The Company Secretary is responsible for complying with statutory obligations imposed by company law and the relevant regulations. This includes maintaining accurate and up-to-date records, filing all of the necessary documents and submitting annual returns to Companies House.
2. Supporting the Directors: The Company Secretary plays a vital role in supporting the directors in their decision-making processes. They assist in organising board meetings, preparing agendas and ensuring that meetings are conducted according to the company's Articles of Association and legal requirements.
3. Maintaining Company Registers: The Company Secretary is responsible for maintaining various company registers, including the register of members, directors and secretaries as well as the register of charges. These registers should be regularly updated and made available for inspection when required.
4. Drafting and Filing Required Documentation: The Company Secretary prepares and files all of the necessary documentation with the Companies House. This includes annual accounts, confirmation statements and any changes to the company's registered office address, Directors or Company Secretary.

Paperwork to be dealt with at Companies House:

1. Annual Accounts: The Company Secretary plays a crucial role in preparing and filing the company's annual accounts. These accounts provide a financial snapshot of the company's performance and, legally, must be prepared by the applicable accounting standards.
2. Confirmation Statements: A confirmation statement, formerly known as an annual return, is a snapshot of general company information. This includes details of directors, shareholders and the registered office address. The Company Secretary ensures that this statement is filed with Companies House annually.
3. Changes to Company Details: The Company Secretary is responsible for notifying the Companies House of any changes to the company's registered office address, directors, or Company Secretary. This includes updating the relevant forms and submitting them within the required timeframe.
4. Register of People with Significant Control (PSC): The Company Secretary maintains the PSC register, which contains information about individuals or legal entities that have significant control or influence over the company. It is essential to keep this register accurate and up to date.
5. Filing of Resolutions and Company Returns: The Company Secretary has a role to ensure that resolutions passed by the company, and other company returns are filed with the Companies House within the statutory time limits. These may include resolutions for changes in share capital, alterations to the articles of association or special resolutions.

Conclusion:

In a self-managed block of flats, the Company Secretary's role is vital to make sure that statutory obligations are complied with. They have to support the directors and handle all of the necessary paperwork at Companies House. This ranges from maintaining company registers to filing annual accounts and confirmation statements. The Company Secretary plays a crucial role in the company's smooth running and legal compliance. By fulfilling their responsibilities effectively, the Company Secretary contributes to the overall success and governance of the self-managed block of flats.

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