Private limited companies don’t have to appoint a company secretary by law, although if they wish to appoint a company secretary, they may do so. A public limited company has a legal obligation to have a company secretary. The company secretary typically takes on responsibility for all the administration of the business, so that the directors may concentrate on running the company.
It isn’t essential for a company secretary to be a director, but they will share some of the legal responsibilities of directors. However, responsibility for ensuring the correct administration is carried out, ultimately lies with the directors.
The role of company secretary may also be outsourced to a professional company which offers this service. This option provides reassurance that all legal requirements are complied with in a timely manner. The registered office is the address used for formal communications, and the company secretary is responsible for establishing the registered office and maintaining it. The company secretary also undertakes the responsibility of ensuring the business name is clearly displayed on all correspondence, the business premises, business website and is available if visitors wish to see it.
The arrangement and organisation of board meetings and the Annual General Meeting is the responsibility of the company secretary, in addition to keeping records of all meetings. In some cases, the company secretary will take on additional roles within the business, like dealing with payroll and PAYE, VAT and a number of other duties. Compliance and administration are the main roles of a company secretary, necessary for the success of the business.
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