Job Overview

Job Title: Company Secretarial Administrator

Contract: Permanent (Full-time)

Salary: £40,000 - £50,000

Location: London, BMA House (Hybrid)

Who We Are:

Are you ready to make a real impact in the world of healthcare knowledge? At BMJ, we’re on a mission to create a healthier world by publishing The BMJ—one of the most influential medical journals—along with over 70 specialty journals. But we’re more than just a publisher—we’re a global community of people dedicated to supporting health professionals and driving positive change in healthcare.

We’re looking for a Company Secretarial Administrator who’s ready to help us do even more! If you're someone who loves organising, thrives on keeping things running smoothly, and is excited about supporting senior leaders, this could be the perfect role for you.

Job Purpose

This role will provide company secretarial and administrative support to the Company Secretary and Legal team.  This will include a range of governance based activities, as well as providing administrative support to the Non-executive Board Directors (NEDs), including the Chair of the Board and to the Executive Board Directors (CEO and CFO). The role will also support the governance and management of the Group Leadership Team quarterly meetings.

Responsibilities

The main duties of the Company Secretarial Administrator will involve but are not limited to:

Support the Company Secretary and Legal Team for BMJ Group’s UK and international operations, including:

• Corporate Governance: Manage the Group’s corporate calendar, coordinate board and committee meetings, and prepare and distribute papers via Diligent Boards. Minute key meetings and maintain up-to-date internal company records, including directors’ terms and interests.

• Statutory Compliance: Handle filings with UK Companies House and equivalent overseas registries, such as annual reports and director changes.

• Stakeholder Support: Act as the first point of contact for non-executive directors (NEDs) and Board Committee members, managing queries and providing diary, travel, and expense support for NEDs and Executive Board Directors (CEO and CFO).

• Executive Support: Manage diaries, schedule meetings, arrange travel and accommodations, and process expenses for NEDs and executive directors.

• Legal Administration: Manage legal queries, allocate work, and oversee compliance tasks such as practising certificate renewals, due diligence forms, and document execution.

• External Liaison: Coordinate with external suppliers and partners, including legal consultants, external lawyers, trademark agents, and service providers such as Diligent, DocuSign, and Salesforce.

• General Administration: Organise internal and external meetings, book rooms and catering, format and manage documentation, prepare letters, reports, spreadsheets, presentations, and agendas, and process invoices.

Skills & Experience Required

• Proven track record in supporting boards and committees with precise minute-taking, action management, and agenda coordination, emphasizing accuracy and attention to detail.

• Adept at handling sensitive and confidential matters with utmost discretion.

• Experience in Company Secretary and Governance roles, with knowledge of corporate legal processes.

• Skilled in managing diverse tasks, including complex scheduling, agenda preparation, and maintaining critical corporate records.

•  Effective in prioritising and adapting to dynamic business needs, excelling under pressure to meet tight deadlines.

• Exceptional written and verbal communication skills, enabling confident engagement with stakeholders at all levels, from Board members to external partners.

• Proficient in a variety of software tools, including Microsoft Office, Google Suite, Adobe, DocuSign, Salesforce Case Management, and governance management platforms.

Submit your applications by Tuesday 7th January 2025 to be considered for this exciting opportunity. We look forward to receiving your application. 

Why work for us

Help us create a healthier world. We are a global healthcare knowledge provider. We publish The BMJ, one of the world’s most impactful medical journals and over 70 influential speciality journals. We offer digital tools to help health professionals worldwide tackle critical healthcare challenges. Find out more about us here.

Flexible Work and Workplace Perks

• Flexible work available to all employees: Remote first; Core hours; 9-day fortnight

• Discounted onsite gym and fitness classes 

Generous benefits

• Generous double-matching employer pension contribution, up to 12%

• Discounted dental and travel insurance

• Seven x salary life assurance cover and a generous income protection package

• Discounted gym membership, cycle-to-work and season ticket loan

• Discounts for retail and leisure products through yourReward 

Work-life balance and wellbeing

• Twenty-five days holiday + bank holidays + a BMJ Day off.

• Additional holiday through long service; buy up to 5 additional days 

• Leave for moving house, volunteering or getting married

• Concierge service Seniorcare by Lottie

Equity, Diversity and Inclusion

• Equity, Diversity and Inclusion are not buzzwords to us, but fundamental company priorities

• We believe that a diverse workforce brings unique strengths and insights, enabling us to better serve our customers and drive positive change in our industry. 

• If you are from an under-represented or historically marginalised community, we are particularly interested in hearing from you. 

• Join our employee-led networks focusing on Gender, Race and Cultural Diversity, Sexual Orientation, Mental Health and Well-being, Parents and Carers and Age.

• Disability Confident Committed employer

Learning & Development

• Personal development plan 

• Mentoring scheme

• Career Coaching

• Opportunities to pursue professional development

• Strengths-based development