Question

Write shorts answer to the following questions:
Why are the services of a secretary required for a Joint Stock Company.

Answer 1

The company secretary will take care of a number of administrative tasks, including:-

• Filing annual returns – A company secretary will take over this responsibility from the limited company director. This means they are responsible for the completion and timely submission of the company’s annual return and full accounts by the statutory deadline.
• Informing Companies House of changes – Should company details change - such as the name of the director, changes in shareholders or share capital, a change in registered office address, and any other important appointments – the company secretary is responsible for communicating these changes to Companies House in a timely manner. They should also ensure these changes are reflected in company communications with staff, customers, and shareholders where applicable.
• Updating the Company’s Statutory Books - any changes to the structure of the company need to be recorded in the company’s statutory registers, e.g. the Register of Directors and the Register of Members.
• Communication with shareholders – As previously mentioned, the company secretary acts as a link between shareholders and the company. This means that any important announcements should be officially communicated. The Secretary will also send out notices and liaise with shareholders regarding any shareholder meetings and the Annual General Meeting if the company chooses to hold one.
• Maintaining paperwork - A company secretary is responsible for the security and accuracy of important company documents, which include the certificate of incorporation, share certificates, and other important ones.
• Signing paperwork – The duty of signing legal documents on behalf of the company director may sometimes fall to the company secretary. This can be anything from signing cheques and bank documents to other vital documents.
• Compliance – The company secretary should take time to ensure the company remains compliant with legislation outlined in the Companies Act 2006 at all times.