What Is a Company Secretarial Job—and Why Should Your Accountant Handle It?

When most people hear the term company secretary, they often imagine someone answering phones or managing diaries. But in the business world, a company secretarial job is far more strategic, and legally critical. It’s a role that sits at the heart of a company’s compliance with corporate governance and legal obligations. If you’re a director, especially of a small limited company, it’s vital to understand what this function involves, and why your accountant is the perfect person to manage it for you.

What Is a Company Secretarial Role?

The company secretarial role doesn’t always require a formal “Company Secretary” title, especially for private limited companies, where appointing one isn’t mandatory. But the duties remain essential. At its core, this role involves:

• Maintaining statutory registers (such as the register of directors, shareholders, and people with significant control)

• Filing annual confirmation statements with Companies House

• Recording and updating changes to company details (like shareholdings, company address, or officer appointments)

• Documenting and issuing dividends with the correct board meeting minutes and vouchers

• Ensuring Companies House filings are accurate and on time

• Providing official documentation if the company is subject to due diligence or an audit

Why Is It So Important?

Failing to keep your company records up to date can result in fines, rejected filings, or, worse, being struck off the register entirely. But beyond legal compliance, good company secretarial practices provide a clear paper trail that protects directors and shareholders if disputes arise or HMRC queries your dividend distributions.

Take dividends, for example:

Issuing dividends isn’t as simple as transferring money. To stay legal (and tax-efficient), you must declare the dividend properly with:

• Board meeting minutes

• A dividend voucher for each shareholder

• Evidence that the company has sufficient post-tax profit

Skipping these steps could mean your payments are reclassified as salary or loans, triggering tax complications you could have easily avoided.

Why Your Accountant Is Best Placed to Help

Most accountants already work closely with your company’s financials, tax affairs, and structure. This gives them a unique advantage in handling your company secretarial responsibilities:

• They understand how decisions (like paying dividends or adding shareholders) impact your tax and financial position

• They can manage filings and documentation as part of their routine work, saving you the hassle and risk of getting it wrong

• They spot compliance issues early, such as an outdated register of shareholders or missing dividend paperwork

• They can offer proactive advice, like whether a share restructure is a good idea or how to update your company articles if your circumstances change

Common Secretarial Tasks Your Accountant Can Handle for You

Peace of Mind—and Better Records

When your accountant manages your company secretarial duties, you get more than compliance, you get confidence. You know your records are accurate, your dividends are properly documented, and your business is on the right side of the law.

In today’s regulatory environment, keeping your house in order isn’t optional. It’s essential. So if you’re still managing your company registers with a spreadsheet (or not at all), it’s time to hand the reins to someone who knows what they’re doing.

Need help keeping your company on track?

Ask us today about our company secretarial service, it’s one of the smartest business decisions you’ll make this year.