Hiring and Sponsoring Company secretaries and administrators (SOC Code 4214)

Company Secretaries and Administrators (SOC Code 4214)

Company secretaries and administrators play a crucial role in the administrative framework of an organization, managing essential tasks that support operations and communication. They are responsible for a variety of administrative duties, which include:

• Correspondence Management:  
• • Opens, sorts, distributes, and files both hard copy and electronic correspondence. 
  • Utilizes appropriate software to produce various documents from drafts, handwritten notes, or by transcribing dictation.
• Document Handling:  
• • Deals directly with routine correspondence, ensuring timely responses. 
  • Files and retrieves documents, maintains organized filing systems, and reproduces copies of documentation as required.
• Scheduling and Arrangements:  
• • Keeps appointments diary, makes travel arrangements, and organizes conferences and other functions. 
  • Arranges meetings, circulates agendas and related documents, attends meetings, and prepares minutes.
• Communication and Reception:  
• • Answers, screens, handles, and directs telephone requests and inquiries, taking messages as necessary. 
  • Undertakes reception responsibilities by greeting visitors and arranging refreshments.
• Office Supplies Management:  
• • Ensures that office supplies such as stationery and equipment are adequately maintained.

With the increasing complexity of administrative tasks in modern organizations, the demand for skilled company secretaries and administrators is on the rise. This guide aims to assist HR professionals in navigating the hiring and sponsorship process for these vital roles under the UK’s immigration system.

What is SOC Code 3411 for Company secretaries and administrators?

SOC Code 4214 refers to company secretaries and administrators who play a vital role in ensuring the smooth operation of an organization. Their responsibilities can include:

• Managing correspondence: Opening, sorting, distributing, and filing both hard copy and electronic correspondence.
• Document preparation: Using appropriate software to produce correspondence, memoranda, reports, presentations, and other documents from drafts or transcribing dictation.
• Routine correspondence handling: Dealing directly with incoming routine correspondence.
• Filing and document management: Setting up and maintaining filing systems, retrieving documents, and reproducing copies of documentation as needed.
• Diary management: Keeping appointments diaries, making travel arrangements, and scheduling conferences and other functions.
• Meeting coordination: Arranging meetings, circulating agendas and other meeting documents, attending meetings, and taking and preparing minutes.
• Telephonic communication: Answering, screening, handling, and directing telephone requests and inquiries, taking messages, and forwarding them to the appropriate staff member.
• Reception duties: Greeting visitors, arranging refreshments, and overseeing reception responsibilities.
• Office supply management: Ensuring that office supplies, such as stationery and equipment, are maintained.

Company secretaries and administrators are essential in maintaining organizational efficiency and facilitating effective communication within an organization.

Eligibility to Hire Company secretaries and administrators (SOC Code 3411)

1. Job Requirements

Company secretaries and administrators must possess a diverse set of skills and qualifications to effectively support organizational operations. Candidates seeking a position in this role should meet the following criteria:

• Communication Skills: Strong ability to draft, edit, and produce clear and concise correspondence and reports, using appropriate software.
• Experience with Correspondence Management: Proven ability to open, sort, distribute, and file both hard copy and electronic correspondence efficiently.
• Document Management: Expertise in filing and retrieving documents, as well as setting up and maintaining organized filing systems.
• Meeting Coordination: Experience in arranging meetings, preparing agendas, taking minutes, and circulating meeting documents in a professional manner.
• Travel and Diary Management: Ability to manage appointments, make travel arrangements, and coordinate conferences and other events effectively.
• Reception and Customer Service Skills: Proficient in greeting visitors, handling inquiries, and providing excellent customer service at the reception.
• Office Supply Management: Capability to ensure that office supplies, such as stationery and equipment, are maintained and available when required.

Ensure that the job description aligns with SOC Code 4214 and that candidates' experience and skills meet the expectations for the role.

1. Salary Thresholds
2. Use the Minimum Salary Calculator to ensure your salary offer meets immigration requirements.

Sponsoring Company secretaries and administrators: A Step-by-Step Guide for HR Professionals

Once you’ve confirmed that the role and candidate meet the eligibility requirements, follow this step-by-step guide to sponsoring Company secretaries and administrators under SOC Code 4214.

Step 1: Obtain a Sponsor Licence

Before hiring non-UK Company secretaries and administrators, your company or institution must obtain a sponsor licence. This licence enables you to legally sponsor overseas Company secretaries and administrators under the Skilled Worker Visa program.

• Sponsor Licence Application: Submit documentation proving that your business is legitimate and has a genuine vacancy. Visit the sponsor licence application guide for more information. 
• Sponsor Licence Fees: Small businesses typically pay £574, while larger institutions pay £1,579. For more information, visit the sponsor licence fees guide. 
• Processing Time: Applications typically take up to 8 weeks, but using the Sponsor Licence Priority Service can reduce the processing time to 10 working days.

Once your sponsor licence is approved, you will receive a sponsor licence number, which allows you to assign Certificates of Sponsorship (CoS).

Step 2: Assign a Certificate of Sponsorship (CoS)

Once you have your sponsor licence, the next step is to assign a CoS to the Company secretaries and administrators. This document provides key details about the job and the individual being sponsored.

• Defined vs Undefined CoS: Use a Defined CoS for Company secretaries and administrators applying from outside the UK, and an Undefined CoS for those already in the UK. Learn more in the Defined & Undefined Certificates of Sponsorship guide. 
• Required Documents: Provide details such as the Company secretaries and administrators’s portfolio, passport and job offer. Refer to Documents Required for Certificate of Sponsorship for a full list of necessary documents.

Step 3: Apply for the Skilled Worker Visa

Once the CoS is issued, the Company secretaries and administrators can apply for the Skilled Worker Visa.

• Visa Fees: Fees vary depending on the role and visa length—use the visa fees calculator to estimate the costs. 
• Immigration Skills Charge: Employers are required to pay this charge as part of sponsoring non-UK workers. This is separate from visa fees.

Conducting a Right to Work Check for Company secretaries and administrators

Before the Company secretaries and administrators begins working, you must conduct a right to work check to ensure they are legally allowed to work in the UK.

• Manual Right to Work Check: Verify original documents such as the Company secretaries and administrators’s passport and visa. 
• Online Right to Work Check: If the Company secretaries and administrators holds an eVisa, you can use the UK government’s online system to verify their right-to-work status.

For more details on how to perform these checks, see the right to work check guide.

Post-Hiring Responsibilities and Compliance

1. Record-Keeping and Reporting  
2. • Record-Keeping: Maintain accurate and up-to-date records of the Company secretaries and administrators’s employment details, salary and contact information. 
   • Reporting Changes: Report any significant changes to the Company secretaries and administrators’s role—such as promotions or salary increases—via the Sponsor Management System (SMS).
3. Sponsor Licence Duties and Compliance
4. Failure to comply with your sponsor licence duties can result in penalties or sponsor licence revocation, impacting your ability to sponsor future Company secretaries and administratorss.

How Borderless Can Help with Sponsoring Company secretaries and administrators

Sponsoring Company secretaries and administrators under SOC Code 4214 can be a complex process, but Borderless can simplify it for you. We offer comprehensive support to help you manage the entire sponsorship process.

End-to-End Sponsorship Support

At Borderless, we assist with:

• Sponsor Licence Application: Guiding you through the application process and ensuring all required documents are submitted correctly. 
• Certificate of Sponsorship Assignment: Streamlining the CoS process to make hiring easier. 
• Compliance Management: Helping you stay compliant with immigration laws to avoid penalties.

If you need assistance with hiring or sponsoring Company secretaries and administrators, get in touch for personalised support.

Conclusion

Hiring and sponsoring Company secretaries and administrators under SOC Code 4214 can be a rewarding way to enrich the cultural landscape of your organisation. By following the steps outlined in this guide, you can successfully navigate the sponsorship process while ensuring compliance with UK immigration laws.

For further guidance, Borderless is ready to assist you with all your sponsorship needs. Contact us for expert advice.