Legal & Corporate Support Specialist

Kintore, Aberdeenshire, UK

January 2025

Job Purpose:

•  As a key member of the STATS Legal & Compliance team reporting to the Legal & Compliance Director, you will be responsible for providing comprehensive legal, corporate and administrative support across the STATS Group of companies, ensuring efficient contract review and management, statutory compliance and effective governance. The position works closely with senior leadership, regional teams and external advisors to maintain high standards of legal and corporate governance.
  

DIRECTLY REPORTS TO:

•  Legal & Compliance Director
  

internal relationships:

• Legal & Compliance Director, Legal & Compliance Team, Executive and Regional Leadership teams

Main Responsibilities

Legal and contracts

• Act as primary point of contact for new requests or queries received by the Legal & Contracts team from internal stakeholders.
• Manage legal intake – assess and assign matters in line with team workload; open matters and maintain electronic filing in the matter management platform (LawVu).
• Manage the Legal & Contracts email inbox.
• Support the Legal & Compliance Director across all phases of corporate and commercial matters.
• Support the preparation, formatting and maintenance of controlled legal documents, policies and procedures.
• Maintain legal records and filing systems via the company’s contract lifecycle management platform (LawVu).
• Support creation and maintenance of data rooms for M&A activity as required.
• Support the relationship between the Contracts and Supply Chain teams to ensure that company processes are followed.

Corporate and company secretarial

• Maintain and organise company secretarial records using the Company’s entity management platform (Kudocs) and support production of the Group structure chart as required.
• Support regional teams with statutory compliance across all STATS Group companies, ensuring timely filing and accurate corporate records.
• Arrange preparation and execution of corporate documentation (e.g., resolutions, powers of attorney) and organise notarisation and/or apostille with external counsel as required.
• Assist with administration of Board and Committee meetings, including collating and circulating papers; co-ordinate the Board and Committee meeting calendar.
• Take minutes at Board and Committee meetings and follow up on agreed actions.
• Administer and maintain the Corporate Risk Register and associated review meetings.

Insurance and intellectual property

• Liaise with the company’s insurance broker and internal stakeholders to support the annual insurance renewal process.
• Request certificates of insurance from the insurance broker as required by the business.
• Create, maintain and regularly review the Group Insurance Register.
• Act as focal point for intellectual property matters including with internal stakeholders and the company’s external IP counsel.
• Create, maintain and regularly review the Group Intellectual Property Register.

ESG

• Own, develop and maintain the Group Sustainability Plan with support from the Executive Committee and appointed consultants.
• Monitor and report on the Company’s progress against the Sustainability Plan.
• Support regional leadership with the capturing of emissions data across the Group.

General and administrative

• Ensure compliance with STATS Group policies and procedures.
• Arrange for document execution and certification as directed.
• Provide general administrative support to the Executive team, including preparation of presentations and briefing materials as directed.
• Support the administration and management of actions arising from internal and external compliance audits.
• Review and recommend opportunities to improve processes and procedures.
• Support governance and compliance activities. 

Individual Quality and Safety Responsibilities:

• To comply with STATS and Client quality, safety and environmental management systems and procedures at all times.
• Ensure all accidents / incidents / near misses / hazards are immediately reported and relevant paperwork is complete.
  
  

Experience / Competence / skills / knowledge

• Fluent in English (written and spoken).

• Highly proficient in Microsoft Office applications.
• Excellent attention to detail, grammar and organisational skills.
• Experience supporting a legal, company secretarial and/or executive team.
• Skilled at preparing high-quality written materials, slide decks and briefing notes for senior leadership.
• Able to anticipate and identify opportunities and find solutions to problems.
• Confident in managing and prioritising a varied workload.
  
  

Internal Training Requirements

• Environmental Awareness
• COSHH Awareness
• Manual Handling
• STATS Internal Courses – Basic Level
  
  

Personal Qualities

• Strong communication skills with the ability to build trust and influence Executives, senior management, shareholders and stakeholders across multiple time zones.
• Highly organised, able to plan ahead, coordinate multiple deadlines and manage priorities.
• Acts with integrity and discretion when handling confidential information.
• Positive, solutions-focused attitude; adaptable to change and confident in making suggestions for improvement.
• Discreet yet able to escalate issues to ensure concerns are resolved.
  
• Demonstrates a high level of professionalism and integrity.

Additional Note

STATS is an equal opportunity employer, in which we are committed to creating an inclusive and diverse environment for all employees, in allowing us to deliver our company objectives together.

Applicants are encouraged to apply even if they do not meet all of the listed qualifications or experience. We recognise that relevant experience and potential can take many forms, and we value a diversity of backgrounds and perspectives. If you are enthusiastic about the role and believe you could contribute meaningfully, we welcome your application.