“We are a FTSE 100 company and have previously had 2 Asst Co Secretaries; following outsourcing we have now one role – which broadly would require a Deputy Secretary approach to the function.
It has been proposed that the new role could be handled by job sharing on a 3 day / 2 day basis.
Have any other companies implemented this approach and what were the problems?
Do other Company Secretaries have any thoughts on the ability to job share at this level?”
We tried it with two PAs once as it sounded like a good idea in principle. All I can say is it was a nightmare that we had to end after a year. Don’t do it!
Although feasible (at a stretch), I have to admit it is not the route I would seek to go. Clarity of line responsibility is an issue, as is clear handover during the working week. To work best, you would almost require a half a day handover mid week, leading to two 3 day week deputies.
I agree that the ground rules must be clear and there must be overlap in hours to ensure an efficient hand over. Once that is in place, success, or failure, will hinge on the personalities of the individuals involved – both will need to be totally committed to making the arrangement work. It will be essential that they are able to put the practical demands of the job above their own personal ambitions or desire for recognition – there will be no room for the cut and thrust of office politics. True team work will be essential.
As a Deputy Secretary who has successfully worked part time (although 4.5 days/week), I think that a job share is possible provided :-
– the Deputies are suitably experienced & of similar ability
– communications with the Company Secretary are open and effective
– there is an overlap of time in the office – ideally a day’s overlap between the 2 deputies and a regular 3 way team meeting wth the Secretary
– both Deputies are contactable during their time out of the office (eg. by Blackberry / Mobile) in an emergency
Could depend on the authority and sign-offs allocated to the Deputy, and how well the ground rules are clarified – but the candidates should have a vested interest in the ground rules being clear, so may not be so bad.
Call me old fashioned but just say NO!
I have no expeience of this but find it difficult to see how one could do such a thing efficiently. I think so much time would have to be expended ensuring that a proper handover was being achieved that one would lose all efficiency.