Scheme secretarial services

Many trustees struggle to stay on top of scheme governance and compliance

In recent years, The Pensions Regulator has placed increasing emphasis on good governance, and monitors schemes more closely than ever. To meet the Regulator’s expectations and run a compliant scheme, growing numbers of trustees rely on a scheme secretary for support and guidance.

Scheme secretarial services make trustees’ lives easier by administering proven governance processes across the scheme cycle.

Trustees are busy people – often running the pension scheme as part of another full-time job. A good scheme secretary will keep accurate and compliant records, and move processes forward in a timely fashion.

How can First Actuarial help?

Our scheme secretarial service supports schemes of every shape and size through the cycle of governance work. Scheme secretaries make sure everything is in place that trustees need by:

  • Keeping on top of the nuts and bolts of scheme governance
  • Helping to meet the scheme’s key milestones
  • Managing projects – including scheme wind-ups – as required
  • Liaising with third parties such as accountants and scheme auditors
  • Providing guidance on regulatory documentation
  • Taking care of meeting preparation, minuting and actions.

We support trustees in critical areas of scheme governance, including:

Business planning
We set out the milestones and responsibilities for core activities such as actuarial valuations and regulatory scheme returns in a business plan. We review the plan at each meeting to keep work on track.

Risk management
To comply with the Regulator’s risk management requirements and to meet auditors’ expectations, the scheme secretary will produce a risk register. It is reviewed on an annual basis or following substantial changes.

Conflicts of interest
To meet the Regulator’s expectations, a scheme secretary can set up a conflicts of interest register and conflicts policy, with processes to identify and monitor conflicts of interest.
Internal dispute resolution – The scheme secretary can set up an internal dispute resolution procedure, communicate it to members and administer it, again in line with regulatory requirements.

Trustee training
To help trustees meet the legal requirement to keep their knowledge of pensions and trust law up to date, the scheme secretary creates and maintains a register of trustee training completed.

Why choose First Actuarial?

We provide flexible scheme secretarial services

Scheme secretarial services save trustees time, and take care of the challenges of regulatory compliance.

Our scheme secretaries give busy trustees confidence and reassurance by taking on much of the detailed work involved in running a pension scheme.

We will spot issues and regulatory duties that trustees can easily miss, especially if their day-to-day work lies outside pensions.

Our scheme secretaries work flexibly according to the varying needs of individual schemes and trustees.

We can work with trustees whose Scheme Actuary works for First Actuarial, or we can work with a third-party Scheme Actuary if required.

We will also provide information in ways that best suit individual trustees. For trustees who have adopted our client hub, our scheme secretary will upload scheme documentation to make it available online at any time. Other trustees prefer the scheme secretary to issue printed documentation.

Get in touch

Get in touch to find out more about our scheme secretarial services.

Every person I have dealt with at First Actuarial I have found to be friendly, approachable and focused on ensuring my expectations are met first time.

- Darren Garner, Saffron Building Society

Find out more about our Defined Benefit services

Download our Defined Benefit brochure.

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First Actuarial case studies

The Kennel Club

Concerned about the risk of an Employer contribution increase as a result of high liabilities, Trustees of the Kennel Club Pension Fund turned to First Actuarial.

“They’re extremely professional and helpful. Their input always seems sound, logical and well presented. First Actuarial handled the transition well, they provide us with helpful guidance, and have delivered what they promised when they pitched for the work.”

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Royal Mail

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