Legacy Administration Officer

Job description

Job responsibilities

Summary of the Role:

To provide administrative support related to legacies fundraising as directed by individual giving team members and the Director of Strategic Partnerships & Major Philanthropy (DoSP&MP), and to provide broader administrative fundraising support as required.

The role will primarily be accountable for managing and stewarding legacy income through practical application of the administration process in relation to all legacies notified to and received by Myton.

The hours of work: 15 hours per week, over 2-3 days (working patterns can be discussed).

Key Internal Relationships for this role:

Individual Giving Manager, Director of Strategic Partnerships & Major Philanthropy, Fundraising Managers, wider Fundraising Team, Lottery Team, Retail Team, Senior Leadership Team, Finance Team.

Myton Core Values:

Our Core Values underpin everything we do and all employees are expected to comply with our Values and reflect these in their day to day work.

Main Duties & Responsibilities:

1. Maintain the records of all legacies notified to Myton as received or receivable.
2. Monitor notification reports and examine estate accounts to ensure Myton has received what it has been bequeathed from the estate.
3. Ensure the smooth running of the administration of estates and the expeditious receipt of income.
4. Liaise with solicitors and executors on progress of estate administration and be the main contact for all correspondence / follow ups.
5. Ensure any inheritance tax / probate implications are addressed / identified for the benefit of Myton.
6. Give instruction on property / share sales involved with the estate (in liaison with the Director of Strategic Partnerships & Major Philanthropy).
7. Where necessary, correspond with co-beneficiaries to gather information and decide upon best course of action.
8. Maintain and update paper and fundraising database files accordingly.
9. Prepare monthly legacy updates for the DoSP&MP.
10. Work in conjunction with the Individual Giving Team and support accordingly with the overarching legacy plan for the organisation.
11. To build effective relationships with supporters to maximise the income generated for The Myton Hospices as well as ensure a great supporter experience.
12. Attend legacy events / supporter engagement activities where required.

Other administrative duties:

1. To undertake communication and correspondence for the DoSP&MP, as directed.
2. To organise and book in fundraising meetings as agreed with the DoSP&MP.
3. To take minutes at meetings, write up notes and circulate to the fundraising team accordingly.
4. To assist the DoSP&MP and fundraising team in the smooth running of campaigns and initiatives as and when required.

General:

1. To participate in annual appraisal and training as identified.
2. To participate in mandatory training appropriate to the post.
3. To abide by the policies and procedures of The Myton Hospices.
4. Any other duties commensurate with the post.

General Responsibilities & Obligations of all Employees:

Policies and Procedures:The post holder is required to have a good understanding of and to comply with all relevant Myton policies, procedures and guidelines. Any contravention of Myton policies or procedures may result in disciplinary action.

Volunteers:Myton recognises the valuable contribution that volunteers make and we expect all employees to be able to support and work effectively with our volunteers.

Confidentiality and Data protection:It is a requirement of employment with Myton that all staff must comply with the obligation of confidentiality relating to personal information that could identify individuals. The Data Protection Act 1974/1998 safeguards the handling of information held in both electronic and manual filing systems and it is the duty of all staff employed by Myton to uphold the principles of the Act, adhere to Myton policies and to maintain strict confidentiality at all times.

Infection Control: All employees of Myton must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies which places patients, visitors or colleagues at risk may result in disciplinary action.

Equality & Diversity:The post-holder must at all times carry out his/her responsibilities in line with Mytons Equality & Diversity Policy.

Health & Safety:Employees must be aware of the responsibilities placed upon them under the Health and Safety work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe working environment for patients, visitors and colleagues. The post holder is required to conform with Mytons policies on Health and Safety and Fire Prevention, and to attend related training as required.

Safeguarding Vulnerable Adults and Children:It is the duty of all staff working for Myton to safeguard children and vulnerable adults and undertake safeguarding training at an appropriate level.

Code of Conduct:Employees are required to represent Myton in a positive light and embody the corporate identity in appearance, demeanour, values and ethics.

Review of Job Description:This job description is an outline of the key duties and responsibilities of the role and is not intended as an exhaustive list. The job description may change over time to reflect the changing needs of the service. The post holder may be required to undertake other duties that could reasonably be considered commensurate with the post.

This job description is subject to periodic review and may be changed/updated following consultation with the postholder(s).

Person Specification

Skills and Attributes

Essential

• High level of computer literacy in a wide range of programmes, including Microsoft Office.
• Clear and articulate written and verbal communication skills.
• Excellent people skills including negotiation and being able to adapt to diverse audiences.
• Efficient, organised and methodical with an eye for detail.
• Ability to work independently and as part of a team.
• Flexible, able to multitask and able to work well under pressure.
• Professional and approachable.
• Enthusiastic and committed.

Experience

Essential

• Customer service and/or donor care experience.
• Experience of managing a varied diary and workload.
• Experience of working to deadlines.

Desirable

• Fundraising experience.
• Experience of working with databases.
• Experience of legacy administration in a charity or legal firm context.
• Experience in estate law and inheritance tax (IHT).

Other

Essential

• The right to work in the UK.

Desirable

• UK driving licence and access to a vehicle for work.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Myton Hospices

Address

Myton Lane

Warwick

Warwickshire

CV34 6PX

Employer's website

https://www.mytonhospice.org/ (Opens in a new tab)