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Legacy Officer

Soziale Dienste & Gemeinwohl
Wirtschaft & Fundraising
Dienstort Truro
Dienstverhältnis Vollzeit
Veröffentlicht am 02.01.2024

ShelterBox

Position type:Full time, permanent (37.5 hours per week) – Part time/Flexible hours considered

Responsible to:Deputy Director of Finance

Direct reports:None

Location:Truro, Cornwall (hybrid – mixture of office and home working). Remote working (UK only) will be considered (with regular travel to Truro at least 4x per year)

Role purpose:

Legacy income is a key income stream for ShelterBox, representing up to 10% of total income. The Legacy Officer will be responsible for the proper management of legacies that have been gifted to ShelterBox.

The post holder will manage the day-to-day administration of legacy gifts left to ShelterBox, ensuring that the receipt of legacy income is optimised, and the funds received are correctly administered without compromising the values and objectives of the charity. Enhancing the organisation’s reputation as a good recipient of legacies by building good relationships with professionals & key stakeholders as well as friends and family involvement in each administration.

The successful candidate will ensure that systems are in place to safeguard assets, comply with legal requirement and provide management data to aid ShelterBox in developing overall plans for the charity. The successful candidate will be constantly reviewing processes and best practice for administration of legacies at ShelterBox.

Legacy administration is closely aligned with legacy marketing efforts and the person in this role will support and collaborate with legacy marketing officer.

Who are we looking for?

A proactive and enthusiastic individual with a working understanding of legislation around legacy administration and also management of a portfolio of legacy case. The ideal candidate will be a great communicator and be proven in building and maintaining effective relationships, especially across teams. The ideal candidate will be experienced in working on and adapting complex processes, especially those that run across multiple stakeholders. Any experience of working on projects would also be welcome.

You will be comfortable handling a caseload of specific, residuary legacies and life interest matters. You will manage your own time and case load effectively and your administration skills will be excellent. You will have an excellent track record of building productive relationships with other departments and team members.

You will be comfortable working with supporters and the families to ensure that the value of legacies left to ShelterBox is maximised.

To be successful in this role you will have proven experience and ability to deal with legacy or estate administration and the laws of Wills, Probate, Tax, Trusts, and Probate.

The role requires someone who can demonstrate tact, diplomacy and be empathetic. The role is busy, but we are fun, dynamic and you will always feel fully supported. We actively encourage learning and development.

The individual must be organised, IT literate and have proficient numeracy skills.

Duties will include but not be limited to:

To manage a caseload of potentially complex and contentious pecuniary and residuary legacies totalling in excess of £2 million pa (circa 40 pa). Managing the sensitive relationships involved in this area of operation and proactively managing the significant risk and reputational issues involved.
To ensure that legacies are correctly used and administered in accordance with the wishes expressed in the Will.
To challenge, influence and persuade multiple stakeholders (including Solicitors, Executors, Estate Agents, family members) on complex issues of law, taxation, disposal of property, ShelterBox (SB) policy and reputational issues (among others).
To defend (where appropriate with professional legal advice), or agree settlement of, legal claims against an estate from which SB is due to benefit, including potentially representing SB at a Mediation or other Alternative Dispute Resolution forum.
Within the statutory limits, limits set by the schedule of delegation and values of ShelterBox develop plans for liaising, negotiating with and, where needed, challenging Executors (from legal, banking and accountancy professionals to private individuals) to ensure SB receives maximum income from legacies.
Operate/Develop systems and agree norms for administering gifts in wills so that key information and also responsibility for material decisions is shared with line manager.
To proactively engage with fundraising colleagues and particularly the Legacy Marketing Officer to support their efforts to promote ShelterBox.
Support the legacy Marketing Officer to deliver an effective programme to provide an excellent supporter relationship experience for legacy enquirers and pledgers.
Maintain systems to log all communications, key facts, decisions and contact details for all legacies in a central easily accessible location.
Formalise learning from legacy administration and factor learning into future administrations.
Responsible for producing calculations for legacy income for annual budgeting, maintaining register of legacy caseload tracking recognition criteria for the income and forecasting expectation of when the income will be recognised in the financial records. Calculating resulting income accrual and adjustments on receipt of the legacy.
Generate reports and analysis on legacy income for monthly management accounts. Produce annual budget and quarterly forecasts for legacy income.
To maintain excellent up to date knowledge of the law relating to as aspects of Wills & Probate and Charity Commission regulations and ensure compliance with all legal and regulatory requirements.

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