LEGACY ADMINISTRATION OFFICER

CAFOD mission

To promote human development and social justice in witness to Christian faith and gospel values.

JOB DESCRIPTION

This is a highly specialisedrole and the successful applicant will play a pivotal part in increasing and protecting an important source of the organisation’s income.

The post-holder will be responsible for carrying out day-to-day legacy administration duties and will work closely with the LegacyMarketing Manager to optimiseincome from estates whilst safeguarding CAFOD’s reputation and building strong relationships with executors and co-beneficiaries.They will also help to provide and circulate legacy administration data and will assist in forecastingincome.

Job purpose

The Legacy Administration Officer (LAO) will help support and develop CAFOD’s successful and growing legacies programme. The post holder will often be the first point of contact for individuals dealing with the administration of an estate from which CAFOD stands to benefit; including both professional and lay executors. The post-holder will be responsible for handling all enquiries, correspondence and complaints relating to this area of work promptly, accurately and with unfailing sensitivity.

The LAO will process notifications of new legacies and will create and maintain detailed case files. They will be responsible for liaising with executors as well as with co-beneficiaries, solicitors and other parties to ensure that CAFOD receives its full entitlement from bequests and within a reasonable timeframe.

Using a combination of template and bespoke correspondence, the post-holder will ensure that executors are sensitively informed of our legal requirements and advised of issues particular to charitable legacies. They will also be responsible for receiving and checking estate accounts and other relevant documents submitted by executors and interested parties. Record-keeping and documentation are high priorities in order protect CAFOD’s income and reputation, to comply with auditing guidelines and to issue proper receipt.

The LAO will contribute to the development, implementation and management of initiatives that build good relationships with executors, especially with members of the Catholic community. As part of this, the post-holder may be asked to help compile factsheets or material for supporter publications or the website. The LAO will also assist the other members of the Legacy Team in the day to day maintenance of the programme and team business.

CAFOD’s income from gifts left in wills has increased significantly in recent years (to £6.7 million in 2008/9), funding more than a fifth of our overseas work.Legacies are an area of considerable potential for CAFOD and the income stream has been identified as a fundraising priority. The LAO will play a vital role in helping us achieve our objectives.

Job scope

The Legacy Information Officer works within the Legacies Team, which sits within the Direct Marketing and Legacies Section. The post-holder will work very closely with the LegacyMarketing Manager, the Legacy Information Officer and the section’s Marketing Analysts. They will also contribute to the achievement of the section’s overall aims.

The post holder will also need to build good working relationships with other teams across CAFOD (particularly Supporter Services, the FinanceDepartment and the Diocesan offices) and will liaise with external suppliers and agencies, such as solicitors, auctioneers, estate agents, banks and other charity legacy officers. The LAO will also be expected to learn the basic duties of the Legacy Information Officer to help provide cover for colleague’s absences and maintain a good provision of service across the team at all times.

Accountability

The post holder will report to the Legacy Marketing Manager and will also be answerable to the Head of Direct Marketing and Legacies.

KEY RESPONSIBILITIES

The key priorities are to:

  • Upload and process weekly batches of Smee & Ford notifications.
  • Create case files for each new notification receivedand review legacy files on an ongoing basis.
  • Liaise with executors of legacies left to CAFOD and obtain payment and relevant documentation (e.g Will, Schedule of Assets and Liabilities, Estate Accounts, Tax Deduction Certificates etc).
  • Maintain the legacy database (First Class), both creating and amending records.
  • Review Wills and Estate Accounts for adequacy, accuracy and compliance with probate and tax legislation.
  • Provide formal receipts for income within delegated limits.
  • Propose action for resolving disputes and contentious issues and act as agreed with the Legacy Marketing Manager.
  • Provide formal discharges for executors within delegated limits.
  • Liaise with the Finance Department to bank and record all legacy income and tax

refunds accurately and in accordance with audit and Charity Commission guidelines.

  • Liaise with other charities where there is a joint interest in a problematic estate to seek unified action and joint solutions.

Other key priorities are to:

  • Report on legacy income and administration as requested by LMM or Head of Section.
  • Liaise with the Finance team and International Division to investigate earmarking

requests when required.

  • Help develop and maintain an ongoing supporter care programme for executors, including the production of articles, case studies and fact sheets.
  • Assess claims against estates in conjunction with the Legacy Marketing Manager (LMM) and seek approvals as per agreed authority limits and Charity Commission Guidelines.
  • Support and participate in cross-divisional activities aimed at increasing regional support for the Legacy Team’s work.

It is also necessary to:

  • Carry out research, data analysis and briefing duties as required.
  • Liaise with IT, Supporter Services and CAFOD’s Marketing Analysts to help improve and maintain the systems supporting the programme.
  • Provide cover for other members of the team during leave or absence periods.
  • Assist with team invoices, administration, filing and general office duties as requested.

All staff are expected to:

  • Attend and contribute to regular team, Section, Divisional and CAFOD-wide meetings and briefings
  • Participate in training and other activities as requested by the line manager
  • Work as a supportive member of the team, providing cover for and training of other Section members and volunteers as required.

Legacy administration officerPERSON SPECIFICATION

/ 1 Important / 2 Very Important / 3 Highest Priority

Organisational Competencies

Behaviours at the heart of our organisation’s success / a- Understands and actively supports CAFOD’s Vision, Mission and Values / X
b- Looks outward; Takes account of other people’s priorities / X
c- Shows an understanding of the Catholic Church and is able to work effectively with it / X
d- Supports a culture of mutual respect, trust & transparency, where partnerships flourish / X
e- Willing and able to contribute to the long development of CAFOD / X

Professional Competencies

Behaviours which are important in all organisations / Self Management / f- Manages time and resources efficiently / X
g- Manages own personal growth and development continually / X
h- Manages emotions and stresses positively / X
Thinking and Understanding / i- Analyses and diagnoses problems with depth and insight / X
j- Displays sound judgment and decision making / X
k- Provides creativity and innovation; take risks within context of overall strategy / X
Working
with others / l- Helps others to achieve goals / X
m- Resolves conflict successfully / X
n- Builds rapport and communicates effectively / X
Achieving / o- Shows drive and initiative / X
p- Willingly takes ownership; is openly accountable / X
q- Adapts easily to change / X
1 Important / 2 Very Important / 3 Highest Priority

Job Specific Competencies

Specialist, technical and functional expertise / Professional experience of probate law or charity legacy administration / x
Understanding of the law relating to probate, trusts, inheritance and taxation / X
Computer literacy - word processing, spreadsheets, databases and accounting systems / X
Experience of preparing or reviewing estate accounts / X
Ability to perform detailed monthly reconciliations / x
Institute of Legacy Management (ILM) Certificate of Competence / x
Experience of preparing reports and statistics to agreed deadlines / x

A commitment to CAFOD’s Vision, Mission and Values is essential for all staff.

TERMS AND CONDITIONS

ContractA permanent full-time contract is offered subject to successful completion of a six-month probationary period.

Salary:Grade P: £30,359 per annum with 5 annual increments of £607 to a maximum of £33,394per annum (starting point according to skills and experience).

Hours35 hours per week. Normal CAFOD office hours are 9.30 to 5.30 with one hour for lunch.

NoticeThree months either way after completion of the probationary period.

Holidays20 working days per annum plus statutory holidays plus 6 days determined by CAFOD at Christmas/Easter.

Pensions:There is an optional contributory pension scheme (10% employer and 5% employee contribution). Alternatively, CAFOD will make a similar contribution to a Personal Pension Plan.

Other benefits: CAFOD offers a comprehensive benefit package including: Life Assurance and Permanent Health Insurance cover, Childcare Vouchers, Payroll Charity Giving, Ride2Work Scheme, Employee Assistance Programme and the Right to Buy Annual Leave of up to 10 additional days.

AccessThere is access for people with disabilities to CAFOD’s offices by way of a passenger lift to all floors in CAFOD’s building.

DisabilitiesWe are committed to making every reasonable adjustment to the workplace so as to accommodate people with disabilities.

LocationThe job is based in CAFOD’s Head Office in Westminster Bridge Road, London SE1.

CAFOD is an Equal Opportunities Employer

Recruitment and selection procedures reflect our commitment to child protection.

Completed application forms to be returned to:

Closing date for applications: 12noon, 26th October 2010

1st round interviews: 2nd November 2010

2nd round interviews: 8th November 2010

Additional Information

COMMUNITIES AND SUPPORTERS DIVISION

The purpose of the Division is to enable CAFOD to build real relationships of solidarity between people in the Catholic faith community in England and Wales, and poor communities in the global South; this means maximising support for CAFOD’s work from the Catholic community at all levels and from all its members individually, through stronger and more direct relationships and providing a growing range of strategies and opportunities to pray, give, act and learn with CAFOD. The Division gives priority to the generation of voluntary income, providing corporate leadership in this area, as well as developing and delivering education programmes that transform communities and individuals of all ages and contributes to building a movement for change.

FUNDRAISING AND MARKETING DEPARTMENT

The purpose of the Department is to build a strong and secure voluntary income and supporter base to enable steady growth and to ensure CAFOD meets its long-term commitments to overseas partners and programmes. The Department leads on direct marketing, giving priority to individual donor recruitment and development, and on providing supporter development and care, including a full, quality supporter relationship response.

DIRECT MARKETING SECTION (DM)

DM is responsible for fundraising activities such as advertising, direct mail, door drops, telephone fundraising, online and legacies, as part of the overall marketing mix. Leadership on these programmes is the responsibility of the Head of Direct Marketing, working alongside other team members. DM currently has thirteen members: the Head of DM, two Direct Marketing Managers, five Direct Marketing Executives,two Marketing Analysts, a Legacy Marketing Manager, a LegacyInformation Officer, a Candlelight Funds Officer and a Legacy Administration Officer (this post).

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