Job Description JOB TITLE: Legacy Administration Manager REPORTS TO: Head of Legacies DEPARTMENT: Development - Legacies DIVISION: Fundraising JOB CONTEXT The legacy team is responsible for maximising the amount received by WWF from legacies bequeathed to the organisation. Legacy income represents around 25% of WWF s total income almost all being free funds. The team also has responsibility for developing a programme to recruit legacy pledgers eventual high value legators and to ensure WWF supporters feel confident in leaving legacies to the organisation. There are two Legacy Administration Managers, working with the Head of Legacies on cases (allocated by alphabet) and sharing the same responsibilities. WWF s Trustees are responsible for ensuring that all income due to the charity is received and that all tax relief due is claimed. Through the Chief Executive, the Trustees have delegated their authority to the Head of Legacies and the Legacy Administration Managers work with the Head of Legacies to ensure that maximum income is received from legacies but at the same time, protecting the good name of the charity. This role therefore requires specialised knowledge of Probate Law and Estate Tax rules in order to maximise the benefit from legacies. The administration team within Legacies uses a bespoke legacy database, FirstClass (FC) to ensure cases are handled speedily, efficiently and income maximised. FC also provides facts and figures for budgeting and analytical purposes. Due to day to day activities this is a very varied and interesting role dealing with professionals, private individuals and other charities. All members of the team have responsibility to assist the Legacy Marketing Manager recruit Legacy Pledgers (LPs) and to assist in their nurturing in order that future legacy income to the organisation can be guaranteed. WWF often shares legacies with other charities and the charities work together when dealing with contested cases, sharing information and legal costs. Unfortunately the number of contested cases is rising and the need for building and retaining good relationships with our external peers is very important. JOB PURPOSE
Maximise income received from legacies by ensuring all forms of assets bequeathed to WWF are realised for the highest possible value. Utilise to the full, all legal and tax benefits available to charities by statute. ORGANISATION CHART Director of Development Head of Legacies LEGACY ADMINISTRATION MANAGER LEGACY ADMINISTRATION MANAGER Legacy Case Administrator Legacy Marketing Manager DIMENSIONS Team income FY10 approx 10.3 million Legal expenditure 80,000 Legacy cases in administration 480 approximately New legacies each year processed 400 approximately Letters received and generated 9,000 approximately PRINCIPAL ACCOUNTABILITIES Within allocated cases: Manage the disposal of assets bequeathed to WWF to ensure the maximum value is received Ensure WWF meets its statutory obligations by monitoring tax, probate law, charity law and Charity Commission regulations Full responsibility for negotiating and liaising with Executors of Estates from legal and banking professionals and from private individuals acting as personal executors, to ensure WWF receives the maximum income from legacies as speedily as possible Consider and evaluate, on a case by case basis, the need to instruct Solicitors to act on behalf of WWF. Research, prepare background papers and brief Solicitors, where appropriate, in contentious cases Full responsibility to ensure Estate Accounts provided by Executors are correct and that the wording of Wills complies fully to meet WWF s UK charitable status in order to maximise income in full compliance with legal and tax requirements. Ensure Inland Revenue
Certificates are received and prepared correctly to reflect WWF s share of tax deducted at source in order that WWF may reclaim the tax Consider, and where appropriate, liaise with Executors to ensure Deeds of Variation and Deeds of Family Arrangement are entered into to ensure that legacies bequeathed to WWF are received free from Inheritance Tax and Capital Gains Tax Prepare reports and make representation to the Charity Commission, through agreed delegated responsibilities from WWF s Trustees, in all matters relating to Deeds Manage, monitor and control internal systems, databases and procedures to acknowledge, record and follow up bequests, to forecast income and cashflow and interpret information to advise management of trends to maximise efficiency in generating and realising income In addition As a member of the legacy team, assist the Legacy Marketing Manager to ensure that legacy marketing activities are implemented to promote to the public and professional audiences, the benefits of residuary and pecuniary legacies and benefits in kind to WWF UK in a manner which reflects and reinforces the brand values and mission in order to increase WWF s income through these channels. Attend legacy events and talk to potential LPs and other invited guests in order to discuss the importance of legacies to WWF and how they can leave a legacy to the organisation. Also be available at these events to answer any legacy queries the guests may have Assist in the production of monthly management information, to include strategic planning for legacies, compiling objectives, budgets and plans, forecasting income and plotting trends In the absence of the Head of Legacies, deputise on all aspects of legacy administration, including the provision of financial information and reporting on contentious to the Management Team and the day to day governance of legacy management matters as identified by the Internal Auditor Attend workshops and seminars relating to Probate Law in order to keep abreast of any changes in the Law As required, represent WWF in all legacy matters PERSON SPECIFICATION The successful candidate should also be able to show evidence of the following specific attributes: Qualified solicitor, specialising in Probate Law or Institute of Legal Executives (ILEX) qualification or hold the ILM Certificate of Charity Legacy Administration. Have practical experience of Probate administration either within a charity or from working within a firm of Solicitors or Bank Trust office Be confident in dealing with contentious Probate matters, negotiating compromises or litigating where necessary It is essential that the job holder has the maturity to relate sympathetically to legacy prospects and the skills to build a firm and caring relationship with LPs, a professional relationship with solicitors and executors as well as tact and sensitivity with members of the general public Computer skills are vital, especially experience of Word, Excel and databases. Experience working with the FirstClass database would be a bonus, but training will be given. Excellent attention to detail in all areas of work is required but particularly in relation to letter writing and analytical skills and financial literacy. WWF-UK S SUCCESS FACTORS
All employees in the organisation are expected to demonstrate that they fulfil or can develop the skills, knowledge and behaviours that comprise WWF-UK s Success Factors. In summary, these include: Getting the big picture: doing what is best for the organisation as a whole by thinking and acting in line with WWF-UK and WWF Network strategies. Achieving results: knowing what must be done and successfully delivering, helping others along the way. Working together: collaborating across teams, divisions, the WWF Network and with partners for greatest impact. Managing myself: managing thinking, emotions and communication for personal effectiveness.