Legacy & Administration Manager

We are looking for a Legacy and Administration Manager to join our Finance and Operations team on a part-time basis (2 days per week). This role will report to the Director of Finance and Operations.

Job Purpose

Legacies are one of the most vital sources of income for Operation Smile UK, helping us continue our work supporting patients with cleft around the world. We're now looking for a
Legacy Administration Manager
to join our dedicated team and ensure that every gift left to the charity is managed with care, professionalism, and in line with the wishes of our supporters.

Key Responsibilities

• Manage a portfolio of residuary, specific, and reversionary legacy cases from initiation to completion, optimising income while upholding all legal, ethical, and organisational standards.
• Communicate with empathy and professionalism with executors, solicitors, and beneficiaries' families, including handling enquiries and confirming receipt of legacy notifications.
• Review estate documentation and valuations, determine the charity's entitlement, and verify that all due funds are correctly received.
• Ensure that all relevant charity tax reliefs are properly applied for, including Inheritance Tax, Capital Gains Tax appropriations, and Income Tax (form R185).
• Maintain accurate and up-to-date records of all legacy income and correspondence within OSUK's CRM system and Finance Tracker.
• Track the status of ongoing cases, pursue outstanding actions, and take prompt steps to address issues or disputes as they arise.
• Collaborate closely with internal teams—such as Finance, Supporter Care, and Partnerships—to promote strong stewardship and compliance.
• Refer or escalate complex or high-impact matters to the Director of Finance and Senior Finance Manager when necessary.
• Contribute to team meetings, process improvements, and the development of best practice.

Person Specification

• Strong interpersonal skills with the ability to build positive relationships and communicate clearly and sensitively, both in writing and verbally.
• Proven experience in legacy administration within the charity sector or in probate and estate law.
• Highly organised, with the capability to prioritise and manage a diverse caseload effectively.
• Exceptional attention to detail, ensuring accuracy in financial transactions, documentation, and data entry.
• Skilled in interpreting wills, estate accounts, and related legal documents.
• Competent in reviewing estate accounts to verify the correct application of Inheritance Tax (IHT) and Capital Gains Tax (CGT) and to ensure estates are properly finalised.
• Proficient user of Microsoft Office and customer relationship management (CRM) systems.
• Review estate accounts, including the allocation of Capital Gains Tax (CGT) and Inheritance Tax (IHT), to confirm estates are correctly administered.
• Certificate in Charity Legacy Administration (ILM) or legal/paralegal qualification.

Recruitment

We are actively interviewing for this role on a rolling basis as suitable applicants apply. If you're interested in this role, it is advisable to apply as soon as possible.

Disability Confident Committed Employer

We're a Disability Confident Committed employer, so we guarantee an interview to any disabled applicant who meets the minimum requirements for the job.

At Operation Smile UK, we value individuals based on their performance and potential. We're dedicated to creating a diverse and inclusive workplace that supports everyone's needs. We're happy to make reasonable adjustments throughout the application and employment process, and we particularly welcome applications from diverse backgrounds.

If you need this document in a different format, require any adjustments, or need help with your application, please contact us (further details contained within the job description).

Equality, Diversity & Inclusion

Operation Smile UK knows fundraising could better reflect the diverse backgrounds and experiences of the people the charity sector supports. If you don't meet every requirement but believe your transferable skills align with the role, we encourage you to contact us for a conversation.

We want our team to reflect the diversity of the communities we serve, offering equal opportunities to everyone, regardless of, age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

We celebrate diversity and encourage you to bring your authentic self to Operation Smile UK. We are committed to supporting all applicants and ensuring a fair hiring process. All appointments will be made solely on merit, and we are happy to make reasonable adjustments throughout the recruitment process.

Please click on the apply button to access and download the Job Description.