Legacy Administration Manager

Circa £47,500
10 Mar 2017
26 Mar 2017
Full Time
Contract Type

Purpose of the job

To provide senior level legal advice and support across the department in order to ensure the RSPCA and its branches receive their full and correct entitlement to legacy income.

In partnership with the Head of Legacy Department, lead on strategy for the protection and optimisation of legacy income, to include identifying, managing and driving projects and initiatives which enhance the efficiency of the department.


Each Legacy Administration Manager role will have line management responsibility for 3/4 Legacy Officers.  Each Legacy Officer will manage a caseload of approximately 350 cases with an estimated value in excess of £25 million per Legacy Officer.

The nature of the caseload will include work of a contentious nature and issues on the law of Wills, Tax, Trusts, Contentious and Non Contentious Probate, Charity and Property Law and cross-border estate issues, including tax implications and the potential legal ramifications for the Society of accepting a foreign inheritance.  

Each year approximately 2,700 new probate notifications are received by the department.

There are approximately 3,000 open case files and in excess of 68,000 probate records held on the department case management system. The post-holder will provide advice to the general public, branches, legal and other professionals.

  • Legacy income in excess of £70 million pa
  • Legacy notifications circa 2,700 pa
  • First Class case management system with 68,000 + legacy case files
  • Branch Legacy Scheme:140 branches opted in, 14 branches opted out, 13 branches elected to receive the Smee & Ford probate notifications
  • Generate fundraising income in excess of £140,000
  • Legal legacy expenditure budget circa of £300,000
  • Database in excess of 33,000 legacy pledgers
  • 3/4 direct reports

Principal accountabilities


  • Develop, lead and manage the team of Legacy Officers to ensure optimisation of legacy income, to include identifying, managing and driving projects and initiatives which enhance the efficiency of the department
  • Identification, development and implementation and review of policies to improve working practices in order to mitigate risk and enhance efficiency
  • To promote integrated working between legacy administration and legacy marketing in order to share knowledge and provide technical legal support
  • Leading on the strategy for the provision of legal advice, ensuring relationships with external advisors are cost effective and add value
  • Ensuring systems are in place for the reporting and monitoring of legal expenditure
  • Provision of regular management information in relation to the work being undertaken by the Legacy Officers and to identify risk and the steps to be taken in order to mitigate risk and potential reputational damage

Case Management

  • Responsibility for managing Statutory Will applications and the associated legal process
  • Responsibility for monitoring and reviewing case files to ensure the efficiency of operational activity and the management of bequests
  • Responsibility for monitoring and reviewing the indemnity register to ensure accurate reporting and control of potential financial liabilities
  • To ensure that all case files managed by the Legacy Officers are dealt with accurately, effectively, in a timely manner and with sensitivity and respect
  • Establishing a reporting mechanism for contentious case files or where there is potential reputational risk
  • Overseeing the Legacy Committee process to ensure the accuracy of all documentation presented to the committee
  • To work with the Legacy Operations Manager and Legacy Marketing Manager to provide monthly management information to the Head of Legacy Department
  • Responsibility for managing a nominal case load consisting of contentious and non contentious case files


  • Lead, develop and motivate staff to ensure that they have the necessary skills and abilities to meet the current and future needs of the organisation
  • Encourage and build a departmental culture which fits within RSPCA and its internal brand
  • Recruit, develop and retain the best people in order to become employer of choice in the charity sector
  • Develop and coach team members to excel in their roles and achieve their maximum potential
  • Set objectives for the team to ensure delivery of the strategy
  • Introduce and maintain appropriate performance management mechanisms to ensure the delivery of the department strategy


  • Build relationships with key internal and external stakeholders in order to facilitate legacy operational activity
  • To represent the Society in negotiations and attend mediation, conferences with Counsel, settlement meetings and court when necessary in relation to claims against an estate in which the Society/branch has a legal entitlement
  • Keeping abreast of developments and changes to the law of Wills, Probate, Tax, Trusts, Property and Charity
  • Preparation of responses to consultations affecting the law and practice in relation to probate and associated legacy practice

While at work all staff are required to:

  • take care of their own health and safety and that of others who may be affected by their acts and omissions.
  • co-operate with Society policies and procedures for health and safety.
  • In addition to the above, all line managers are required to:
  • Ensure, so far as is reasonably practical, the health, safety and well-being of their staff and others, who may be effected by Society activities
  • Be familiar and comply with Society policies and procedures for health and safety

Knowledge, skill and experience

Please refer to attached person specification (Appendix A).


Please refer to attached departmental chart (Appendix B)

Job context

The post-holder will work with a high degree of autonomy and independence and must be able to work effectively by drawing on their experience and expertise in many areas of the law.  The Post-holder needs to be able to give clear and firm advice appropriate to the Society’s needs, having ascertained and considered the relevant issues and balanced and evaluated the arguments/risk.

The post-holder is required to keep the Head of Legacy Department aware of significant developments, including the proposed compromise of claims and other complex or contentious issues.

Additional information

The post-holder will be familiar with handling contentious and often sensitive issues and needs strong analytical skills and an ability to get to the point of issues quickly and is required to take well-founded decisions after balancing arguments/risks.

It is imperative the post-holder has due regard to potential PR implications and damage to RSPCA’s reputation and brand whilst carrying out their day to day work.