Legacy Case Administrator

About The Role

Guide Dogs - Where Every Role Makes a Difference

Come and join us as a proactive and purpose‑led Legacy Case Administrator and be part of something life‑changing - helping people with sight loss live the life they choose.

As a Legacy Case Administrator at Guide Dogs, you’ll play a key role in supporting the accurate and efficient administration of legacy income, helping to ensure that supporters’ wishes are honoured and vital funds are secured to support people with sight loss. The role combines high‑quality administrative support, sensitive communication and strong attention to detail to contribute to a high‑income and trusted legacy function.

The Legacy Case Administrator will be an expert in administration processes, managing correspondence and records, compliance with GDPR, and supporting non‑contentious estate administration within a charity setting. Our Legacy Case Administrators play a huge part in ensuring everything we do enables us to deliver on our purpose and exceed expectations.

This is a 14‑month fixed‑term contract, working 21 hours per week. Tuesday is a core working day, with flexibility to arrange the remaining hours across the week. This is an office-based role in Reading, Burghfield with some flexibility to work from home.

Key Responsibilities

• Provide comprehensive administrative support to the Legacy Case Team, ensuring the accurate and efficient handling of legacy estates in line with legislation, policy and best practice.
• Manage a small caseload of non‑contentious legacies (pecuniary, specific and residuary), under the guidance of Legacy Case Officers, to help maximise income for the organisation.
• Communicate professionally, sensitively and empathetically with lay executors, bereaved family members and next of kin.
• Maintain accurate legacy records, uploading all correspondence, notifications and receipts promptly to the legacy case management system, ensuring correct case allocation.
• Coordinate and allocate new legacy cases to appropriate case handlers in accordance with organisational policies and procedures.
• Manage shared communication channels, including the Legacy Case Team inbox, liaising effectively with internal stakeholders to ensure timely responses.
• Ensure compliance with GDPR and data protection requirements, while continuously developing knowledge of probate, legacy administration and relevant law.

You

You’ll have a detail‑oriented approach to administrative support and legacy case management. You’ll enjoy working as part of a collaborative, supportive team with a dedicated focus on accuracy, compliance, and sensitive stakeholder communication. You’ll act with integrity and honesty in everything you do.

Skills and Competencies

• Proven experience of providing administrative support and working as part of a team.
• Basic understanding of General Data Protection Regulations (GDPR) and how it applies to the role.
• High degree of sensitivity and emotional intelligence required to interact appropriately with those who have recently been bereaved.
• Attention to detail.
• High organisational skills with ability to maintain a number of projects simultaneously.
• Excellent interpersonal and communication skills.

Benefits

We wouldn’t be able to change the lives of people with sight loss without our people. That’s why it’s important for us to provide a variety of benefits that reward our colleagues in a way that suits them and recognises the hard work and contribution that they make.

• 26 days annual leave. After three years of continuous employment, this increases to 28 days plus bank holidays.
• Real Living Wage Employer
• Flex pot - equal to a proportion of your annual salary to use on our wide variety of flexible benefits
• The option to buy and sell annual leave
• Discounts and cash-back scheme
• Excellent pension scheme (We will match your pension contributions plus 2% up to a maximum of 9% employer contribution)
• And lots more!

For high volumes of applications, we reserve the right to close adverts earlier than advertised.

Trebuchet MS with Updated Inkey Blue

Our Commitment to Diversity and Inclusion

Behind Every Guide Dog Is Someone Like You - We’re passionate about creating an inclusive workplace that celebrates and values diversity. Bring your whole self to work regardless of age, disability, gender identity or reassignment, marital or civil partner status, pregnancy or maternity, race, nationality, ethnic or national origin, religion or belief, sex or sexual orientation. We don’t want you to ‘fit’ our culture, we want you to enrich it.

How to apply

Further details on the full role are attached below. When you are ready to apply, submit an online application form via this page. Please note - If you are successful you will need to provide evidence of your right to work in the UK via our digital ID checking supplier. We cannot offer visa sponsorship at this time.

As part of your application ensure you provide evidence and examples of how your skills & experience meet the criteria as set out in the attached job description. You will also be asked to complete a few job-specific questions, so please be prepared to write your answers to these questions.

If you choose to use AI tools to assist in completing your application, please use them appropriately. We value authenticity. If you want to stand out, using a generic AI-generated response isn’t going to separate you from the crowd. This is your time to shine and showcase your unique skills, personality, and thought processes! You can find our full statement on the use of AI to complete applications on our careers website.

If you would like to have an informal conversation about the role before applying, or require any accessibility support to apply, our friendly recruitment team is ready and waiting to help. Call them on 0118 3540345 or drop an email to [email protected] .

Safer recruitment

Guide Dogs follow Safer Recruitment practices to ensure we are safeguarding the vulnerable people we work with. As part of this, we require a full work history with any gaps accounted for & a minimum of 2 professional referee details fully covering the past 5 years. If you are applying for a disclosure role, please note that you will be required to undergo an enhanced DBS check and sign up to the DBS update service.

At Guide Dogs, we believe in fair and equitable hiring practices. A criminal record will not automatically disqualify an applicant from consideration for a position. Each case will be evaluated individually. We encourage all candidates to disclose relevant information, and we assure you that it will be handled confidentially and fairly.