Estates Administrator

Estates Administrator

Guide Dogs Victoria | Kew | Part-Time | 12 Month Contract | On-Site

Support philanthropy. Make a difference. 

About Us

For nearly 70 years, Guide Dogs Victoria has been breaking down barriers so people can live life without limits. We place our clients at the centre of everything we do, ensuring their goals, preferences and lived experience shape every stage of the service journey.

Our highly trained dogs and specialist services support people living with low vision, blindness, disability, PTSD and other complex needs to build independence, capability, and confidence. 

About the Role

The role manages estate matters from initial notification through to receipt and finalisation of Guide Dogs Victoria's entitlement, including maintaining accurate estate records, reviewing and coordinating estate documentation, monitoring the progress of estates and liaising with executors, solicitors, trustees and other relevant parties. 

About You

• Experience: Demonstrated experience in estate administration, legal administration, fundraising, finance or a related field, with strong attention to detail and the ability to manage multiple matters simultaneously.
• Knowledge & Skills: Sound understanding of deceased estate processes, documentation and administration, with the ability to interpret information, maintain accurate records and ensure matters progress in a timely manner.
• Stakeholder Engagement: Confident and professional communicator, with the ability to build effective relationships and liaise sensitively with executors, solicitors, trustees and other stakeholders.
• Organisation: Highly organised and proactive, with strong time management skills and the ability to monitor multiple estates, follow up outstanding matters and meet deadlines.
• Attention to Detail: Meticulous in reviewing documentation, recording information and managing financial and administrative details, with a strong commitment to accuracy and compliance.
• Passion for Purpose: Deep alignment with Guide Dogs Victoria’s mission and values, with an understanding of the importance of stewardship, integrity and professionalism when managing gifts left to support the organisation’s work. 

Key Skills & Experience you will bring:

• Demonstrated experience in estate administration, legal administration, trustee services or a closely related field.
• Experience managing deceased estate files and associated legal and financial documentation.
• Experience liaising with solicitors, executors, trustees or other professional stakeholders.
• Experience maintaining accurate and confidential legal and financial records.
• Experience using database, CRM or case management systems.
• Experience within the not-for-profit sector or administering charitable bequests would be highly regarded.
• Strong understanding of deceased estate administration processes.  
• Excellent organisational skills and exceptional attention to detail.  
• Ability to manage a portfolio of estates at different stages of administration and proactively progress outstanding matters.  
• Ability to interpret Wills, probate documentation, estate accounts and other estate-related documentation.  
• Strong written and verbal communication skills.  
• Sound numerical skills and ability to review and reconcile estate financial information.  
• Ability to identify issues, discrepancies and potential risks and escalate them appropriately.  
• High level of discretion and ability to manage sensitive and confidential information.  
• Strong stakeholder management skills and confidence dealing with legal and professional representatives.  
• Accurate record keeping and database management skills.  
• Ability to manage competing priorities and work independently.  
• Commitment to continuous improvement and service excellence. 

Important

We are an equal opportunity employer who is known for providing a work environment that embraces and values diversity, equity, inclusion and accessibility. We encourage applicants of all backgrounds, including  Aboriginal and Torres Strait Islander people, people with disabilities including low vision or blindness, people from CALD and LGBTQIA+ communities, and people of all ages to apply for our roles.

We are committed to making workplace adjustments and to support candidates through the recruitment and selection process. Please reach out to our team at ••••@guidedogsvictoria.com.au if you require reasonable adjustments be applied.

For further information please contact ••••@guidedogsvictoria.com.au.

We recognise and celebrate the diversity of our employees and volunteers and the benefits this brings to our organisation. 

Our people enjoy an inclusive and culturally safe work environment free from all forms of discrimination.

Guide Dogs Victoria is a Child Safe organisation.