JOB TITLE: Probate Administrator
ROLE TYPE: Permanent, full time part time position also available
LOCATION: Hertfordshire
HOURS/DAYS (per week): Monday – Friday, 9am – 5.30pm
SALARY RANGE: Competitive Salary (DOE)
NOTICE & PROBATION PERIODS: 1 Month notice period and 6 month probation
BENEFITS/BONUSES/HOLIDAYS: TBC
COMPANY CULTURE & SUMMARY: A supportive and close-knit team, working from their office which is located in Ware and easily accessible. Sitting at approximately 9 staff within their office, you’ll be part of a very supportive and dynamic team.
JOB ROLES/RESPONSIBILITIES (include but not limited to):
As a probate administrator, duties will be in line with the below. Please note, depending on your experience, some duties and responsibilities will be taught IF you don’t have a probate background. This list of duties are guidelines to other employees in similar roles at this firm.
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General office duties – helping with the general day to day running of the office carrying out tasks such as; answering the telephone, taking messages, photocopying, filing, greeting visitors, post in/post out etc.
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File set up and estate overview - To sort through all of deceased’s paperwork, as provided by the client, and set up a working file which is separated into the relevant sections. To assimilate all information provided to gain an understanding of the size and distribution of the estate.
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Liaising with Third Party Institutions - Making contact with companies in order to advise of the death, request date of death valuations. Liaise with them in order to fulfil their requirements for release/sale of asset. Identify any debts in the estate and give estimated timescales for repayment.
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Liaising with clients - Must be able to work with sensitivity and discretion, supporting bereaved clients during what can be a difficult time. Keep clients updated as to the progress of the estate administration and effectively manage their expectations with regards to timescale. Field client calls and answer any questions that they may have.
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HMRC / DWP - To obtain information regarding pensions/benefits received by the deceased. To correspond with HMRC in order ensure the deceased’s tax affairs are up to date and accurate. To also deal with capital gains tax, inheritance tax and income tax where necessary.
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Councils / Utility Companies - When an estate has a property that is being sold/transferred, to ensure that meter readings and final bills are obtained and relevant information given to the council regarding the new occupants.
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Estate Agents - Arrange for a local estate agent to give a probate valuation for the property for probate purposes and then to correspond and liaise with them during the marketing and sale of the property.
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Client Account - Receive cheques on behalf of estates. Log receipt of funds; received by Bacs or cheque. Give supporting information to Accounts Department to update Xero. Make payments on behalf of the estate. Prepare Bacs request or cheque and give to Accounts along with supporting documentation.
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Progress Report - Every estate has a dedicated Progress Report which must be updated every time anything happens within an estate.
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Identification and Bankruptcy - To ensure that appropriate identification has been received and bankruptcy checks carried out on behalf of all beneficiaries.
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Enquiries - To field probate enquiries to give help and advice to callers. To identify whether probate is necessary and, ideally, secure an appointment. In each instance an Enquiry Sheet must be completed.
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Future Business - To liaise with the Will & Trust Department and TPB Wealth Management to ensure that all further business opportunities are explored and where further business has already been identified, to advise when key stages of the administration have been reached.
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Estate Accounts - Drawing up the Estate Accounts at the end of the administration period. To clearly display the required information using Excel spreadsheets and Word templates. Raising invoices, ensuring that the accounts balance and that the correct distribution has been allocated to each beneficiary. To thoroughly check that every element of the estate has been fully dealt with prior to submitting the accounts to the Accounts Department for checking.
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Archiving - When all beneficiaries and TPB have been paid, take out any unnecessary documentation, transfer the documentation into a zippy wallet then give to the Accounts Department to have the CMM account closed. The file can then be archived.
ANY SPECIFIC TRAINING/QUALIFICATIONS/EXPERIENCE REQUIRED:
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Polite and courteous
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Articulate, well spoken, and communicative
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Accurate, numerate, competent with Excel spreadsheets
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Highly organised, attention to detail, literate with good spelling and grammar, filing, empathic with excellent communication
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Experience on MS Packages
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Full UK Right to Work (no sponsorships)
INTERVIEW & START DATES: ASAP
