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HEART OF KENT HOSPICE

Individual Giving and Legacy Administrator

The closing date is 17 August 2025

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Job summary

Job Title: Individual Giving and Legacy Administrator

Department: Income Generation

Reports To: Individual Giving Manager

Accountable To: Head of Fundraising

Hours: The role is 37.5 hours per week - it will involve some evening and weekend work

Location: Hybrid remote and at the hospice, Aylesford, Maidstone (minimum of 3 days per week in the office)

Heart of Kent Hospice is seeking an enthusiastic and committed Individual Giving and Legacy Administrator to support the delivery of our fundraising campaigns and ensure our donors receive the best possible experience.

As our Individual Giving and Legacy Administrator, you will play a vital role in the success of our fundraising efforts. You will administer legacy notifications (pecuniary, residuary, specific) from initial contact to case closure. You will be the first point of contact for many of our generous donors, so your professionalism, empathy and attention to detail will help ensure, lasting meaningful relationships.

Main duties of the job

This role will be responsible for supporting all Individual Giving income streams as needed (In Memory, Regular Giving, Lottery and Legacy Administration). This role is responsible for all Legacy Administration from start to finish. This role is crucial in supporting the care and stewardship of gifts in wills supporters, executors (Solicitors and lay) and loved ones of our generous donors. You will naturally be patient, empathetic, compassionate and sensitive in your correspondence and tone when communicating with key audiences, demonstrating the hospice values. This role is responsible for legacy administration to maximise income for the hospice. This will require effective communication, attention to detail, efficient time and diary management, flexibility in approach to challenges and excellent organisational skills.

About us

At Heart of Kent Hospice, we believe that everyone deserves compassionate, expert care when there is no cure for their illness and when they have a limited time left to live.

We are a charity and we dont charge a penny for our care. We depend on the compassion and kindness of you, the people of this community, to power our services and ensure that everyone gets the help they need.

We provide specialist care and support to adults who have a terminal illness as well as their families, friends and carers. We help people to live as fully and as well as possible for the rest of their lives and ensure that their final days are comfortable and peaceful,

wherever they choose to be. We treat every individual as the unique and special person that they are. Everything we do is tailored and personalised.

Our vision is that everyone living with a terminal illness in our community will have the best quality of life. Our purpose is to enable people with a terminal illness in our community to live with comfort, independence and dignity to the end of their lives, and to support those closest to them. All our care is underpinned by our core values of compassion, integrity, respect and teamwork. These values guide our decision-making and how we conduct ourselves in our work and every one of our colleagues plays an important part in enabling us to give our patients and their families the best possible care.

If youre passionate about our cause consider joining our team.

Date posted

25 July 2025

Pay scheme

Other

Salary

£31,035 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

B0118-25-0011

Job locations

Preston Hall

Aylesford

Kent

ME20 7PU

Job description

Job responsibilities

Main Responsibilities:

1. Legacy Case Management

1.1 Administer all legacy notifications (pecuniary, residuary, specific) from initial contact to case closure.

1.2 Maintain accurate and timely records of all correspondence and actions using the hospice CRM and finance systems

1.3 Liaise sensitively and professionally with solicitors, executors, and families

1.4 Monitor progress of estates, chase as necessary, and ensure timely receipt of funds

1.5 Identify and escalate complex or contentious cases, including potential disputes or restricted gifts

1.6 Work with Fundraising colleagues to ensure appropriate recognition of legacy donors.

1.7 Promote a culture of care, respect and gratitude for all legacy giftsregardless of size.

2. Financial Oversight

2.1 Record legacy income accurately and ensure full audit trail.

2.2 Work closely with Finance to reconcile income and support forecasting and reporting.

2.3 Review and approve estate accounts in line with charity expectations and legal obligations.

3. Compliance & Governance

3.1 Ensure compliance with relevant legislation (e.g. Charity Act 2011, GDPR, probate law).

3.2 Monitor and mitigate risks, working with legal or governance leads when necessary.

3.3 Keep informed of sector developments and best practice in legacy administration.

3.4 Support the administration of the hospice lottery, ensuring compliance with relevant regulations.

4. Supporter Care & Stewardship

4.1 Send timely and sensitive acknowledgements and thank-you communications to donors, executors and next of kin.

4.2 Develop and implement a donor recognition program, including thank-you letters and regular updates on the impact of their contributions.

4.3 Develop an enhanced stewardship journey for executors and associated loved ones e.g. in memory books, events, tours.

4.4 Work with the Fundraising team to ensure donors feel valued and appreciated, fostering long-term relationships.

4.5 Provide personalised support to individual donors, addressing inquiries and providing information on giving options.

4.6 Support the planning and execution of fundraising events and activities aimed at individual donors.

5. Lottery Administration

5.1 Assist in the development and execution of individual giving campaigns. Coordinate lottery draws, including communication with winners and processing prize distributions.

5.2 Monitor and report on lottery performance, providing insights to improve effectiveness.

5.3 Work closely with the Finance team to reconcile lottery income and ensure accuratefinancial reporting.

6. Team responsibilities

6.1. Understand and keep up to date on all fundraising regulations and best practices.

6.2. Explore and propose opportunities for the hospice to grow its brand awareness, as well as presence in the community.

6.3. Support the broader Fundraising team with input into key activities and new portfolio development such as fundraising campaigns to maximise income.

6.4. Commit to our culture framework which outlines how we expect everyone at Heart of Kent Hospice individually and as a team to ensure the best possible experience forour patients, their families, our supporters and our local community.

7. All Colleagues

7.1 To participate in the hospice performance review and appraisal process which is known as your Snapshot.

7.2 Attend all statutory and mandatory training and undertake training and development.

7.3 To keep up to date with professional practice issues. To attend meetings pertinent to organisational and professional responsibilities.

7.4 To assist in producing management/service reports as required.

7.5 To promote close working relationships and good communication links with

7.6 Colleagues at all levels throughout the hospice.

7.7 To liaise with internal departments and a wide range of external organisations and individuals as appropriate.

7.8 To be aware of, and comply with, all hospice and Statutory Policies and Procedures as appropriate.

7.9 To support the hospice clinical governance programme.

7.10 To take personal responsibility for risk management in his/her work and undertake to review practices and learn from experience.

7.11 To participate in the development, review and audit of quality standards and contribute to the process of continuous quality improvement throughout the hospice.

7.12 To comply with the hospices policy and procedure in handling any complaints.

7.13 To maintain accurate up-to-date statistics in both computer and written form as required.

7.14 Comply with Information and Data Protection requirements at all times.

7.15 To take reasonable care of the health and safety of yourself and others that may be affected by what you do while at work, and to co-operate in the implementation of the hospices Health and Safety policy.

7.16 Ensure volunteers have a good understanding of and take responsibility for health and safety and maintaining security, and that all hospice health and safety policies and procedures are adhered to.

7.17 To work as a member of the hospice team, to foster the Teams caring mission and to have commitment to have commitment to the overall purpose of the hospice.

7.18 At all times to behave in a manner befitting the post and professional dignity of the hospice and ensure that the hospice is positively represented to the public and other stakeholders.

7.18.1 To maintain an appropriate standard of confidentiality. Any disclosure of confidential information (including personal information kept on computer or other media) made unlawfully outside the proper course of duty will be treated as a serious disciplinary offence.

7.19 Champion best practice in equality diversity and inclusion in everything we do.

7.20 To preserve the confidentiality of information acquired by virtue of the position.

7.21 Have fun and challenge yourself at work, championing our values and behaviours and abiding by our policies and procedures.

7.22 To participate in the production of promotional material and support fundraising/volunteer events as appropriate.

7.23 To carry out such other duties which may reasonably be requested.

This job description is a broad reflection of the current duties. It may be amended and developed in the light of experience and will be the focus for objective setting in an annual appraisal.