University Hospitals Birmingham Charity
Legacy Administrator
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Legacy Administrator
Job Description & Person Specification
JOB TITLE: Legacy Administrator
SALARY: £26,000 per annum
HOURS: Full time - 37.5 hours, Part time – 22.5 hours
RESPONSIBLE TO: Charity Chief Executive
ACCOUNTABLE TO: Senior Fundraising Officer – Legacy & In-Memory
LOCATION: Queen Elizabeth Hospital Birmingham
WHO WE ARE
University Hospitals Birmingham Charity consists of four hospital charities supporting some of the busiest hospitals in Birmingham – Queen Elizabeth Hospital Birmingham, Heartlands Hospital, Good Hope Hospital and Solihull Hospital.
Being in hospital can be really tough physically and emotionally. This is why our hospital charities do as much as they can to help patients and their families feel as supported as possible during their treatment.
Each hospital charity provides the added extras that are "over and above" what the NHS can fund as standard. This includes life-saving equipment, state-of-the-art facilities, training and research, as well as free accommodation and patient comforts.
Across UHB Charity we are currently raising funds for a Total Body PET CT Scanner as well as our Children's and Newborn Appeals and Home from Home accommodation for civilians and military personnel, to name just a few.
As a Legacy Administrator you will help us raise much needed funds that will make a real difference to our patients and their families.
JOB SUMMARY
This role is primarily based at Queen Elizabeth Hospital Birmingham, with the expectation of occasional travel to other hospital sites.
This post is within the Fundraising Team at University Hospitals Birmingham Charity, which is the official charity of Heartlands Hospital, Good Hope Hospital, Solihull Hospital and the Queen Elizabeth Hospital Birmingham.
This is a new role within the Charity Team. In this role, you will be a crucial part in ensuring that all legacies to the charity are administered in a timely and sensitive manner, maintaining and building great relationships with both internal and external stakeholders.
This role will involve occasional evening and weekend work at charity events and events organised by our supporters.
PRINCIPAL DUTIES
- Work with the Senior Fundraising Officer responsible for Legacies to actively manage a varied caseload
- Handle a mixture of pecuniary, residuary and reversionary legacy cases
- Tailor your approach to each case depending on the circumstances, having a flexible approach whilst ensuring that all gifts are administered in a timely manner
- Work to optimise University Hospitals Birmingham Charity legacy income where appropriate
- Ensure that all bequests to UHB Charity are received and utilised, in accordance with UHB Charity policies
- Maintain your knowledge of current legislation
- Play an active role in the wider legacy team and promoting Gifts in Wills where necessary
- Working alongside the Stewardship Team, ensuring accurate data inputting and correspondence both written and verbal with supporters
- Managing and prioritising unpredictable and frequently interrupted busy workload
- Working with and deliver clear objectives and key performance indicators
- Proactively contributing to the achievement of targets and the ongoing fundraising success of the Charity as a whole and to be a supportive, effective and collegiate team member
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COMMUNICATION
- Relaying accurate and timely information to the fundraising team, communications team, grants team and stewardship team. Communicating with donors and fundraisers.
- Dealing with enquiries from the general public, disseminating information and ensuring that the appropriate action is taken, whilst maintaining the Charity’s policies and procedures
ORGANISATIONAL RESPONSIBILITIES
- Maintaining Raiser's Edge donor management system. Accurate data inputting of donations, fundraising, thank you letters and general archiving, production and upkeep of databases.
PROFESSIONAL RESPONSIBILITIES
- Ability to present oneself in a professional manner as a representative of the hospital and the charity.
- To maintain confidentiality in all aspects of duty including fundraiser and donor data.
- To assist in maintaining accurate records and to complete and return as requested statistical data.
- To maintain an accurate effective database, recording essential information and providing statistical data in accordance with guidelines and policy using Raiser's Edge, Microsoft Office, Word and Access.
MISCELLANEOUS
- To represent the Charity in a variety of different contexts and to a variety of different audiences.
- To ensure that a positive image of the hospital and the Charity is projected at all times.
- To hold a flexible approach to working hours (the role will require the post holder to work evenings and weekends as necessary).
- To hold a flexible approach to work when asked to take on other fundraising or admin duties when the team needs to cover holidays, or at times of workload pressure.
- To adopt a supportive and collegiate approach when working with the fundraising team and other colleagues within the hospital.
- The Legacy Administrator will also carry out other projects and duties as directed by the Head of Fundraising, Director of Fundraising and Charity Chief Executive.
NOTES:
This is not intended to be an exhaustive list of responsibilities but more an outline framework against which the post holder will be given flexibility to define the detail. Any changes will be the subject of consultation with the post holder.
All employees must adhere to and perpetuate Charity Policies and Procedures relating to:
- Health and Safety
- No Smoking at Work
- Equal Opportunities in Employment, including responsibilities under the Disability Discrimination Act.
Your attention is drawn to the confidential nature of information collected within the NHS. The unauthorised use or disclosure of patient or other personal information is a dismissible offence and in the case of computerised information could result in a prosecution for an offence or action for civil damages under the Data Protection Act 1984.
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Please note that employees are employed directly by the Charity and not the NHS.
Employees of the Charity are eligible to join a defined contribution pension scheme, to which the Charity will contribute 8% of an employee’s annual salary in addition to employee contributions.
Employees of the Charity are eligible for enhanced maternity and sickness pay.
Employees of the Charity receive 27 days holiday per year, plus Bank Holidays.
SKILLS/KNOWLEDGE and ABILITY
Essential
- Excellent written skills with first class spelling
- Use of Microsoft Office including Word, Excel, Access, Outlook, PowerPoint along with other software packages
- Ability to ensure accurate data inputting
- Ability to work independently and under pressure, prioritising work to meet deadlines
- Ability to deal with heavy, unpredictable workloads
- Ability to set up and maintain organisational systems
- Ability to work flexibly to meet the needs of the charity
- Problem solving
- Record keeping
- Non-judgemental attitude
- Accepts responsibility for own decisions
- Ability to represent the Charity at events and functions
- Good interpersonal skills and ability to influence people at all levels
- Understanding and respect for the importance of patient confidentiality
- GCSE English Language or equivalent
- GCSE Mathematics or equivalent
Desirable
- Educated to degree level or equivalent
- Qualification in community fundraising, corporate fundraising, communications, PR or marketing
- Membership of the Institute of Fundraising
EXPERIENCE
Essential
- Experience and understanding of charity legacy administration
- Ability to communicate clearly, assertively and compassionately with Executors, solicitors and bereaved family and friends
- High level of numeracy skills in order to approve complex Estate Accounts and tax calculations
- Experience of operating in a modern digital workplace, including using digital tools to work collaboratively and productively
- Experience of working on own initiative
Desirable
- Experience of working with donors and fundraisers
- Raiser's Edge donor database experience
- Experience of working and consulting with patients and/or the public
ADDITIONAL INFORMATION
Essential
- A team player with a flexible approach
- Available to work out of hours if required.
Desirable
- Car driver with a clean licence
HOW TO APPLY
If you are interested in the position, please send your CV and a covering letter via email to: charlotte.schofield@uhb.nhs.uk
In your covering letter, please tell us about your motivation for joining the Charity, what skills or experience you feel you will bring to the role and what you would like to learn.
Key dates:
Applications close on 3 August 2026
We will interview successful candidates as their applications come in. The final week of interviews will be w/c 17 August 2026
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