Estates Administration Officer

Date: 8 Aug 2025

Site: VCCC (Parkville)

Location:

MELBOURNE, VIC, AU, 3000

Company: Peter MacCallum Cancer Centre

Unit: GIW And Estates

Division: Foundation

Department: Fundraising

Enterprise Agreement: Health and Allied Services, Managers and Administr

GIW And Estates

YOUR ROLE IN THE FUTURE
Estates Administration Officer
Ongoing, Part Time Role

• Newly created, impactful role
• Oversee all aspects of estates administration to ensure the wishes of Will-makers are honoured and estates income maximised
• Join one of Australia’s leading fundraising teams in an iconic organisation

Make a life-changing difference to people with cancer, creating meaningful impact within a world-leading, purpose-driven organisation!
• Act as the primary point of contact for all estate matters, providing professional and timely responses across all communication channels and work closely with our external service provider, Bequest Assist.
• Ensure all estates are managed in line with the Foundation’s relevant policies and procedures, including data handling, privacy, gift processing and donor acknowledgement.

The Peter MacCallum Cancer Centre (Peter Mac) is a Victorian public health service and a world-leading comprehensive cancer centre seeking to excel across all spheres of clinical care, research and education. We are home to the largest cancer research enterprise in Australia and provide treatment to around 40,000 people with cancer each year. Welcoming people from a wide variety of different backgrounds and experiences is critical to fostering innovation, compassion and excellence, and providing the best possible cancer care for our patients.
The Peter MacCallum Cancer Foundation is the fundraising arm of Peter MacCallum Cancer Centre. Fundraising plays a crucial role in advancing cancer research at Peter Mac with funds raised accelerating the search for cancer cures.
Peter Mac’s Gifts in Wills and Estates program is responsible for promoting gifts in Wills to new and existing Peter Mac supporters and generates significant income to support Peter Mac’s life-saving research.

About the ROLE
Reporting to the Gifts in Wills and Estates Manager, you will oversee all aspects of estates administration to ensure the wishes of Will-makers are honoured with compassion, professionalism, and accuracy.
You will be the key liaison for executors, legal and financial professionals, charity co-beneficiaries, next of kin, and our external service provider, Bequest Assist. Your ability to manage relationships with empathy, communicate complex information clearly, and maintain meticulous records will be vital to the smooth receipt and stewardship of estate gifts.

About YOU
• Demonstrated experience in a similar role (legal, finance, administration).
• Professional manner, with the ability to relate respectfully and sensitively to stakeholders.
• Proven experience in updating and maintaining accurate records.
• Demonstrated problem-solving skills.
• Commitment to understanding and upholding confidentiality.
• Exceptional written and verbal communication skills, with the ability to confidently communicate with a wide range of stakeholders.
• Demonstrated ability to work productively with a high degree of accountability, self-motivation, and initiative.
• Excellent organisation and prioritisation skills with the ability to meet deadlines.
• Empathy and understanding for Peter Mac’s cause and objectives.
• High level skills in MS Office, particularly Excel and CRM.

Renumeration between $70,000 - $75,000 (prorated to part-time equivalent) + super + salary sacrificing dependent on candidate experience. To be discussed further with the Hiring Manager.

Applicants to this role should provide a covering letter outlining relative key skills and experience to assist us with our assessment.

For further information about this opportunity, click Apply to be redirected to the Peter Mac Careers page where you can review the position summary. Alternatively, please contact us using the information below for a confidential discussion.

Enquiries: Bethan Hazell
Phone: 03 8559 6781
Email: bethan.hazell@petermac.org

Applications Close: 11:59PM Sunday 31 August 2025

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Position Summary

Gifts in Wills provide significant funding for Peter Mac’s lifesaving cancer research; around 30% of the Foundation’s annual fundraising revenue comes from bequests.

Reporting to the Gifts in Wills and Estates Manager, the Estates Administration Officer will be responsible for overseeing all aspects of estates administration, ensuring the wishes of the Will-maker are carried out in accordance with the Will and/or relevant legislation.

As key contact for executors, legal and financial professionals, charity co-beneficiaries, and our external service provider, Bequest Assist, you will provide stakeholders with accurate and timely information to ensure the smooth receipt of estate funds.

You have meticulous attention to detail, are organised and an excellent communicator with the ability to summarise complex documents clearly and concisely and manage relationships with professionalism and empathy.

Finally, you are committed to building upon Peter Mac’s reputation as a trusted and worthy recipient of bequests.

Key Responsibilities:
• Act as the primary point of contact for estate matters, providing professional and timely responses across all communication channels.
• Ensure all estates are managed in line with the Foundation’s relevant policies and procedures, including data handling, privacy, gift processing and donor acknowledgement.
• Maintain the estates pipeline to ensure accurate forecasting.
• Develop respectful and compassionate relationships with internal and external stakeholders.
• Support the Gifts in Wills and Estates Manager in contested estate matters.
• Oversee stewardship activities for estate representatives and next of kins, including greeting cards, correspondence and stewardship events.
• Maintain accurate record-keeping and reporting across all estate matters, including those managed by external partners.

Enterprise Agreement

Health and Allied Services, Managers and Administrative Workers (Victorian Public Sector) (Single Interest Employers) Enterprise Agreement 2021-2025

Classification or Salary Range

HS2

Immunisation Risk Category

Immunisation Category C

Key Relationships

Internal	Gifts in Wills and Estates Manager Head of Fundraising Chief Executive Officer Gifts in Wills team Finance and Operations team Database team Peter Mac legal Peter Mac and Foundation staff and volunteers
External	Estate representatives, including solicitors, wealth managers, accountants, trustees and executors Charity co-beneficiaries Next of kins Bequest Assist

Skills

Essential Requirements

Demonstrated experience in a similar role (legal, finance, administration).
Professional manner, with the ability to relate respectfully and sensitively to stakeholders.
Proven experience in updating and maintaining accurate records.
Demonstrated problem-solving skills.
Commitment to understanding and upholding confidentiality.
Exceptional written and verbal communication skills, with the ability to confidently communicate with a wide range of stakeholders.
Demonstrated ability to work productively with a high degree of accountability, self-motivation, and initiative.
Excellent organisation and prioritisation skills with the ability to meet deadlines.
Empathy and understanding for Peter Mac’s cause and objectives.
High level skills in MS Office, particularly Excel and CRM.

Desirable Requirements

Background in finance or legal.

Key Accountabilities

Key Accountabilities	Demonstrated by / Key Performance Indicators
1. Ensure estates are managed effectively, according to prescribed policies and procedures.	Effectively monitor estates from initial notification to finalisation and acquittal, in conjunction with service provider Bequest Assist, to ensure estate income is maximised and delays are minimised. Liaise with estate representatives, both professional and lay, in a professional manner and accurately record correspondence in CRM. Ensure receipts are issued accurately, and in line with Foundation procedures, including relevant personalisation and messaging in recognition of the donor’s gifts. Maintain accurate records of all gifts received, to ensure gifts are acquitted accurately and in line with donor requests and expectations, while also aligning with the Foundation’s donation processing policies. Support the share transfer process, coordinating the appropriate approvals and certification of documents in line with the Foundation’s delegation of authority. Formulate and deliver excellent written and verbal cases for support to achieve estate income objectives.
2. Financial management and reporting.	Maintain estates pipeline in Excel, including tracking tied/untied revenue, to support accurate and timely income forecasts. Provide regular timely and accurate reports against budget as requested. Reconcile estates income between Bequest Assist’s and Peter Mac’s systems each month, tracking performance and highlighting any diversions from expectations. Ensure direct deposit log is kept updated, and gift coding is correct. Use data and results to contribute to strategy and to implement plans. Remain abreast of sector trends and integrate learnings where appropriate.

Key Accountabilities (Contd..)

Key Accountabilities	Demonstrated by / Key Performance Indicators
3. Communication and stakeholder management.	Ensure estate representatives receive timely and accurate communications as part of their stewardship journey. Develop respectful and compassionate relationships with next of kins to acknowledge their loved one’s gift and provide information about the impact of the gift. Create and maintain estate communications, including sympathy cards, letter templates, estate acquittals and impact reports. Provide the Gifts in Wills and Estates Manager with regular updates on the status of estates and potential issues. Work with internal and external legal representatives and stakeholders on contested estates and assist in preparing documentation ahead of mediations. Liaise with Bequest Assist to gain insights into current estates managed by them. Plan and deliver estate-specific stewardship events and other engagement activities, in collaboration with the Events Specialist.
4. Compliance and reporting.	Understand and comply with all relevant legislations and regulations, especially Privacy and Fundraising and Peter Mac and Foundation policies and procedures.
5. Team participation	Work collegially to ensure strong positive and professional working relationships within the Foundation and with Peter Mac staff and community. Actively participate in all Foundation activities, including answering donor calls when required, as well as contributing to cross-functional working groups and strategic initiatives. Regular attendance and participation at staff and other meetings. Attend, participate and contribute to relevant professional development and training opportunities.
6. Other duties as required.	Undertake other duties, which are appropriate to the level of the position.

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WHY WORK FOR PETER MAC

Peter Mac offer a range of benefits which support our people both personally and professionally.
Our staff benefits include award winning facilities, professional development and events, a health and wellbeing program, flexible work practices and policies and financial benefits such as salary packaging.
We encourage applications from Aboriginal and Torres Strait Islander people, all members of the LGBTQI community and people with a disability.

Peter Mac offers its employees the following benefits:
• Flexible working arrangements including working from home options
• Salary packaging to increase your take home pay
• 17.5% leave loading
• Mentoring program
• Cultural leave
• Onsite eateries and coffee shops and inviting rooftop garden spaces
• Employee Assistance Program, plus wellness initiatives including flu vaccination
• Pathways for professional development and new career opportunities

Inclusion and belonging
Peter Mac celebrates, values and supports a diverse and inclusive environment which reflects our vibrant community. We encourage applications from anyone identifying as Aboriginal and/or Torres Strait Islander. We also welcome anyone who identifies as LGBTQIA+, linguistically, culturally and/or gender diverse, people with disability, and people of any age to apply for our roles.

Join us!
If you feel this role is right for you, we warmly invite you to apply and encourage your early application. All appointments are made subject to a satisfactory police check and vaccination evidence. Should you need assistance or require any adjustments or accommodations to fully participate in the application or interview process, you are welcome to reach out to the contact person listed. We acknowledge that not all applicants will meet the full list of selection criteria outlined, and wherever possible we will consider applications where relevant experience can apply.