Estates Administrator

Guide Dogs NSW/ACT; St Leonards; On-site; AUD 30,000 - 42,000; Part time

Benefits offered by this job

Salary packaging

Employee Assistance Program

Me Days

Paid parental leave

Personal leave

Additional leave

Employee benefits

Professional development

Job summary

Guide Dogs NSW/ACT is seeking an Estates Administrator for the Marketing and Philanthropy team. This permanent part-time role (21 hours per week) can be spread across three days or flexibly across four or five days, focusing on estate notifications and pecuniary gifts from notification through to payment.

You will prepare correspondence and legal documents, liaise with solicitors, maintain confidential records, and support income forecasting and reporting for the Annual Report.

Qualifications

• Experience in business administration or a related field.
• Strong interpersonal and communication skills with internal and external stakeholders.
• Excellent organisation skills, flexibility and the ability to prioritise competing tasks.
• Sound judgement, tact and a strong commitment to confidentiality.
• High accuracy and attention to detail.
• Capacity to meet the physical demands and inherent requirements of the role.

Responsibilities

• Enter and maintain estate notifications accurately in relevant systems.
• Process and receipt bequest payments, including cheque, EFT and shares, in line with Finance procedures.
• Administer pecuniary gifts from notification through to receipt of payment.
• Prepare standard correspondence, legal documents and forms.
• Obtain information and documents from solicitors and executors, including Grants of Probate.
• Maintain complete, accurate and confidential estate records and audit trails.
• Keep internal stakeholders informed about estate income, progress and expected payment timing.
• Maintain estate and bequest information to support income forecasting.
• Prepare the bequestor recognition list for the Annual Report and digital wall display.

Skills

Interpersonal communication

Organisational skills

Confidentiality

Attention to detail

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

CRM systems

Tools

Microsoft Word

Microsoft Excel

PowerPoint

CRM systems

Job description

Job Category: Administration & Office Support

We are committed to providing services for people with low vision or blindness by tailoring solutions to help overcome barriers and build independent and fulfilling lives.

We are united in our shared mission of creating opportunities, championing the rights of people with low vision or blindness, and building communities who share our mindset and ambition for accessibility and inclusivity.

With a strong culture of innovation, learning, flexibility and belonging, we live our values and allow our team members to be the best version of themselves inside and outside work.

Job Description

Permanent part-time, 21 hours per week - The hours can be worked across three days or flexibly across four or five days.

Working within our Marketing and Philanthropy team, the Estates Administrator plays an important role in ensuring estate matters and pecuniary gifts are managed accurately, sensitively and efficiently from notification through to payment.

What you’ll do

• Enter and maintain estate notifications accurately in relevant systems.
• Process and receipt bequest payments, including cheque, EFT and shares, in line with Finance procedures.
• Administer pecuniary gifts from notification through to receipt of payment.
• Prepare standard correspondence, legal documents and forms.
• Obtain relevant information and documents from solicitors and executors, including Grants of Probate.
• Maintain complete, accurate and confidential estate records and audit trails.
• Keep internal stakeholders informed about estate income, progress and expected payment timing.
• Maintain estate and bequest information to support accurate income forecasting.
• Prepare the bequestor recognition list for the Annual Report and digital wall display.

What you’ll bring

• Experience in business administration or a related field.
• Strong interpersonal and communication skills, with the ability to build effective relationships with internal and external stakeholders.
• Excellent organisation skills, flexibility and the ability to prioritise competing tasks.
• Sound judgement, tact and a strong commitment to confidentiality.
• High accuracy and attention to detail.
• Confidence using Microsoft Word, Excel, PowerPoint and CRM systems.
• Capacity to meet the physical demands and inherent requirements of the role.

It would be an advantage if you have

• Current appointment as a Justice of the Peace in NSW.
• A demonstrated ability to identify and implement improvements to established processes.

Benefits that Guide Dogs offer

As a member of the Guide Dogs team, you will have access to a wide range of benefits tailored to your needs.

• A competitive remuneration package is available commensurate with skills and experience, which includes tax free salary packaging of up to $15,900.
• EAP - Get support when you need it with Employee Assistance Program counselling sessions.
• Me Days – Receive two paid days per year to support yourhealth and wellbeing.
• Paid Parental Leave – take time to bond with your new child with 15weeks paid leave after qualification period
• 15 days of personal leave (pro-rated)
• The optionto purchase up to 4 weeks additional leave each year.
• Employee benefits program and Reward and Recognition program.
• Support foryour professional development including paid study leave and educational assistance.
• Join an organisation that makes a meaningful and positiveimpact on our society.

Guide Dogs Values

• Our clients come first in everything we do
• Walk the Talk - The buck stops with us. So we keep our word and keep going, no matter what.
• Lead with Head and Heart - Forever focused on our purpose and mission, we combine care and careful planning to deliver successes worth celebrating.
• Lift each other - From a guiding hand to a high five, we unleash and acknowledge everyone's potential.
• Never stop exploring - We're fearlessly creative. We've always asked and answered the tough questions and if there's a better way, we'll find it.

Applications close Friday, 9 October 2026. Applications will be screened on a rolling basis and may close early, so we encourage you to apply as soon as possible.

Guide Dogs NSW/ACT areproud to be an inclusive workplace that reflects our clients and the broader community and are committed to providing a work environment in which everyone is included, treated fairly and with respect. We offer equal employment opportunity regardless of your disability, gender or gender identity, race, religion, sexual orientation, age, marital or domestic status, carer status, or political opinion.

If you require an adjustment within the recruitment process, please contact [e-mail] to inform us of your preferred method of communication.