Public Trustee Admin – Wills & Estates Focus

About the Company

State Trustees Ltd. is a Victorian State Government-owned company providing essential services to the community, including wills, estate administration, powers of attorney, and financial administration services. We are committed to supporting Victorians in planning for the future and navigating life’s challenges with compassion and expertise. Our Warrnambool office plays a vital role in delivering these services to regional communities, ensuring accessible and professional support.

Job Description

We are seeking a dedicated and detail-oriented Public Trustee Admin professional with a focus on Wills & Estates to join our team in Warrnambool. This role is crucial in providing comprehensive administrative support to our Wills & Estates division, ensuring the efficient processing of client matters and maintaining exceptional service standards. You will be responsible for a variety of tasks, from managing client inquiries to preparing critical legal documentation, all while upholding the integrity and professionalism expected of a public service provider.

Key Responsibilities

• Provide high-level administrative support to the Wills & Estates team, including document preparation, correspondence, and record keeping.
• Act as a primary point of contact for client inquiries related to wills, estates, and general trust matters, offering empathetic and accurate information.
• Assist in the preparation, lodgement, and management of legal documents pertinent to estate administration, probate, and letters of administration.
• Maintain and update client files, databases, and case management systems with meticulous accuracy and confidentiality.
• Liaise effectively with internal legal professionals, financial advisors, and external stakeholders such as solicitors, banks, and government agencies.
• Process invoices, expenses, and financial transactions related to estate management, ensuring compliance with financial regulations.
• Support the team in organizing appointments, meetings, and events, including preparing agendas and minutes.
• Contribute to a positive and collaborative team environment, participating in ongoing training and development initiatives.

Required Skills

• Minimum of 12 months demonstrated experience in an administrative support role, preferably within a legal, financial, or public service environment.
• Exceptional organizational skills with a keen eye for detail and accuracy.
• Strong written and verbal communication skills, capable of interacting professionally with diverse clients and stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with case management or database systems.
• Demonstrated ability to handle sensitive and confidential information with discretion and empathy.
• Ability to work independently and as part of a team in a fast-paced environment, managing multiple priorities effectively.

Preferred Qualifications

• Experience or exposure to wills, estates, trusts, or probate administration processes.
• A Certificate IV or Diploma in Legal Services, Business Administration, or a related field.
• Understanding of the Victorian legal framework relating to wills and estates.

Perks & Benefits

• Competitive salary package with superannuation contributions.
• Generous leave entitlements and a focus on work-life balance.
• Access to ongoing professional development and training opportunities.
• Supportive and collaborative team culture within a reputable public service organization.
• Employee Assistance Program (EAP) for personal and professional well-being.
• Opportunity to make a tangible difference in the lives of Victorians.

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