Probate Director

The role is to deliver non-contentious probate services to our clients through our trust corporation and grow this area of the business through cross referrals. The role will also involve working with private client partners, where they are a named executor, or where our trust corporation has been appointed as an executor. To support the Head of Legal services under the firm’s ICAEW probate accreditation with regulatory matters and to monitor key deadlines, pricing transparency and manage risk.

Key responsibilities:

• Liaising and meeting with prospective new clients to fact find, scope out work, explain the probate process, first steps and agree pricing.
• Onboarding new clients for probate services, issuing our letter of engagement and terms of business and dealing with KYC requirements for personal representatives and beneficiaries.
• Serve as the primary point of contact for clients, providing guidance and support throughout the probate process.
• Arranging for the file to be opened and ensuring the correct procedures are followed.
• Signing out third party notification letter and emails.
• Liaising with clients and third parties to value the estate.
• Where the deceased was a private company shareholder or business client of the firm, liaising with relevant partner internally to obtain accounts or instruct a probate valuation of the shares.
• Where the estate has a cross-border element, correspond with foreign advisers to obtain the required documentation, such as Affidavit of Foreign Law and/or notarised or apostilled documents.
• Preparation of form IHT400 and supporting schedules and submission to HMRC following approval by the personal representative(s).
• Drafting Affidavits e.g. Affidavit of Plight & Finding, Affidavit of Due Execution and submission of Pre-Lodgement Enquiry to HMCTS, where appropriate.
• Calculation of the inheritance tax payable by the estate and discussing options for payment with the personal representatives.
• Preparing and lodging the application for probate or letters of administration, either by paper or online through the HMCTS portal.
• Corresponding with HMRC and HMCTS, as appropriate.
• Where instructed to post Grant of Probate, realise and collect in the assets, and prepare the estate accounts and distribution statement.
• Organise Will and Asset and Liability searches, beneficiary identification and bankruptcy checks and placing of s27 Trustee Act Notices via our Estate Search online portal.
• Arrange for the completion of self-assessment tax returns to date of death and any tax returns for the estate administration period with the tax and trust team.
• Assist Head of Legal Services with any ICAEW regulatory visits.
• Where required, instruct a solicitor to draft any legal deeds and/or any property conveyancing work.
• Complete HMRC Online Trust and Estates Register, as required.
• Administer and distribute the estate, including authorising funds received and payments from our designated client account.
• Review time costs, raise and issue fee notes to clients for approval and payment.
• Train, mentor, develop the team.
• Attend relevant courses and conferences to meet with CPD requirements.
• Contribute to business development initiatives, identifying opportunities for growth within the practice.
• Monitor Budget, WIP, prepare and issue fee notes.

Software and applications:

• My HMCTS & HMLR
• AdvancedOne for IHT400, PA1P and PA1A forms
• Tolley’s Online which includes Tristram v Cootes latest edition
• Proficient user of Microsoft Excel for the preparation of estate accounts.
• Proficient user of Microsoft Outlook, and Word.
• Knowledge of CCH Practice Management Software and DocuSign would be advantageous, but training will be provided.

Qualifications/education required:

• Chartered Tax Adviser with STEP.
• Minimum 5 years of experience in probate and/or private client.
• Experience of the probate process (routine, non-contentious).
• Excellent communication and interpersonal skills, with a client-focused approach.
• Strong organisational skills and the ability to manage multiple projects simultaneously.
• Proven ability to manage multiple cases and deadlines effectively.
• Proficiency in tax software and relevant technology tools.

About Mercer & Hole:

Mercer & Hole is an independent firm since being founded in 1905. Today, we are proud to say that we are a growing top 40 accountancy firm performing Audit, Corporate Tax, and advisory work. We are also a top 20 UK firm for both private client tax work and financial planning. The firm is led by 24 partners, many of whom are top 4 trained, and we value teamwork with over 240 staff across four locations in the UK, with our flagship office in the heart of the City in Lombard Street. We work with businesses and individuals and provide a quality, personalised service with high levels of expertise across all aspects of audit, accountancy, tax, and financial planning. We have the technical knowledge and excellence, but we also aim to give our clients practical options, and always make complex issues easy to understand. The secret to our success is a commitment to deliver only the best for our clients and to exceed their expectations from our initial contact and throughout our relationship.