SOP Companion to the Office Manager Role
Operations Manager SOPs: Overview
This section contains all Standard Operating Procedures (SOPs) that underpin the Operations and Systems Manager role. These SOPs translate the responsibilities set out in the job description into clear, detailed and repeatable workflows.
Together, they form the operational map for the role, covering membership processes, finance coordination, communications, governance, IT systems, HR functions, events support and external partnerships. Each SOP provides step-by-step guidance, linked templates and compliance requirements to ensure consistency and accuracy in day-to-day work.
The framework is designed to turn essential operational knowledge into durable organisational assets. It supports continuity, reduces risk, prevents knowledge gaps, and provides a clear governance trail for audit, review and reporting.
All SOPs follow a standard format:
Purpose | Scope | Responsible Role | Procedure | Linked Templates | Version Control | Review Date.
Use the categories below to access the SOPs relevant to each area of the Operations Manager’s responsibilities.
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Mapped SOPs:
• B1. New Membership Application Process
• B2. Interview Pathway Workflow
• B3. Renewals & CPD Verification
• B4. Category Transitions
• B5. Resignation & Data Removal Procedure
• B6. Data Entry Protocols (Airtable / WhiteFuse / Mailchimp)
• B7. GDPR in Membership Data
• B8. GoCardless DD Setup & Troubleshooting
• B9. Membership Communications Templates
• B10. Reporting Membership Stats to Council -
Mapped SOPs:
• C1. Direct Debit Run Schedule & Process
• C2. Stripe Payment Management
• C3. Invoice Issuing & Filing
• C4. Reconciliation & Finance Officer Liaison
• C5. Expense Reimbursement Workflow
• C6. Budget Preparation & Financial Calendar
• C7. Supplier / Subscription Payment Tracker
• C8. Record Retention for Audit
• C9. Financial Reporting Template -
• D1. Email Approval & Sending Workflow
• D2. Mailchimp Campaign Production
• D3. Practitioner Share Group Moderation
• D4. Tone & Style Guide
• D5. Sensitive Communications & Complaints
• D6. External Organisation Liaison
• D7. Event Promotion Templates
• D8. Public Statements & Advocacy Protocol
• D9. Newsletter Archive Process -
Mapped SOPs:
• E1. Airtable Database Guide
• E2. WhiteFuse Permissions
• E3. Mailchimp Tagging & Sync
• E4. GoCardless Integration Overview
• E5. Intranet Management
• E6. Website Update Workflow
• E7. IT Security & Backup Schedule
• E8. Subscription Renewal Tracker
• E9. Access & Password Management
• E10. System Downtime & Recovery -
Mapped SOPs:
• F1. Code of Ethics Review Cycle
• F2. Complaint Handling Process
• F3. Confidentiality & Data Handling
• F4. GDPR Compliance Checklist
• F5. Data Breach Response Plan
• F6. Policy Update & Approval Workflow
• F7. Risk Register Management
• F8. Council Meeting Preparation & Records -
Mapped SOPs:
• G1. Recruitment & Induction
• G2. Admin Assistant Supervision
• G3. Timesheet & Task Submission
• G4. Absence & Cover Arrangements
• G5. Internal Communication Channels
• G6. Confidentiality Agreement
• G7. Staff Conduct -
Mapped SOPs:
• H1. AGM Planning Calendar
• H2. CPD Event Workflow
• H3. Council Meeting Pack Preparation
• H4. Events Coordination Procedure
• H5. Collaboration Guidelines (Schools / Organisations) -
Mapped SOPs:
• I1. MoU & Partnership Management
• I2. Liaison with BMAS / ETCMA / ATCM / BAcC
• I3. Media & Public Enquiries
• I4. Advocacy & Public Statement Approval -
Mapped SOPs:
• J1. Intranet Overview & Navigation
• J2. SOP Template & Writing Guide
• J3. Version Control & SOP Change Log
• J4. Staff Onboarding Pack
• J5. Annual Systems Review Cycle
• J6. Knowledge Continuity for Staff Transitions -
Mapped SOPs:
• K1. Organisational Design Change Log
• K2. Process Development Tracker
• K3. Systems Review & Optimisation
• K4. Future Role Transition Plan
• K5. Archiving Redundant Systems Protocol
• K6. Risk & Resilience Evaluation for New Processes -
Mapped SOPs:
• L1. Letterhead & Branding Guide
• L2. Template Management SOP
• L3. Standard Email & Letter Templates
• L4. Forms & Application Templates
• L5. Policy Template Library -
Mapped SOPs:
• M1. Annual Calendar of Key Tasks
• M2. SOP Quick Index by Frequency
• M3. Contact Directory
• M4. Glossary of Systems & Terms