How to Draft a Superior Detailed Job Description
When creating a comprehensive, audit-ready job description, structure it as follows:
1. Job Title and Identification
- Job Title (English/Spanish if bilingual workforce)
- Department / Location
- Reports To
- Effective / Revision Date
- Job Code (if applicable)
2. Broad Function
Summarize the role in 3–5 sentences, linking it to compliance programs (e.g., AIB, SQF, HACCP, GMPs).
Example: Maintain plant facilities and equipment in compliance with Food Safety Programs. Support sanitation staff, assign tasks, and ensure the sanitation master schedule is executed.
3. Principal Responsibilities
- Daily tasks (housekeeping, inspections, schedule checks)
- Weekly/Monthly tasks (deep cleaning, audits, training)
- Corrective/disciplinary actions
- Collaboration with other departments
4. Principal Relationships
- Internal: Production, Quality, Maintenance, HR
- External: Auditors, USDA, FDA, AIB Inspectors
- Supervision: Direct and indirect reports
5. Supplementary Information
- Minimum education requirements
- Preferred certifications (HACCP, SQF, OSHA)
- Skills (technical knowledge, bilingual ability, communication)
6. Training Needs
- Onboarding modules (Food Safety, PPE, GMP, HACCP)
- Equipment training (floor scrubber, forklift, aerial lift)
- Policy training (safety, harassment, accident reporting)
7. Physical Requirements
- Define tasks: climbing, lifting, bending, repetitive motion
- Specify intensity: Sedentary, Light, Medium, Heavy, Very Heavy
- Example: Must lift up to 50 lbs and work in refrigerated environments (32°F or below).
8. Environmental Conditions
- Exposure: cold, heat, noise, chemicals, dust, fumes
- Requirement for PPE or respirators when applicable
9. References
- SSOPs and work instructions
- Sanitation forms and logs
- Training materials
- Compliance references (AIB, USDA, FDA, ISO, SQF, HACCP)
Final Thoughts
A superior job description should be:
- Functional – tied to daily operations and compliance.
- Auditable – with clear references to SOPs, training, and records.
- Clear & Accessible – bilingual if required by workforce.
- Flexible – allowing for “other duties as assigned.”