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Job descriptions SQF level 2


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#1 charbear

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Posted 23 May 2017 - 02:43 PM

I was wondering how to determine who all will need a job description? This is a small food contact paper facility (70 employees roughly) every job in the facility is food safety related in some way or another. For example machine operators are responsible for checking packages for quality before they reach our packing area, our packer checks for quality again before sending to shipping, shipping checks for quality and ships ... everyone is involved in the process. What information needs to be included? Thank you!


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#2 Timwoodbag

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Posted 23 May 2017 - 03:15 PM

I am at an even smaller company (SQF Level 2 as well) and we have job descriptions for just about everyone except the girls in accounts receivable.  We ensured that every person who comes near product or packaging, raw or processed, should have a job description written out; Even the girls in the office who only head downstairs once every other month for inventory have a written description.  We were able to base ours off of job position, and listed the names of employees who qualify to work that spot, while separately I keep a live list going of current employees and their capabilities to match it against.  


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#3 FurFarmandFork

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Posted 23 May 2017 - 07:19 PM

You can cut down on the number of job descriptions by grouping them into categories. For example, if you have separate descriptions for operators of different types of equipment/areas of the facility, you can generalize and make one for "production operator" that covers the food safety responsibilities of all those individuals, and could even include folks like forklift drivers. You could do the same thing with job descriptions categorically for production operators, production leadership, management, and office staff, provided you include a few specifics here and there and really think about the food safety responsibilities for each of those groups.


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#4 charbear

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Posted 24 May 2017 - 11:30 AM

What I have I wrote out for AIB and I did just as F3 suggested grouping many into categories (operators, utility, etc.) In this I identified the position name, who the position reports to, responsibilities, and what departments the position has interaction with. If this is an acceptable amount of information will I need to include a document # and revision control information to make it SQF2 compliant? Thank you both for your answers! :shades: 


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#5 charbear

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Posted 24 May 2017 - 11:35 AM

I am at an even smaller company (SQF Level 2 as well) and we have job descriptions for just about everyone except the girls in accounts receivable.  We ensured that every person who comes near product or packaging, raw or processed, should have a job description written out; Even the girls in the office who only head downstairs once every other month for inventory have a written description.  We were able to base ours off of job position, and listed the names of employees who qualify to work that spot, while separately I keep a live list going of current employees and their capabilities to match it against.  

 

I just yesterday started an employee roster! We use temps on 2nd and 3rd and there is a pretty high turnover rate on 2nd in particular. Do you? If so how do you handle the revisions? We have had up to 3-4 new temps in a week and had to replace them or had them quit by the following week having to start a new round all over again! You can imagine this presents some training challenges as well. What does your company do if you don't mind my asking?


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#6 FurFarmandFork

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Posted 24 May 2017 - 03:11 PM

I just yesterday started an employee roster! We use temps on 2nd and 3rd and there is a pretty high turnover rate on 2nd in particular. Do you? If so how do you handle the revisions? We have had up to 3-4 new temps in a week and had to replace them or had them quit by the following week having to start a new round all over again! You can imagine this presents some training challenges as well. What does your company do if you don't mind my asking?

"Management Commitment". The necessary time and resources are provided for the effective implementation of the quality system.

 

We spend a full hour on GMP training with new temps, no matter what. 8-9 temps hired do not stay more than 3 weeks with the company. It's the cost of the certification.

 

 

 

What I have I wrote out for AIB and I did just as F3 suggested grouping many into categories (operators, utility, etc.) In this I identified the position name, who the position reports to, responsibilities, and what departments the position has interaction with. If this is an acceptable amount of information will I need to include a document # and revision control information to make it SQF2 compliant? Thank you both for your answers!  :shades: 

 

This will probably be okay. You will need revision control on these to meet the documentation requirements for SQF (yay another signature). Also make sure you include who the "backup" is for each position when not available. That's one that my auditor was a stickler for in the last two audits and he didn't consider the Org chart to be sufficient.


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#7 Timwoodbag

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Posted 24 May 2017 - 06:53 PM

I just yesterday started an employee roster! We use temps on 2nd and 3rd and there is a pretty high turnover rate on 2nd in particular. Do you? If so how do you handle the revisions? We have had up to 3-4 new temps in a week and had to replace them or had them quit by the following week having to start a new round all over again! You can imagine this presents some training challenges as well. What does your company do if you don't mind my asking?

 

Well we stopped using temps right before SQF certification, but I assume those temps have paperwork filed somewhere in HR or Accounting or somewhere before they put on their hairnet right?  I take that list and then cross-check it against the guys' time-cards (like I said, small company, this only takes a few minutes).  

 

As for training, we run new employees through a GMP training (soon to be our QI training) on day one, and do a large official training regiment twice a year, which gets everyone's annual updates taken care of as well.

 

"Management Commitment". The necessary time and resources are provided for the effective implementation of the quality system.

 

We spend a full hour on GMP training with new temps, no matter what. 8-9 temps hired do not stay more than 3 weeks with the company. It's the cost of the certification.

 

 

This will probably be okay. You will need revision control on these to meet the documentation requirements for SQF (yay another signature). Also make sure you include who the "backup" is for each position when not available. That's one that my auditor was a stickler for in the last two audits and he didn't consider the Org chart to be sufficient.

 

Listing back-ups is an excellent idea, and is something I will need to do before next audit!~


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#8 adamperry2235

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Posted 25 May 2017 - 11:53 AM

Keep an active spreadsheet monthly to track your employees. I would recommend something you can set up easily in Excel by month. Keep the files in a folder for the year. And have weekly tabs on each monthly sheet. A lot of it would be copy and paste but you could also include all the training they have received in their few days there. I think that would sufficiently cover you for an audit. 

 

With a lot of turnover, a simple solution will probably be your best bet.


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