Crafting a comprehensive job description for a Quality Management System (QMS) auditing staff position is crucial for attracting qualified candidates and ensuring the effective operation of your QMS. A well-defined job description outlines the responsibilities, qualifications, and expectations of the role, providing clarity for both the employer and the employee. Let's dive into the key elements of a QMS auditing staff job description, providing a template to guide you.

Key Components of a QMS Auditing Staff Job Description

A robust job description should cover several essential areas. Let's break them down:

1. Job Title

The job title should accurately reflect the role's responsibilities and level within the organization. Examples include:

• QMS Auditor
• Internal Auditor
• Quality Assurance Auditor
• Lead Auditor

The title should be clear and easily understood by potential applicants. It is necessary to choose a title that reflects the work of the employee.

2. Department

Specifies the department to which the position belongs, such as:

• Quality Assurance
• Compliance
• Internal Audit

It provides organizational context and helps candidates understand where the role fits within the company structure.

3. Reporting To

Clearly state the position to which the QMS auditing staff member will report. This could be:

• Quality Manager
• Compliance Officer
• Audit Manager

Clarity in reporting structure avoids confusion and ensures accountability.

4. Job Summary

Provide a concise overview of the role's primary purpose and responsibilities. This section should capture the essence of the position and highlight its importance to the organization. For example:

The QMS Auditor is responsible for planning, conducting, and reporting on internal audits of the company's Quality Management System (QMS) to ensure compliance with ISO 9001 standards and other relevant regulations. The auditor will identify areas for improvement and work with relevant departments to implement corrective actions.

5. Duties and Responsibilities

This is the most detailed section of the job description, outlining the specific tasks and responsibilities of the QMS auditing staff member. Be as comprehensive as possible, using action verbs to describe each duty. Here are some examples:

• Plan and schedule internal audits in accordance with the audit program.
• Conduct audits of QMS processes and procedures to assess compliance.
• Gather and analyze objective evidence through interviews, document reviews, and observation.
• Document audit findings and non-conformances clearly and accurately.
• Prepare audit reports summarizing findings and recommendations.
• Present audit results to management and relevant stakeholders.
• Follow up on corrective actions to ensure effectiveness.
• Maintain audit records and documentation.
• Stay up-to-date with changes in ISO 9001 standards and other relevant regulations.
• Participate in the development and improvement of the QMS.
• Assist with external audits conducted by certification bodies.
• Provide training on QMS requirements and auditing techniques.
• Conduct risk assessments to identify potential areas of non-compliance.
• Collaborate with other departments to implement preventive actions.

6. Qualifications

Specify the education, experience, and skills required for the position. This section should help narrow down the pool of applicants to those who are most qualified. Consider the following:

• Education: Bachelor's degree in a relevant field (e.g., engineering, science, quality management).
• Experience: Proven experience in quality assurance, auditing, or a related field. The number of years of experience should be specified (e.g., 3+ years).
• Certifications: ISO 9001 auditor certification (e.g., Certified Quality Auditor) is often preferred.
• Skills:
  • Thorough knowledge of ISO 9001 standards and QMS principles.
  • Strong auditing skills, including planning, conducting, and reporting.
  • Excellent communication and interpersonal skills.
  • Ability to analyze data and identify trends.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Attention to detail and accuracy.
  • Problem-solving and analytical skills.
  • Ability to work independently and as part of a team.
  • Knowledge of relevant industry regulations and standards.

7. Working Conditions

Describe the typical working environment and any physical requirements of the job. This may include:

• Office environment with occasional travel to other company locations.
• Prolonged periods of sitting and computer use.
• Ability to lift and carry up to 25 pounds.
• May be required to work overtime during peak audit periods.

8. Compensation and Benefits

Provide information about the salary range and benefits package offered for the position. This information can attract more applicants and help set expectations. Include details on:

• Salary range
• Health insurance
• Dental insurance
• Vision insurance
• Paid time off (vacation, sick leave, holidays)
• Retirement plan (401k, pension)
• Other benefits (e.g., life insurance, disability insurance, employee assistance program)

9. Equal Opportunity Employer Statement

Include a statement affirming the company's commitment to equal employment opportunities. For example:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Detailed Explanation of Responsibilities

To provide a better understanding, let's further elaborate on some of the key duties and responsibilities of a QMS auditing staff member:

Planning and Scheduling Audits

The QMS auditor is responsible for developing an audit program that covers all relevant processes and areas of the QMS. This involves:

• Identifying the scope and objectives of each audit.
• Determining the frequency of audits based on risk and performance.
• Developing audit checklists and procedures.
• Communicating the audit schedule to relevant departments.

Effective planning ensures that audits are focused and efficient, providing valuable insights into the performance of the QMS.

Conducting Audits

During the audit, the auditor gathers objective evidence to assess compliance with QMS requirements. This involves:

• Conducting interviews with employees at all levels.
• Reviewing documents and records.
• Observing processes and procedures in action.
• Sampling data to verify accuracy and completeness.

The auditor must be objective and impartial, ensuring that findings are based on factual evidence.

Documenting Audit Findings

Accurate and detailed documentation is essential for effective audit reporting. The auditor must:

• Clearly describe each non-conformance, including the specific requirement that was violated.
• Provide objective evidence to support the finding.
• Assess the severity of the non-conformance.
• Identify the root cause of the problem.

The documentation should be clear, concise, and easy to understand.

Preparing Audit Reports

The audit report summarizes the findings of the audit and provides recommendations for improvement. The report should include:

• An executive summary of the key findings.
• A detailed description of each non-conformance.
• A summary of the audit objectives and scope.
• Recommendations for corrective and preventive actions.
• A follow-up plan to ensure that actions are implemented.

The report should be presented to management and relevant stakeholders in a timely manner.

Following Up on Corrective Actions

The auditor is responsible for verifying that corrective actions are implemented effectively. This involves:

• Reviewing the corrective action plan.
• Gathering evidence to verify that the actions have been taken.
• Assessing the effectiveness of the actions in preventing recurrence.
• Documenting the results of the follow-up.

Effective follow-up ensures that problems are resolved and that the QMS is continuously improved.

Example QMS Auditor Job Description Template

Here's a template you can adapt for your organization:

Job Title: QMS Auditor

Department: Quality Assurance

Reporting To: Quality Manager

Job Summary:

The QMS Auditor is responsible for planning, conducting, and reporting on internal audits of the company's Quality Management System (QMS) to ensure compliance with ISO 9001 standards and other relevant regulations. The auditor will identify areas for improvement and work with relevant departments to implement corrective actions.

Duties and Responsibilities:

• Plan and schedule internal audits in accordance with the audit program.
• Conduct audits of QMS processes and procedures to assess compliance.
• Gather and analyze objective evidence through interviews, document reviews, and observation.
• Document audit findings and non-conformances clearly and accurately.
• Prepare audit reports summarizing findings and recommendations.
• Present audit results to management and relevant stakeholders.
• Follow up on corrective actions to ensure effectiveness.
• Maintain audit records and documentation.
• Stay up-to-date with changes in ISO 9001 standards and other relevant regulations.
• Participate in the development and improvement of the QMS.
• Assist with external audits conducted by certification bodies.
• Provide training on QMS requirements and auditing techniques.
• Conduct risk assessments to identify potential areas of non-compliance.
• Collaborate with other departments to implement preventive actions.

Qualifications:

• Bachelor's degree in a relevant field (e.g., engineering, science, quality management).
• 3+ years of experience in quality assurance, auditing, or a related field.
• ISO 9001 auditor certification (e.g., Certified Quality Auditor) preferred.
• Thorough knowledge of ISO 9001 standards and QMS principles.
• Strong auditing skills, including planning, conducting, and reporting.
• Excellent communication and interpersonal skills.
• Ability to analyze data and identify trends.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Attention to detail and accuracy.
• Problem-solving and analytical skills.
• Ability to work independently and as part of a team.
• Knowledge of relevant industry regulations and standards.

Working Conditions:

• Office environment with occasional travel to other company locations.
• Prolonged periods of sitting and computer use.
• Ability to lift and carry up to 25 pounds.
• May be required to work overtime during peak audit periods.

Compensation and Benefits:

• Salary range: $60,000 - $80,000 per year
• Health insurance, dental insurance, vision insurance
• Paid time off (vacation, sick leave, holidays)
• Retirement plan (401k, pension)
• Other benefits (e.g., life insurance, disability insurance, employee assistance program)

Equal Opportunity Employer Statement:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

Conclusion

Creating a detailed and accurate QMS auditing staff job description is a critical step in building a strong quality management team. By including all the essential components outlined above, you can attract qualified candidates, ensure clarity of expectations, and contribute to the continuous improvement of your QMS. Remember to tailor the job description to your specific organizational needs and industry requirements. A well-crafted job description serves as a foundation for effective recruitment, training, and performance management.