The job description: a document, not an attachment

2 minOrg ownerCompliance managerhr_managerdocument_controller

Clause 5.3 (roles, responsibilities and authorities) is not satisfied by roles being defined; it requires them to be communicated within the organization. An auditor turns that into one question: "show me this employee's job description, and the evidence they were told about it".

A distinction that saves you a long argument

In goiso two different things get called "a role":

The job title — your role in the organizational structure: electrician, safety officer. You author it in your own words with no ceiling, and the competence matrix and mandatory courses hang off it.
The access bundle — what you can do in the platform: which screens open and which buttons you may press.

The job description belongs to the first, because 5.3 is an organizational question, not a permissions one.

One click: three links are tied

From the job title page, the "Create a job description" button does three things at once:

Mints a controlled document of type "job description" with the code JD-001, so it enters the same register as your policies and procedures — no second lifecycle, no parallel filing cabinet.
Binds it to the job title, so "where is this job's description?" is answered by a row, not by searching on a title.
Sets its audience: the holders of that job title, automatically — they are its audience by definition, and leaving that to a human means a description nobody reads.

An audience is not a delivery. Setting the audience says "these are the people who will be informed"; nothing has reached them yet. The document does not appear in My documents, and no acknowledgement is accepted, until the authority approves a revision; a draft is visible only to those holding the document permissions. So there is no risk of workers reading text that has not been approved.

From there you proceed as with any document: upload the file in a draft, submit it, and the authority approves it — and at approval, and only then, it appears to the title's holders in My documents.

And what does the employee see?

They open My documents, find their job description at its active revision, and press "I have read and understood". That acknowledgement is the difference between "we have job descriptions" and "workers were informed of their responsibilities" — which is what the clause literally demands.

The two metrics

The register enters the compliance board through two metrics:

Every occupied job title has an active description: only occupied titles are counted — a title with no employees is an idea in an org chart, not a reality to be communicated. And an unapproved draft tells nobody anything, so it does not count.
Holders who have not acknowledged: the number of holders who have not acknowledged the active revision. It rises by itself when a new revision is approved, because the text changed and whoever read the old one has not read the new.

One description per job title. A correction is the next revision of the existing document, not a second document leaving the employee unsure which one binds them.

Where to find it: sidebar → HR → Job titles → open a title → the Job description card.