Job specifications for specialist roles in life sciences: template and checklist
How to write a job specification that hits the mark – with a template, a checklist and the most common mistakes we see in pharma, biotech and medtech.
Many recruitments that go wrong start with an unclear job specification. It is either a copy of the last advert, a wish list no candidate can meet, or so generic that it fits half the industry. The result is the wrong candidates, long processes and hires that do not last.
In life sciences this is especially costly. The roles are narrow, the regulatory and documentation requirements are strict, and there are few candidates to choose from. Here is how to write a job specification that actually helps you find the right person.
What is a job specification?
A job specification – sometimes called a person specification or candidate profile – describes what the person in the role should achieve, and which skills, experience and qualities it takes to succeed. It is an internal working document, and something different from:
- The job description, which describes the tasks and responsibilities of the role.
- The job advert, which is a sales document aimed at candidates.
The specification is the basis for both – and for how you assess candidates.
Start with the problem the role should solve
Before you write a single requirement, answer this: what should be different in twelve months if we hire the right person?
Examples from life sciences:
- "The technical documentation for the product family is ready for notified body review."
- "We have passed the next GMP inspection without critical findings."
- "The first patients are enrolled in the trial at Norwegian sites."
- "The marketing authorisation application has been submitted."
When the goal is clear, it becomes easier to see which experience is truly necessary – and which is only nice to have.
Separate must-haves from nice-to-haves
The most common mistake is too many must-haves. Every new requirement shrinks the candidate market, and in a niche you can quickly end up with none.
A good rule of thumb: a must-have is something the person cannot learn within a reasonable time in the job, and without which the role does not work. Everything else is a nice-to-have.
Example: A medtech company is looking for a Regulatory Affairs specialist and requires experience with the MDR, the IVDR, the FDA and medicinal products. Hardly any such candidates exist. If the products are medical devices in the EU, MDR experience is a must-have. FDA experience may be a nice-to-have, and medicinal products experience is probably irrelevant.
Formal requirements and regulatory responsibility
Some roles have requirements that cannot be negotiated, because they follow from regulation. Typical examples:
- A Qualified Person (QP) in medicinal product manufacturing must meet requirements for education and practical experience. Read more in our article on recruiting QA and QPs.
- The person responsible for regulatory compliance (PRRC) at medical device manufacturers must have documented expertise under the MDR or IVDR.
- Healthcare professionals such as biomedical laboratory scientists and doctors need Norwegian authorisation, and medical specialists need specialist approval.
Write these requirements out explicitly, and check them early in the process.
Template: what the job specification should contain
| Element | Questions to answer |
|---|---|
| Purpose of the role | Why does the role exist, and what should it achieve in the first year? |
| Responsibilities and tasks | What will the person do in practice – and what will they not do? |
| Reporting and collaboration | Who does the person report to, and who will they work with most closely? |
| Professional must-haves | Which skills are needed from day one? |
| Professional nice-to-haves | What is an advantage but can be learned? |
| Formal requirements | Authorisation, approval or regulatory responsibility? |
| Relevant context | Which phase, modality, product type or regulation has the candidate worked with? |
| Qualities | Which behaviour do we want to see in the job? Describe it concretely. |
| Language | Is Norwegian or another Scandinavian language required, or is English enough? |
| Location | On site, hybrid or remote? How much travel? |
| Terms | Salary range, bonus, pension and other benefits. |
| Timeline | When must the person be in place, and what does the notice period mean for the plan? |
Describe qualities as behaviour
"Structured", "solution-oriented" and "a good team player" appear in almost every specification – and say almost nothing. Instead, describe what you want to see the person do:
- Instead of "structured": "Keeps track of several parallel submissions and flags early when a deadline is at risk."
- Instead of "a good team player": "Gets production and QA to agree on a CAPA plan without it escalating."
- Instead of "confident": "Says no to batch release when the documentation does not hold up, even under time pressure."
This makes it possible to ask concrete interview questions and assess the answers in the same way for every candidate.
From job specification to structured interview
A good specification makes the rest of the process easier. Write interview questions directly from the requirements, ask every candidate the same questions, and score the answers on a common scale. Research on selection shows that structured interviews predict job performance better than unstructured conversations. For specialist roles, a professional case can also be useful – for example a deviation to handle or a regulatory question to assess.
Common mistakes
- Copying the last advert. The role has often changed since then.
- Writing a wish list. Too many must-haves means no candidates.
- Not involving the specialists. The manager knows the need, but the specialists know what it actually takes.
- Postponing the salary discussion. A range that does not match the market is often discovered only when the candidate says no.
- Forgetting the timeline. With a three-month notice period, the process must start early.
How Oslo Life Sciences can help
We start our assignments with a needs analysis together with you, and use our knowledge of the professional communities to test the requirements against the market: do these candidates exist, where are they, and what will they expect? Through market insight we can give you a picture of salary levels, available talent and competition before you advertise.
See also our main guide to life sciences recruitment agencies, or read about recruitment agency fees.
Frequently asked questions
What is the difference between a job specification and a job advert?
The job specification is an internal document describing what the role requires. The job advert is an external sales document meant to interest the right candidates. The advert should build on the specification, but not copy it.
How long should a job specification be?
One to two pages is enough for most roles. What matters most is that the must-haves are few and clear, and that everyone assessing candidates agrees on them.
Should the salary be in the job specification?
Yes, at least as an internal range. It saves time for everyone and makes it possible to test whether the range is realistic before the search starts.
Who should help write the job specification?
The hiring manager, a specialist who knows the tasks, and preferably HR. In life sciences it is often wise to involve QA or Regulatory Affairs when the role carries formal responsibility.