SOP for Recruitment Policy and Procedures

This procedure describes the guidelines for new recruitment. It is the policy of Pharmaceuticals / Chemicals that a written procedure has to be followed for new recruitment. 

This procedure is to be applied at the time of new recruitment.

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Responsibility

A person along with their responsibilities is given below:

Executive- Corporate HR: - To prepare, document, distribute, retrieve and control. To follow the SOP accordingly.

Executive Corporate Quality Assurance: - To ensure the implementation of the SOP.

QA Office Production: - To ensure implementation of SOP. To follow the SOP accordingly.

Manager Corporate Quality Assurance: - To ensure implementation of SOP.

5.0 Procedure of Recruitment Policy

5.0.1 Related department/ Section head will evaluate the work.

5.0.2 Related department/ Section head will justify new recruitment on paper to the top management through the reporting channel.

5.0.3 If the justification is satisfactory, then top management will approve the new recruitment.

5.0.4 Approved new recruitment paper will be sent to Human Resources Department.

5.0.5 As per requirement Human Resources Department may give the advertisement in the newspaper / refer to the Consultant or any reference.

5.0.6 After getting bio-data, Human Resources Department will forward the bio-data to the related department /Section head through the reporting channel.

5.0.7 Department / Section head will shortlist the bio-data.

5.0.8 Shortlisted bio-data will be reverted to Human Resources Department.

5.0.9 Human Resources Department will call the candidate for an interview.

5.0 INTERVIEW

6.0.1 At least two people from the Department / Section will take the interview in the presence of a Human Resources Department representative

6.0.2 All three persons shall fill the Interview remarks sheet individually as per Appendix Interview remarks sheet.

6.0.3 If the Candidate is suitable Interview remarks sheet shall be sent to the top management through the reporting channel.

6.0.4 The top Management will take a final decision on new recruitment.

7.0 Laboratory Requirements

The laboratory is run by the joint efforts of all laboratory staff, which includes the following personnel.

Director –Technical

Director- Executive

Manager Corporate Quality Assurance

Manager-Technical

Manager –Quality

Manager-Marketing

Marketing Executive

Corporate Quality Assurance Executive

Computer Operator

Accountant

Inchrge (Library)

In-charge / Sr. Analysts (Instruments)

In-charge / Sr. Analysts (Chemicals)

In-charge / Sr. Microbiologist (Microbiology)

Analysts (Instruments)

Analysts (Chemicals)

Microbiologists (Microbiology)

Lab Assistant (Instruments)

Lab. Assistant (Chemical)

Lab. Assistant (Microbiology)

Cleaning & Mopping Personnel

Watchman / Peon

8.0 Director Technical

8.1 Minimum Educational Qualification & Experience

8.1.1 M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with 10 to 12 years experience in analytical / research & development laboratory.

8.1.2 He/She should be approved by the Drugs Control Department.

8.1.3 He/She should be well familiar with the testing procedures and routine parameters.

8.1.4 He/She should be able to operate the instruments of the laboratory and manage the technical problems.

8.1.5 He/She should be able to make interpretations about the test and the calibration results.

8.1.6 He/She should be able to develop the new methods and validate them.

8.1.7 He/She should be able to guide the team of analysts and Technical managers working under his/her supervision.

8.1.8 He/She should be able to monitor the technical activities and actively resolve the technical problems.

8.1.9 He/She should be able to update the technical skill of the staff members working under his/her supervision.          

8.1.10 He/She should be able to take the correct decision at crucial hours.

8.1.11 He/She should be able to satisfy the client’s requirements in technical terms. 

New job recruitment policy

9.0 Director Executive

9.1 Minimum Educational Qualification & Experience

9.1.1 M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject)   with minimum 1 year of experience in analytical / research & development laboratory.

9.1.2 Director Executive is the head of the Technical Division and looks after the planning, coordination, and implementation of new projects.

9.1.3 He/She is responsible for selecting the appropriate technical personnel for the growth and betterment of the organization.

9.1.4 He/She is responsible for the overall operations of all technical activities.

9.1.5 He/She is responsible for updating the technical and professional skills of all the technical personnel by providing them training

9.1.6 He/She is responsible for the selection and purchase of instruments, reference materials, working reference standards, and chemicals.                                                                     

9.1.7 He/She is responsible for updating the information data related to technical requirements.

10.0 Manager Corporate Quality Assurance

10.1   Minimum Educational Qualification & Experience

10.1.1 M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with minimum 5 to 10 years of experience in analytical / research & development laboratory

10.1.2 Manager Corporate Quality Assurance shall report to the Director Executive

10.1.3 He/She should develop, maintain, and review quality assurance sampling plans, inspection procedures, and test methods, related to the receipt of raw materials and the production of quality products.

10.1.4. He/She should train Quality Assurance personnel in the correct interpretation of the Quality System, Standard Operating Procedures, and inspection criteria.

10.1.5. He/She should support the implementation of product revisions and new product development

11.0 Managers-Technical

11.1 Minimum Educational Qualification & Experience

11.1.1 M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with 5 to 8 years experience in analytical / research & development laboratory.

11.1.2 He/She should be approved by the Drugs Control Department.

11.1.3 He/She should be well familiar with the testing procedures and routine parameters.

11.1.4 He/She is responsible for the smooth operation of the equipment/Instruments

11.1.5 He/She should be able to make interpretations about the test and the calibration results.

11.1.6 He/She should be able to develop the new methods and validate them.

11.1.7 He/She should be able to update the technical skills of the staff working under his/her supervision.

11.1.8 He/She should be able to make the correct decision at crucial hours.

11.1.9 He/She should be able to assign the job to the analysts as per their ability and capability.

11.1.10 He/She should be able to check the calculation part and reporting of the results before sending them to the authorized signatory.  

12.0 Manager- Quality

12.1 Minimum Educational Qualification & Experience

12.1.1 M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with 5 to 8 years experience in analytical / research & development laboratory.

12.1.2 He/She should have additional qualifications in “Total Quality Management & ISO: 9001”.

12.1.3 He/She should have attended a course on “Laboratory Quality System Management & Internal Audit” as per ISO/IEC 17025.

12.1.4 He/She should have a minimum of 1 to 2 years of experience in carrying out the internal audit as per ISO/IEC 17025.

12.1.5 He/She should be able to understand the technical terms of the testing methods and procedures.

12.1.6 He/She should be able to understand the operating and working principle of the instruments.

12.1.7 He/She should be able to implement the policies of the organization effectively.

12.1.8 He/She should be able to take corrective action on the non-conformities of the system.

12.1.9 He/She should be able to conduct the management review meetings and implement the decisions effectively.

12.1.10 He/She should be able to find the root cause of the customer’s complaint or any other non-conformity.

12.1.11He/She should be able to manage the documentation and implement the system as per ISO/IEC 17025 requirements

13.0 Manager Marketing

13.1 Minimum Educational Qualification & Experience

13.1.1 Graduate / Postgraduate in any discipline/ MBA (Marketing) with a minimum of four years of experience.

13.1.2 He/She should have the knowledge to deal with clients and customers.

13.1.3 He/She should be familiar with the marketing skills in routine.

13.1.4 He/She should be able to handle the marketing representatives working under his/her supervision.

13.1.5 He/She should be able to plan for sales & promotion for the growth of the organization.

13.1.6 He/She should have deep knowledge of scheduling and planning.

14.0 Marketing Executive

14.1 Minimum Educational Qualification & Experience

14.1.1 Senior Secondary / Graduate / Post Graduate with two years of experience in marketing.

14.1.2 He/She should be interested in taking responsibility in the field.

14.1.3 He/She should be interested in following the instructions from his superiors.

14.1.4 He/She should be interested in achieving the set marketing target.

15.0 Corporate Quality Assurance Executive

15.1 Minimum Educational Qualification & Experience

15.1.1 M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with minimum 1 year of experience in analytical / research & development laboratory.

15.1.2 He/She is responsible for conducting the internal audit as per the schedule fixed by the management.

15.1.3 He/She is responsible for conducting the management review meetings as per the policy of the organization.

15.1.4 He/She is responsible for preparing the SOPs/ Work Instructions in association with the Technical staff.

15.1.5 He/She is responsible for resolving the customer’s complaints in association with the marketing and technical staff.

15.1.6 He/She is responsible for the control of documents.

15.1.7 He/She is responsible for the maintenance of overall quality as per ISO/IEC 17025.

16.0 Computer Operator

16.1 Minimum Educational Qualification & Experience

16.1.1 Senior Secondary / Graduate with one year of experience in operating computers and knowledge of data entry.

16.1.2 He/She should be able to handle the problem of operational parts of the computer.

16.1.3 He/She should be able to operate the computer software programmers independently and work on Word and Excel programmers

17.0 Accountant

17.1 Minimum Educational Qualification & Experience

17.1.1 B. Com. / M.Com / C.A.  background of accounts with a minimum of one year of experience. He/She should be able to operate the related software like Tally and other related software.

17.1.2 He/She should be able to work on Excel and Microsoft Word.

17.1.3 He/She should be able to update the current accounts as per requirement.

17.1.4 He/She should be familiar with the entry of bills and vouchers of the day to day use.

18.0 In-charge Library

18.1 Minimum Educational Qualification & Experience

18.1.1 Graduate / Postgraduate in any discipline/ with a minimum of two years of experience.

18.1.2 He/She should be familiar with the library system.

18.1.3 He/She should be able to handle the library independently.

18.1.4 He/She should be able to locate the books as per the library catalog.

18.1.5 He/She should be able to trace the book or standard test method with ease.

19.0 In-charge / Sr. analysts (Instrument Section)

19.1 Minimum Educational Qualification & Experience

19.1.1 B. Sc, B. Pharm., M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with minimum 5- years experience in analytical / research & development laboratory.

19.1.2 He/She should be able to operate most of the instruments independently.

19.1.3 He/She should have deep knowledge of the test methods and test procedures.

19.1.4 He/She should have knowledge of the working principles of the instruments.

19.1.5 He/She should be able to verify the performance of the equipment against the known standards.

19.1.6 He/She should be able to calibrate the instruments against known CRMs (Certified Reference Materials).

19.1.7 He/She should be able to rectify minor problems with the equipment.

19.1.8 He/She should have knowledge of the preparation of solutions and standard solutions.

19.1.9 He/She should have knowledge of the assembling and troubleshooting of the equipment.

19.1.10 He/She should be able to impart training to the juniors working under his/her supervision.

19.1.11 He/She should be able to interpret the readings taken from the instruments. 

20.0 In-charge / Sr. analysts (Chemical Section)

20.1 Minimum Educational Qualification & Experience

20.1.1 B. Sc, B. Pharm., M.Sc. (relevant subject) / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with minimum 5- years experience in analytical / research & development laboratory.

20.1.2 He/She should have deep knowledge of chemical analysis of all kinds of raw materials and finished products.

20.1.3 He/She should have knowledge of solution preparation and standardization.

20.1.4 He/She should have operating knowledge of equipment and its calibration.

20.1.5 He/She should have knowledge of the working principles of the instruments.

20.1.6 He/She should have knowledge of sample preparation and digestion.

20.1.7 He/She should have knowledge of the use of working standards and reference standards.

20.1.8 He/She should have knowledge of interpreting the results.

21.0 In-charge / Sr. Microbiologist (Microbiology Section)

21.1 Minimum Educational Qualification & Experience

21.1.1 B. Sc, M.Sc. (Microbiology) / Equivalent to M.Sc. Degree / Ph.D. (microbiology) with minimum 5- years experience in analytical / research & development laboratory.

21.1.2 He/She should have experience in microbiological analysis.

21.1.3 He/She should have knowledge & experience in handling pathogens.

21.1.4 He/She should have knowledge of the preparation of culture & media.

21.1.5 He/She should have knowledge of maintaining environmental conditions for microbiological testing.

21.1.6 He/She should have knowledge of the operation of the equipment related to microbiological analysis.

21.1.7 He/She should have knowledge of verification of sterility of the working zone.

22.0 Trainee Analyst/analyst (Instrument & chemical Section)

22.1 Minimum Educational Qualification & Experience

22.1.1 B.Sc, M.Sc. (relevant subject) / B. Pharm. / M. Pharm. / Equivalent to M.Sc. Degree / Ph.D. (relevant subject) with or without experience. Without experience as a Trainee analyst and experienced as an analyst.

22.1.2 She/he should have an interest in analytical science to analyze the samples.

22.1.3 He/She should know the basic concepts of analytical chemistry.

22.1.4 He/She should have knowledge about preparing the molar solutions and the normal solutions.

22.1.5 He/She should know the working principle of the instruments.

22.1.6 He/She should know the chemical behavior of the reagents.

22.1.7 He/She should know the basic chemistry of the graduation level.

22.1.8 He/She should be ready to adopt the analytical type of job.

22.1.9 He/She should have an interest in operating the instruments.

23.0 Trainee Microbiologist / Microbiologist (Microbiology Section):

23.1 Minimum Educational Qualification & Experience

23.1.1 B. Sc, M.Sc. (Microbiology) / Equivalent to M.Sc. Degree / Ph.D.(Microbiology) with or without experience. Without experience as a Trainee microbiologist and experienced as a microbiologist.

23.1.2 She/he should have an interest in handling pathogens.

23.1.3 He/She should know basic concepts of microbiology and handling pathogens.

23.1.4 He/She should know about the culture and media.

23.1.5 He/She should know the working conditions & sterility in the microbiological section.

23.1.6 He/She should know the chemical behavior of the reagents.

23.1.7 He/She should know basic microbiology at the graduation level.

23.1.8 He/She should be ready to adopt the analytical type of job in the microbiological section.

24.0 Lab Assistant (Instrument / Chemical / Microbiology Section).

24.1 Minimum Educational Qualification & Experience

24.1.1 Secondary / Sr. Secondary with science subject with or without experience. Without experience as a Trainee Lab Assistant and experienced Lab Assistant.

24.1.2 He should have basic science knowledge, especially the general behavior of the chemicals & reagents.

24.1.3 She/he should have a helpful attitude & keep the responsibilities.

25.0 Cleaning / Mopping Person & Peon / Watchman

25.1 Minimum Educational Qualification & Experience

25.1.1 Candidates for the above post should have a minimum 8th standard pass to understand the instructions provided.

25.1.2 He should have a humble, helpful cooperative attitude.

25.1.3 He should be hard-working.

25.1.4 He should be honest & sincere towards his duties & responsibilities.

26.0 Procedure of Advertisement:

26.1 Laboratory management makes a list of the personnel required for recruitment.   

26.2 Advertising agencies are contacted to place advertisements in a newspaper of repute.

26.3 The vacant post is advertised. The candidates are asked to send their resumes within the specified time frame.

27.0 Procedure for Short-listing Candidates

The resume is received from interested candidates. The resumes of the candidates are shortlisted. Short-listing of the candidates is done on the following basis and on the basis of the selection criteria.

27.1 Educational qualification.

27.2 Experience and type of experience.

27.3 Salary expectation.

28.0 Procedure for an initial interview

The short-listed candidates are called for interviews. They are assessed by asking questions in the related field. Based on their reply to the question, they are put in order of merit list of superiority. The best candidate is selected and offered the post in the approved salary structure.  

28.1 Terms & Conditions for the selected candidates 

After the verification of the original document, the suitable candidate selected for the post is offered the salary structure and told about the terms & conditions of the employment. If the candidate accepts the terms & conditions, he is issued an appointment letter and a copy of the same is retained with the HR department.  

28.2 Training programmers for the selected candidate

Selected candidates shall be provided practical training under the guidance of the section in charge / senior for a period of one month. A trainee shall be allowed to participate in internal training/lectures as per schedule.

29.0 Assessment / Evaluation of the Candidates

29.1 Performance of the trainee is evaluated on completion of the practical training.  A trainee is issued a tested retained sample for its analysis. If the results are satisfactory as per SOP (Validation of Analyst), the trainee shall be allowed to analyze the sample independently. If the results are not satisfactory, the trainee shall be retrained by his senior till the level of satisfaction.

29.2 The trainee attending the lecture or training programmers or seminar shall also be assessed for the effectiveness of the training/lecture imparted.

 29.3 All of the trainees/participants of the lecture shall be issued an assessment form for their assessment. A minimum of sixty percent of the marks obtained shall be considered satisfactory for individual participants. If sixty percent of the participants (total number of people attending the lecture) obtain a sixty percent mark, the training/lecture shall be considered satisfactory. No further training/lecture shall be provided to the same participants.

29.4 If the percentage of the participants is found to be less than sixty percent, the same topic/lecture/training shall be provided repeated before the next scheduled programmer.

30.0 Probation and Confirmation

30.1 Probation

30.1.1 All permanent employees, except trainees, will be initially appointed on probation for a period of six months including Management and Executive Trainees.

30.1.2 On Completion of six months of probation, the HR department shall forward the confirmation form (Annexure I) to the concerned department head for assessment of the probationer’s performance during the probation period.

30.1.3 The Appraisal Form shall be duly completed and approved by the Department/Divisional Head and sent to the HR Department

30.1.4 The recommendation for extension of probation/termination must reach the HR Department within at least 1 week after the expiry of the probation period to ensure appointment action on time.

30.2 Extension of Probation

30.2.1 In case of unsatisfactory performance of probationer, the Department/ Divisional Head shall record the reasons thereof in the confirmation form and forward it to the HR department.

30.2.2 The probationer shall be informed in writing about the extension of his/her probation period.

30.2.3 The HR department shall re-initiate the confirmation procedure within 15 days before the expiry of the extended probationary period. The Department Head may recommend for confirmation if performance is found to be good or separation, if otherwise.

30.3 Confirmation of the candidate

If the results are found satisfactory, the trainee is confirmed for the offered post. If the results are found to be not satisfactory but the candidate is interested in learning and improving, then a grace period of three months is further allowed to him as a trainee period. If his performance is found satisfactory after an extended training period, he is confirmed for the post offered. If not found satisfactory, he shall be asked to keep his word to the terms & conditions.

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BANTI SINGH

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