Interview Preparation and Advice

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1 Interview Preparation and Advice This document is intended only as an introduction to the interview process and should not be used as an exclusive source of research and preparation. Interview Preparation The key to performing well in any interview is preparation, preparation, preparation! It is essential that you do the groundwork in advance to ensure that you perform to the best of your ability in an interview. An interview is your opportunity to sell your skills and experience and to ensure that the company are convinced that you are the best candidate for the job. It is also a way for you to learn as much as possible about the opportunity and employer so that you can make an informed decision should you be offered the job. An effective method of preparing in advance of an interview is to write down the questions that you think you might be asked, as well as the answers you would like to give in the event of those questions being put to you. This preparation will help to get you focused and thinking in interview mode. It will also reduce the level of pressure you experience during the interview as you will be well prepared for some of the questions that you are faced with. Your answers are more likely to flow well as you have thought them out in advance. What can also prove beneficial is to practice your answers in advance. If you have a willing volunteer role, play also is a very useful preparation tool as is the mock interview service offered by Chartered Accountants Ireland. Confirm the following: Date of interview Time of the interview Venue for the interview - ensure that you know exactly where this is and how to get there. Give yourself plenty of time to get to the venue of the interview. AA Ireland (http://www.aaroadwatch.ie/routes/) provides an excellent route planner facility that may come in useful when you are planning your journey. Check to see what the arrangements are in relation to parking. Ensure that you have coins with you should you have to pay for parking. Who you are meeting with and their job titles. Research the people in question if possible. LinkedIn may prove useful here. Telephone number for the company in case you need to contact them i.e. if you are running late for the interview. You should also have the contact name and number for the person in CAI who you have been dealing with should you need to contact them. The format/style of the interview

2 Have a Strategy Have 3 or 4 key messages that you want to deliver that show the relevance of your background and experience to the role in question as well as your interest level in the role and organisation. If you do not have all the experience that is required make sure to focus on your potential to grow into the role. Back this up with solid examples of how you have mastered a learning curve in the past. Bring as much energy and enthusiasm to the interview as possible. Being aware of your body language and tone of voice is critical in this regard. Job Specification Ensure that you have the job specification in advance of the interview and that you are familiar with the content. You should also be able to draw comparisons and synergies between it and your experience and background. You can then highlight more specifically what you can bring to the role and where you can add value. This process also allows you to prepare for how you might deal with and address any gaps in your skills and experience that exist. Preparation in this area is critical. Curriculum Vitae Your curriculum vitae will be the main talking point of the interview and as obvious as it may sound you must ensure that you are familiar with the content, that you know all your relevant dates and that you can articulate all the contents in a coherent, articulate, logical and interesting manner. Focus on the aspects of your experience that are most relevant to the role you are interviewing for. Company Research It is imperative that you research the company thoroughly in advance of the interview. You should be able to speak knowledgeably about the organisation. Key points to note in relation to the organisation: Product or service offering, industry sector When they were established and their history Size of the organization turnover, employees Any recent news features or developments within the organization Know who their main competitors are Be aware of what the challenges and issues are that are facing the company and their industry sector. Know about any events or news items that may have appeared in the press in recent times. We would strongly recommend that you don t just rely on the company website for your research. Conducting additional research such as speaking with contacts who may be current or past employees for example can also be very useful. Going the extra mile can help to set you apart from other candidates and show that you are really interested in the opportunity. Dress Code First impressions are extremely important and it is essential that you are dressed appropriately and professionally for interview i.e. a business suit. The impression you give should be professional, tidy and organised. The first 30 seconds of any interview really count. How you look, speak and enter the room will all serve to create the first impressions of you and can frame the entire interview.

3 Be aware of your body language Throughout the interview the interviewers will be seeking hints as to your personality by the way you talk, walk, move and the way you act in general. It is imperative that you sit up straight and stay alert during the interview. Keeping up good eye contact throughout the interview will help you to generate the right lasting impression. The all-important handshake! A crucial aspect of any first impression is the traditional handshake. A strong and firm handshake initially upon meeting and again at the end of the interview is fundamental to your success. Never under estimate the impact this can have. Answering Interview Questions 1. Answer questions in an articulate, intelligible and concise manner 2. Ensure that you can be heard throughout the interview and that you speak clearly 3. Think before you answer and do not feel that you need to answer immediately- take a few seconds to consider what your interviewer is looking for then answer 4. Avoid Yes or No answers where possible and try to elaborate and provide more information and examples where appropriate 5. If you do not know the answer to a question, do not be afraid to admit this. If you need clarification in relation to a particular question and its meaning again don t be afraid to ask. 6. Be prepared for hypothetical questions consider them carefully before answering 7. Unexpected questions are a normal part of the interview process so do not be alarmed and answer using your instinct 8. It is vital that you ensure that there are no long gaps in the conversation and ensure that the discussions keep flowing Questions to put to your interviewer It is advisable to have questions that you can pose to the interviewer prepared in advance of your interview. Again preparing sample questions will ensure that you are well prepared when you are inevitably asked what questions you might have. Interestingly the questions that you ask can be as important as the ones that you answer as it will give the interviewer insights into you such as how you think, what is important to you and how interested you might be in the role. It is essential that you resolve any queries you have in relation to the role or company during the interview process. This is your opportunity to establish if this is the role and company for you. It is recommended that you to avoid questions relating to salary and package, hours of work, holidays etc at this stage as it is best to concentrate on the role and company at this early stage. Once you have generated an interest in your application you will be better placed to commence negotiations in relation to salary and package.

4 Sample Questions How did the role come about? Who will the role report to? What are the main objectives of the role? What are your expectations of the person in this role? What is the career progression in the role? What induction and training are provided in the role? Why did you join the company? How long have you been with the organisation? What are the skills and attributes most needed to get ahead in the organisation? Who will be the company s major competitors over the next 5 years? What has been the growth pattern of the organisation in recent years? General Interview Questions and advice in relation to answering same: Tell me about yourself? Keep your answer brief and resist the temptation to ramble and digress. Use your curriculum vitae summary as a starting point and keep it relevant and specific to the role for which you are interviewing. What do you know about our company? Ensure that you have completed your research in advance and that you can elaborate on the activities of the company and details such as turnover, products/services, locations, history, mission statement and any recent key news or events relating to the company. Always ensure that you demonstrate a genuine interest in the company and industry sector. Why do you want to work for us? Resist the temptation to talk about what you want initially focus more on what the needs of the business are and then you can tie this in with your own requirements. This is your opportunity to demonstrate and explain your motivations and interest levels in the role i.e. you would like to assist with a particular project solve a particular problem, contribute to certain company goals. Why should we employ you? What differentiates you from another candidate/applicant? In this scenario you should briefly summarise why you are suited to the role and give examples of where you have proven this in a previous role. What are your strengths and weaknesses? Concentrate on your strengths providing 3 examples and only 1 example of a weakness. When providing an example of a weakness, ensure that it is one that you can turn into a positive. You could also speak about a weakness that you had identified previously and how you addressed is via training etc to a stage now where it is no longer a weakness or issue for you. Always ensure that the examples you give are relevant to the role. None of us is perfect so it is only natural that we will have some weaknesses. The key here is your awareness of what your weakness was or is and how you deal with this.

5 How would you describe yourself? Use adjectives that are relevant to the competencies required for the role e.g. driven, ambitious, analytical, problem solver etc Refer to the job specification for guidance on this. How would others describe you? Use adjectives that are relevant to the competencies required for the role as above. What would your work colleagues say are your strengths and weaknesses and why? Again make sure that the examples you give are relevant to the role for which you are interviewing. It is important to be able to substantiate what you are saying by providing examples of when you demonstrated your strengths and weaknesses. What have been your most significant achievements in your career to date? How have you contributed to improving productivity and effectiveness in your role? Keep your answers job related and relevant. It would be good to mention that you feel that your best achievements still lie ahead of you and your future employer. The STAR method used to build competency based answers to interview question will serve you well in this area. (Situation, Task, Action, Result) When have you failed in the past? When you provide an example here make sure you explain what you learned from the situation. Why should we recruit you? Again this is an opportunity for you to reinforce and consolidate the reasons why you are the best candidate for the role a good opportunity to really sell yourself qualifications, experience, track record etc. Highlight what it is that makes you different from other candidates. Focussing on your positive behavioural attributes can be beneficial also such as solutions focus, positive, collaborative etc. What do you like/dislike about the role? Concentrate on what you like about the role being specific about what it is you like. Only mention one minor aspect that you do not like. Also it would be worth mentioning that all positions and jobs have elements to them that we do not relish but still have to be tackled. What do you look for in a role? With this answer you need to stress that you are seeking an opportunity to perform, make a contribution and be recognized. Don t fall into the trap of answering the question purely from the perspective of what s in it for you. How long will it take you to settle into the role and to make a meaningful contribution? In this instance you must confirm that it will not take long at all and that with your skills and experience that you expect to more or less hit the ground running. Give an example where you have done this in the past. A good example can be a temporary/contract role or indeed a project assignment where very

6 often you need to adjust very quickly and cover a heavy workload in a short space of time. (STAR approach relevant here too) How long do you plan to stay in a role at this level? This can be a tricky question. You must balance the fact that you are happy to stay in the role but that you will also be seeking progression. You could say As long as it is beneficial to myself and the organization to stay at this level. You can also take this as an opportunity to express an interest in further education, upskilling and future career development. Are you a born leader? Be honest and think of the requirements for the role. Try to give examples of where you have proven your ability in this area in the past. (STAR) How do you lead? What is your leadership style? Again this is where you are required to provide specific examples. (STAR) How would you describe your personality? Provide a number of positive adjectives including balanced as well as providing relevant examples for each. Where do you see yourself in 2, 3 5 years? This is your opportunity to display your ambitions. To answer this question effectively it will help to know the management structures within the organisation. A good option is to confirm your desire to be a true professional in your field and to be a team player. It is a good opportunity to ask what potential future opportunities there may be. Be careful not to come across as wanting to move on too quickly. What other roles or career options are you considering at the moment? Ensure that you do not mention anything that is too obscure as it will show that you are lacking focus and consistency. The options you mention should be broadly similar to the role for which you are currently interviewing. How do you deal with working under pressure and to tight deadlines? Give details of how you do so currently and be specific. It is the perfect opportunity to sell your skills and experience once again and to reinforce the message that you are a strong contender for this role. How do you make decisions? Display that you are logical, methodical and fair in your decision making process and back this up with examples from your career to date. Don t be afraid to incorporate examples from a non- work perspective. Adding examples from a sporting or volunteering context can help to show another dimension of your skillset.

7 What was the most difficult decision you ever had to make? Try to relate the answer to your prospective employer. Give an example where the result was a positive one. Make sure that the interviewer is aware of your thought process and rationale for the particular decision. What problems did you identify in a previous role and what did you do to change them? Choose examples that you feel the interviewer can relate to and that portray you in a positive light. How do you deal with conflict? You must show that you are professional and ethical and that you are aware of best practice and follow same at all times. Have you ever been in a conflict situation with a manager? The example you give should have a positive outcome and should not have been a situation of your own making rather one that you resolved. What excites/interests you about this role? Just be honest and let you enthusiasm show through. It is a good opportunity to demonstrate your interest in the role and to ensure that the interviewer is no doubt as to your enthusiasm for the role. What don t you like about this role? Be brief and only mention one minor element and finish by saying that all jobs have an element that we do not like and that is a fact of life. What would you do if you were not happy about a decision/policy made by management? Show that you are professional in your approach and display that you could deal with this situation in a mature manner. It is imperative to stress that you would be open to discussing the issue with management in a calm fashion with the view to resolving any misunderstandings and coming to a mutually agreeable solution. What motivates you? This is the perfect opportunity to demonstrate your levels of energy, drive and ambition. e.g. you like working under pressure, you like working in a busy & challenging environment. What demotivates you? Keep the answer brief and explain that this rarely happens and that you are capable of motivating yourself. Mention also that if you were demotivated that you would speak to your manager to seek guidance and direction. What is your management style? Structure the answer so that it is broadly in line with the company culture.

8 Describe a time when you felt you were out of your depth in a role? What did you do to overcome this situation? The example you give should show your versatility and ability to adjust in a new scenario. Provide details of an occasion when you had to deal with a crisis in work? The example you provide should have a positive outcome that you were instrumental in. You must show that you remained calm and that you took control of the situation by rolling out a logical and methodical process to resolve the crisis. Closing the Interview What you need to know before the close of the interview What will be the next stage of the process? When should you expect to hear from them again? How many other applicants are being considered for the role? How do you rate me in comparison to the other applicants? Are there any areas of my curriculum vitae or experience that you would like clarification on? Do you have any other questions for me? Do you feel that I am a good fit for the role? When do you expect to have a final decision? When would you like someone to commence in the role? You must ensure that the organisation has no further questions for you and that they have no reservations in relation to your capabilities and suitability for the role. This may be your last chance to do so. It must also be clear to your interviewer that you are interested in the opportunity. Likewise it is imperative that you are comfortable with all aspects of the role and the company and that you feel you can make an informed decision when you are offered the role. A professional way to close off the interview is as follows: Thank you for taking the time to meet with me today and I would like to reiterate my interest in the role and the organisation. Importantly do not forget the firm handshake to seal the deal!

9 What are Competency Based Interviews? Competency based interviews focus on examining your previous behaviour as an indication of how you would probably perform and interact with others in a new role. Examples can be taken from professional or academic life or even from your interests/hobbies unless stated otherwise. How do competency based interviews work? The interviewer may provide a list of competency areas which their questions will be based on beforehand which gives you a chance to prepare thoroughly or they may just bring up the given competencies in the interview. In either case there is a lot of preparation you can do with examples that you can slot into different answers. These examples should reflect you in the best light and cover a wide variety of qualities and achievements which should already be mentioned in your CV. Examples of topics and specific questions are below. The questions may cover more than one competency area, in which case be careful to include examples which cover all competency areas touched on. Personality How would you describe yourself? How would others describe you? How could you improve yourself? How do you handle criticism? Are you accepted into a team quickly? Can you act on your own initiative? Communication Give me an example of the most difficult customer situation you had to handle Describe a time when you worked in a really effective team Give me an example of how you have encouraged other team members to contribute to the discussions or task in hand Describe a time when you spotted a potential problem before anyone else did Give an example of a time when you have had to communicate a complex idea/message/concept

10 Team Work Describe a time when you worked in a really effective team What has been your contribution to teams in the past? Give me an example of a time when you had difficulties working with a team Give me an example of how you have encouraged other team members to contribute to the discussions or task in hand Met and/or exceeded expectations Describe a time when you worked in a really effective team Tell me about a time when you have identified an opportunity and driven it forward to the benefit of the business Give me an example when you have regularly initiated action without awaiting direction Describe a situation in which you met a target working under significant pressure Leadership Tell me about a large project you have managed How do you communicate expectations to staff? How do you communicate negative/positive feedback to staff? Tell me about how you delegate How do you motivate your staff? What has your leadership style been in your previous roles? Motivation What are the top three things that have motivated you in your previous roles? Give me an example when you have regularly initiated action without awaiting direction Tell me how and why you currently schedule your time/ prioritise Tell me about a time when you were particularly motivated. Tell me how and why you currently schedule your time/ prioritise Customer/Client Focus How have you ensured previous projects met the customer's/client's needs? Give me an example of the most difficult customer/client situation you had to handle How have you known when you are meeting/not meeting your customer requirements? Give me an example of a difficult customer situation you had to handle What has been the most difficult customer situation you had to handle?

11 Failure and conflict Tell me about a time when you missed a deadline Give me an example when you have found a role particularly stressful Give me an example of the most difficult customer situation you had to handle Give me an example of a time when you had difficulties working with a team Give me an example of when you have submitted an idea to a manager or customer that was rejected The STAR Approach to Preparing For Competency Based Interviews One of the key benefits to you as the interviewee of competency based interviews is that you can prepare in advance of the interview and have a bank of examples ready that you can outline and discuss. A structure and approach to preparing examples can be of huge benefit and will maximize the impact of your answers. One such approach is STAR. Situation or Task Action Result Describe the situation that you were in or the task that you needed to accomplish. You must describe a specific event or situation, not a generalised description of what you have done in the past. Be sure to give enough detail for the interviewer to understand. This situation can be from a previous job, from a volunteer experience, or any relevant event. Describe the action you took and be sure to keep the focus on you. Even if you are discussing a group project or effort, describe what you did - not the efforts of the team. Don't tell what you might do, tell what you did. What happened? How did the event end? What did you accomplish? What did you learn?

12 Maximise the Impact of your Telephone Interview Reasons Why Telephone Interviews are on the Increase The use of telephone interviews as a screening tool is on the increase as employers are endeavouring to find more effective means by which to complete the initial screening process. Telephone interviews can often be used to quickly and effectively assess if candidates have the basic skills and experience to do the job. It saves them a huge amount of time and it is an inexpensive way of completing the initial round of screening. Recruiters and hiring managers can then use a follow up face to face interview to assess if the candidate is a fit with the organisation. Telephone interviews are also often used where candidates are based abroad. They are a successful means of assessing the candidate before either the candidate or the company invest in the cost of travel. Alternatively, the recruiter may just wish to get a general overview and assessment of your background and how you come across in terms of confidence levels and communication style. Be Prepared A telephone interview can happen at a moment s notice. You never know when a recruiter or prospective employer may call you to conduct an impromptu telephone interview. It is essential that you are ready to spring into action at short notice. In general telephone interviews tend to be shorter than face to face interviews. However that is also not always the case and you must also be prepared for a more comprehensive interview process. You could even find that you are on the phone for an hour or more! You should prepare for a telephone interview the same way you would for a face to face interview. The same principles apply. Always ask in advance of the interview what the likely format of the interview is going to be as this will help you to target your preparation more specifically. Practice your interview technique in advance and try to do a mock interview in advance if you have the opportunity to do so. Take time to prepare your answers. Rehearse them and be able to articulate your experience, competencies and skills. Be capable of giving the interviewer a run through your CV.

13 Have the following to hand: Have a pen and paper to hand to take notes A Copy your CV A copy of the job specification for which you applied A list of your achievements and competencies Your calendar so that you can agree your next interview should you be asked to do so. Your Objective It is highly unlikely that you will secure the role on the basis of the telephone interview so your objective is to get to the next stage of the process which is most likely to be a face to face interview. Keep this at the forefront of your mind throughout the process. Your CV Have a copy of your CV in front of you for reference only. Avoid the temptation to read it verbatim as this will come across in your tone and you may appear rehearsed. This tone will not stimulate as much of an interest from the interviewer as when you are more relaxed and spontaneous. Compile a list of your achievements in each of your previous roles and be familiar with them so that you can use these examples to back up your answers. This will particularly help in competency based interview scenarios. Know the details of the role you are interviewing for and review the job specification in advance. As you would for interviews in general, research the details of the company recruiting. Silence is Golden Ensure that disruptions are minimised. The ideal is to be in a room on your own where you are not likely to be disturbed. Make sure there are no other phones on the desk that could ring in the middle of your interview and interrupt you. Do not have any background noise such as a TV or radio. Kids and pets are a definite no!! Do not have a computer screen open in front of you where you could be distracted by s popping into your inbox. It is preferable to take the call on a landline as the signal is likely to be stronger and clearer. If you are going to use your mobile make sure that it is fully charged.

14 Look the part Dressing as if you were attending an interview can have a huge psychological bearing on how you perform in interview. Putting on your interview suit can help you to get into the right frame of mind for the interview and can ultimately improve your performance. During the interview Have a glass of water to hand in case your mouth dries up, which can often happen when you are nervous and when you are talking for a long period of time. Speak slowly and clearly. Inject energy and enthusiasm into your voice as your voice can act as a key sales tool. Ask for clarification of a question if you are in doubt about what is being asked. Use the interviewers name during the interview. People like to hear their own name and it will help to build a rapport. Smile as it will come through in your voice and will change the tone of your voice. You will come across as more upbeat and positive. Standing up is also advisable as it will make your voice sound stronger. Never speak over the interviewer or interrupt them when they are speaking. Pay particular attention to this if you are on an international call as there may be a delay on the line. It is important in this instance to speak slowly and clearly and take your time and factor in the time delay. Try to match your speaking rate and tone to that of the interviewer as this will help to create a rapport. The Real Challenge The challenge with a telephone interview is the absence of body language as there are no signals to read. You can t judge reactions the same way as you can with face to face interviews. It can be beneficial to ask questions at the end of answer like is that the information you were looking for? Or Would you like more information in relation this area? This will help you to assess how you are performing in the interview. Thank You Thank the interviewer for taking the time to speak with you. Ask what the next stage of the process will be and express an interest in meeting with them face to face to discuss the role and your interest in same in more detail. You could also send them an after the call to thank them for their time and take the opportunity to reiterate your interest in the role and what it is you can bring to the role. For further advice and support in the area of interview preparation please contact the Career Development and Recruitment Team on or

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