Careers and Employability. Going for Interviews

Transcription

1 Careers and Employability Going for Interviews 1

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3 Going for Interviews COPYRIGHT STATEMENT University of Chester Updated September 2012 All Rights Reserved No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means without the prior permission of the copyright owner, other than as permitted by current UK legislation or under the terms of a recognised copyright licensing scheme. 3

4 Careers and Employability Tel: Tel: Careers & Employability Centre (opposite The Binks Building) Chester Campus Careers and Employability University of Chester Parkgate Road Chester CH1 4BJ 4

5 Contents 1.0 Purpose of Interviews Types of Interviews Phone Interview Tips One-to-One Interview Tips Panel Interview Tips Group Interview Tips degree Interview Tips Information Interview Tips General Interview Tips Types of Interview Questions Chatty Questions Competency-Based/Behavioural Questions Scenario Questions Hypothetical Questions Stress Questions Organising yourself for Interviews Preparing for Interviews Researching the Organisation Reviewing your Job Application Putting yourself in the Interviewer s Shoes Preparing your Questions to Ask Arranging a Mock Interview at Careers and Employability Attending Careers and Employability Talks/Workshops Evidencing Attributes and Practising Questions Structuring and Elaborating your Answers CAR Answers Examples of Interview Questions At the Interview Creating a Good Impression Non-Verbal Communication (Body Language) Answering Questions Answering Difficult Questions Handling a Blank Mind Obtaining Feedback after an Interview Resources/Further Reading

6 1.0 Purpose of Interviews Interviews are nerve racking experiences! They are two-way processes. They are an opportunity for both employers and candidates to decide if they meet each other s expectations. Diligent preparation can help reduce anxieties and lead to better performance. Be prepared for unexpected questions as employers are not always trained interviewers. 6

7 2.0 Types of Interviews n Phone interviews n One-to-One Interviews n Panel Interviews n Group Interviews n 360 degree Interviews 2.1 Phone Interview Tips n Ensure you are in a quiet place, free from disturbances. n Have pen and paper available to write down questions/notes. n Refer to your CV/application form if required. n In the absence of visual cues, remember to vary the tone of your voice when expressing enthusiasm and thoughtfulness. n Let the interviewer know you are listening. Periodically use their name (their surname, until invited to do otherwise). Say Yes or I see, repeat their words, or ask follow-up questions. 2.2 One-to-One Interview Tips n Avoid falling into the comfort trap and saying something you may later regret, as sometimes these types of interviews, feel more informal. 2.3 Panel Interview Tips n Focus eye contact on the questioner at the beginning and end of your replies. n Then, ensure you address all interviewers (between 2-5 people) on the panel when responding to a question, by making eye contact. 7

8 2.4 Group Interview Tips n Be an active participant without dominating the group or monopolising time. n Involve other group participants (as well as interviewers) in your replies by making eye contact. n Listen to other participants replies and provide an answer which is unique to you, instead of repeating what has already been said by others. n Be attentive to other participants non-verbal communication and act accordingly i.e. in an open, non-aggressive style degree Interview Tips n Consider the perspectives of colleagues/peers, customers/service users, as well as managers, (who will be interviewing you either as a panel or in separate interviews) as they will each have different expectations of your role. n Research customer/service user feedback; by talking to users/ customers, or talking to the organisation, or reading media reports. 2.6 Information Interview Tips n Research the organisation and identify a named person to approach. n Prepare questions beforehand remembering you are not necessarily seeking a job, but seeking information and advice about entering the sector. n Be prepared to talk about your skills and experiences as well as asking questions. n For more information see the Information Interviewing hand-out 8

9 3.0 General Interview Tips n Speak clearly and concisely. If you are a fast talker, try to speak more slowly and deliberately, so that you are understood. n Speak assertively. If you are a quiet/shy person, preparing for interviews beforehand will help you feel more confident. n Avoid sentence fillers such as ums and ers. n Use correct grammar and avoid slang ( yes rather than yeah ). n Define jargon and avoid abbreviations. n Do not rush, interrupt, or contradict the interviewer. n Clarify questions if you are unsure what the interviewer is asking you. n Be positive about past negative experiences. Convey what you have learned from the situation. n Try to establish rapport with the interviewer by matching the interviewer s rate of speech, volume, and pitch; and by giving eye contact. 9

10 4.0 Types of Interview Questions Interviews can take several forms. Some interviews focus on the applicant s CV and application form and are conducted in the form of a chatty conversation. Other interviews concentrate on pre-determined themes related to the post and the same themed questions are asked of each candidate. All questions asked should be open questions encouraging full replies. The interviewer may probe you to elicit further information, giving you as many opportunities to sell yourself as they can. Most questions fall into four basic categories: n Why do you want this job? (Motivations and Commitment) n Can you do this job? (Skills, Experiences and Qualifications) n How will you do this job? (Ideas, Working Styles, Quality, Continuous Professional Development) n Will you fit into the team? (Values and Personality) 4.1 Chatty Questions These questions are often used to create rapport and put candidates at ease. However, avoid complacency and over familiarity. Stay positive, even if you feel nervous and stressed yes you did have a good journey, despite getting lost! 4.2 Competency-Based/Behavioural Questions Competency-based questions focus on attributes required by the post. They require candidates to demonstrate these attributes/behaviours, by giving examples of situations where they have been used or applied. 10

11 4.3 Scenario Questions Candidates are presented with a scenario, or hypothetical situation. Such situations should not be overly complex, but identifying key messages whilst attentively listening to details is essential. Remembering the scenario whilst structuring your reply can be tricky but important. You may be asked to decide on how you might respond to the given scenario or asked to prioritise your actions. Researching the role and organisation and reflecting on past experiences will help you prepare for such questions. 4.4 Hypothetical Questions Hypothetical questions are problem-solving focused and require a similar response to that of scenario questions. The hypothesis may or may not be work related. 4.5 Stress Questions Stress questions are intended to be disparaging and aggressive, creating a more pressurised environment for candidates. They are not widely used, but expect them for some jobs requiring role holders to, for instance: think quickly; handle difficult people; or juggle competing demands simultaneously. The interviewer observes how you cope under pressure and whether you remain calm. 11

12 5.0 Organising yourself for Interviews n Plan directions and transport arrangements. Build in contingency. n If required, arrange domestic arrangements. n Prepare your interview outfit ensure it is appropriate (smart/professional) clean and pressed! If unsure, check with the organisation. n Prepare your interview file containing application documents, job particulars, CV and qualification certificates. n If required, ensure your professional portfolio is up-to-date and tailored to the job to which you have applied. Such portfolios are relevant for creative roles or jobs requiring evidence of continuous professional development. 12

13 6.0 Preparing for Interviews Careful preparation is essential to performing successfully at interviews. It requires time and energy. Even if you are a confident talker, preparation will ensure you have thought about messages you wish to convey and help you focus your thoughts on the organisation. 6.1 Researching the Organisation The LPESTC framework can help you consider the environment in which the organisation operates: n Legal n Political n Economic n Social n Technological n Competitive Identify the major current issues facing the organisation and job role. Search internet sources, media reports, annual reports, business plans and organisational literature. Is the organisation expanding, contracting or diversifying? What new initiatives are being implemented? Is the organisation facing any problems? What is happening in the sector/industry both in the UK and abroad? Try to find out more about the organisation and role beforehand. Researching is also an important element of making speculative approaches to organisations that often can result in a spontaneous interview or a planned information interview. 6.2 Reviewing your Job Application n Check you understand the job description. n Ensure you can evidence the criteria detailed in the person specification. n Re-read your application and familiarise yourself with what you said on your form/cv. n Reflect on your experiences, conducting a SWOT: n What are your strengths? n What are your weaknesses? 13

14 n What opportunities does this job offer you? n What threats/difficulties will this job cause you? n Ask yourself: n Why do you want this job? n Can you do this job? n How will you do this job? n Will you fit into the team? 6.3 Putting yourself in the Interviewer s Shoes When reflecting on your attributes and experiences, identify points the interviewer will want to hear. Avoid thinking from your own personal perspective and instead view yourself from the interviewer s perspective. Here are a few examples: Your Perspective I have applied for this job because it is a way into the industry My Work Based Learning (WBL) wasn t very good as I didn t get on with the boss. I enjoy working in a team. When we worked on a group project at university, we had to. Interviewer s Perspective I have applied for this job because I meet all the criteria and can add value to the role/ organisation I found my WBL challenging, but it gave me an opportunity to develop my problemsolving skills and deal with difficulties proactively. I enjoy using my team working skills. When I was working on a group project at university I took a leadership role / motivated struggling members / organised materials to etc Explanation Explain why you are suitable for the job/ organisation. Avoid negativity. Avoid implied criticism. Turn the experience into a positive learning experience. Avoid we. Use I explain your contribution. Demonstrate your skills and attributes. 14

15 6.4 Preparing your Questions to Ask At the end of the interview you will be invited to ask questions. Ensure you have enough information to make an effective decision if the job was offered to you. You can ask pre-prepared questions or ask questions that have arisen during the interview. Avoid obvious questions; questions that can be answered by reading organisational literature; and questions relating to terms and conditions. Here are a few examples of questions you could ask: n Can you tell me more about the induction I would receive? n What opportunities are available for training and development? n I read about (new initiative) can you tell me more about it? See also the 10 questions to ask at interview hand out. 6.5 Arranging a Mock Interview at Careers and Employability Improve your chances of success by practising your interview technique and receiving constructive feedback on how you could enhance your interview performance by booking a Mock Interview with a Career Consultant. For more details contact the Careers Information Point. 6.6 Attending Careers and Employability Talks/ Workshops A variety of talks and workshops on interviews for students and graduates are arranged each year. Explore and discuss your concerns whilst sharing your experiences with other attendees. Develop strategies and gain confidence with the help of qualified staff. Look on our events calendar on the Careers and Employability website or contact the Careers Information Point to register onto a workshop. 15

16 7.0 Evidencing Attributes and Practising Questions Sometimes, writing your own questions and answers help you practise your replies. By looking at the person specification or job advertisement you will see what the interviewer is looking for in candidates. Think of examples when you have demonstrated the criteria. These examples can relate to university, part-time work, previous employment, leisure interests or your home life. What is important here is that you can evidence the criteria, not whether the evidence itself is necessarily relevant to the job. Below is an example extract from a person specification for the post of Public Relations (PR) Assistant. Look at how the criteria could possibly be evidenced by a graduate. Job Title: PR Assistant (Example) Attribute Description Assessed by: Evidence Oral Communication Skills Writing and Editing To be able to communicate effectively with different stakeholders e.g. the media/ press, general public and senior management To be able to write press releases, articles, speeches, annual reports and shareholder reports Interview Interview and written test Receiving feedback from students and presenting it diplomatically at Student Staff Liaison Committees when I was a Student Academic Representative. Writing a report on Freshers Week for Student News (University newspaper for students). Maintaining a blog about my holiday travels (see website link). 16

17 Now, if you were the interviewer, think what questions might be useful to ask to elicit such evidence from the candidate. Here are some possible interview questions that could be asked: 1. Tell me how you apply your communication skills when talking to different audiences? 2. How do you communicate effectively with different audiences? Talk me through an example of when you have had to do this. 3. How do you handle difficult people? Can you provide an example? 4. Talk me through a time when you have had to edit a piece of work. How did you go about this and what factors did you take into consideration? 5. How do you manage your workload and meet deadlines? Can you talk me through an example of when you have done this and what you did? You will notice that questions 1-3 can be answered by evidencing the first criteria and questions 4-5 by the second criteria. Although these questions are different, they can be answered using the same examples of evidence. The same evidence can be used more than once, although having several examples that demonstrate a variety of attributes will portray a more balanced picture of a candidate s abilities to the interviewer. 7.1 Structuring and Elaborating your Answers It is important to answer a question concisely, but in enough detail. It is also prudent to structure your answer in a logical manner. You might find the following CAR mnemonic helpful: Context briefly describe the context Action explain/analyse your contribution i.e. your actions or words Result explain/evaluate the result or implications of your contribution You will notice that question 1 above, focuses on communication. The question does not specify whether it is oral or written communication, 17

18 but your answer could acknowledge these differences. Also consider what aspect of communication might be required for when a PR Assistant communicates with different stakeholders. For example: n Informing the public n Negotiating with the media n Advising senior managers By reflecting on the attribute of communication in this way, you can then talk specifically about how you communicated to different audiences in your example. It demonstrates you have a more sophisticated understanding of what is involved in communicating with people. 7.2 CAR Answers When answering questions in an interview, structure your reply, so there is a beginning, middle and an end. Looking at question 2 above, see how the CAR mnemonic provides a framework for a possible answer: Q. How do you communicate effectively with different audiences? Talk me through an example of when you have had to do this. A. C I can communicate with different people. Whilst at university I was a Student Academic Representative in my final year of my course. I met with students three times and attended the Staff Student Liaison Committee twice during the year. There were 30 students in the year group. A. A When I met students I listened to their views about the course and noted suggestions for improvement. I developed a rapport and trust with the students, so they would open up to me about their concerns and suggestions. However, I thought some of the students ideas were completely wild and unrealistic, so I negotiated a compromised idea to present to the University with them. I collated all the issues and summarised them in writing to the committees. When I attended the committee meeting I conveyed the students views persuasively in a professional manner. I felt this would make me more credible with that audience. A. R My style was effective because the University implemented a student suggestion of increasing time in-between assignment submissions, so they were more spread out. Although I was nervous when I started in the role, my confidence has increased over time and I have become more skilled at 18

19 changing my communication style when talking to different people, so that it is in line with what I am aiming to achieve. The interviewer might then probe further and ask you if you encountered any challenges whilst you were in this role and how you overcame such difficulties. 7.3 Examples of Interview Questions (See also 10 Possible Interview Questions sheet) n Tell me a little about yourself. n Give me an example of when you have worked in a team and faced a problem. What contribution did you make in resolving this problem? n How would a friend describe you? n What motivates you? n Where do you see yourself in five years-time? n What do you like and dislike about the post you have applied for? n Did your last organisation (university) live up to your expectations? n What do you expect from us? n What would your ideal job be? n Explain to me how you manage your daily workload. n How do you cope under pressure? How do you manage stress? n What has been your biggest achievement and why? n How do you take criticism? n What frustrated you in your last job (or at university)? n What salary would you be looking to start at? (Do your research and be realistic!) n Give me an example of when you have persuaded a group of people to your way of thinking. What did you do? How did they react? n Why should we offer you the job? n What do you know about our organisation? n What do you think about the current economic situation? 19

20 8.0 At the Interview Arrive minutes early. Remember, non-interviewing staff may be asked to comment on you to the interviewers, as part of the recruitment process, so it is important to create a good impression as soon as you arrive. 8.1 Creating a Good Impression Impressions are made in the first 20 seconds, so it is important to portray a confident, positive and calm manner. Walk tall, smile, maintain eye contact and shake hands firmly. Ensure you are organised and have collected your thoughts. Try to create a rapport with the interviewer(s) and portray your personality whilst maintaining a professional approach. 8.2 Non-Verbal Communication (Body Language) Your body language can communicate subconscious thoughts i.e. nerves, fear, frustration, arrogance, timidity, anger etc, so it is important to recognize when your posture and facial expressions are not aligned to what you are saying. Try to limit any annoying habits and gesticulate (using hands when talking) in a natural manner. Avoid displaying any negative barriers i.e. avoid crossing arms and legs when sitting. 8.3 Answering Questions n Think before you speak. n Pausing can be a useful tactic providing you with time to think. It also provides emphasis for your next message. n Structure your reply: logically, chronologically, in order of importance etc n Avoid controversy and give a balanced viewpoint, (especially when a question relates to a current issue) unless asked otherwise. n Be diplomatic and tactful. 20

21 8.4 Answering Difficult Questions If you are asked a tricky question, seek clarification. This conveys confidence and provides the interviewer with some assurance that you would not make assumptions in the workplace. If lacking the relevant experience is the difficulty here, then ask to answer the question hypothetically or mention how skills and behaviours are transferable from other previous experiences. 8.5 Handling a Blank Mind Sometimes your mind will go blank and you will have no idea how to answer a particular question. If this happens to you, remain calm and ask for clarification. If further explanation does not help, be honest and tell the interviewer. They will then move onto the next question. 21

22 9.0 Obtaining Feedback after an Interview You should hear the outcome within a few days. If unsuccessful, ask for feedback on your interview performance. This will enable you to address areas that need improving before your next interview. Ask the recruiter to be as specific as possible, enabling you to make changes to your interview technique. If you feel you have been unfairly treated or discriminated against at an interview, seek legal advice or contact your local Citizens Advice Bureau. ACAS (Advisory, Conciliation and Arbitration Service) can also provide further information on equality issues. Good Luck! 22

23 10.0 Resources/Further Reading Contact the Careers Information Point for further information. Websites: n n n n n Books (reference only): n Done, J & Mulvey, R. (2011) Brilliant Graduate Career Handbook, Pearson Education Ltd n Jay, Ros (2011) Brilliant Interview: What Employers Want to Hear and How to Say It, Pearson Education Ltd n Yate, Martin John (2011) Great Answers to Tough Interview Questions, Kogan Page DVDs available: n Selection Success in one (AGCAS) n Making an Impact: The Graduate Job Interview (AGCAS) This document is available in alternative formats upon request. Please contact Careers and Employability on or careers@chester.ac.uk 23

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