Employment Skills Help Pack

Employment Skills Help Pack 1

Contents Introduction...3 Job Searching...4 CV Builder...5 CV Examples/Templates...9 Top Tips for a Successful CV...13 Application Form (Guide)...14 Completing the Application Form...15 Top Tips for a Successful Application Form...17 Covering Letter...18 Covering Letter Example...19 Interviews...20 Interview Questions...22 Interview Do s and Don ts...24 Useful Websites...25 2

Introduction This employment skills pack provides you with basic advice and information to help support you on your journey to finding employment. For more advice and guidance please refer to the websites listed at the end of this booklet. *This booklet is only meant as a guide and does not cover every circumstance. 3

Job Searching Now you are ready and prepared to go job hunting. Organise your schedule and set aside some time everyday to pursue opportunities. Do not be disappointed if you do not get the first job for which you apply. The more your CV circulates in the market, the greater your chances of finding the right job. ADVERTISEMENTS: Job search engines, newspapers and magazines all have prospective employers advertising open positions and seeking applications. Read the job profile and responsibilities carefully to determine if it is right for you. Make changes in your CV to match your skills with the employer's requirements. Make the effort to find out the name and position of the person who will read your application. Follow the employer's directions about the preferred application method. Send a brief, personalised cover letter with each application. NETWORKING: Every year, a number of job openings are filled even before they can be advertised. Your friends, relatives, ex-coworkers, and neighbors may have inside information about a vacancy for the right job. Make a list of the people in your circle who could be of help in finding the right job. Get acquainted with people who work in your target career field. Make it known that you are job hunting and discuss your needs and skills with the people on your list. Hand out your resume to anyone who seems interested in helping. THE UPFRONT APPROACH: Contact prospective employers directly to achieve success in your job search. Find out the name and position of the Human Resources person at your target company. Then send your resume and cover letter to them. If you get inside information about the possibility of a vacancy, approach the employer by phone or ask for an appointment. Send a personal thank-you note to anyone who agrees to meet you or call to thank them. Follow-up on the position by calling every few weeks. The next time a vacancy comes up, the manager will think of you. 4

CV Builder The initials CV stand for the Latin curriculum vitae meaning course of life. A CV is a short factual account about you, including your work experience and qualifications. The purpose of a CV is to get an interview by convincing an employer that you have the right skills and experience to do a particular job. This section will help you to produce a successful CV. CV Checklist: A CV should be no more than 2 pages long. You should use quality paper. Use a clear layout, font type and size (minimum size 11) Keep to a reverse chronological order in the different sections, e.g. Work History, Qualifications. Pay careful attention to spelling, punctuation and grammar. Divide the information in to key sections with headings. Information/Sections to include: Personal Details Can the employer contact you easily by e-mail, phone, or letter? Include: Name, Address, Telephone, Mobile, E-mail etc Personal Profile A short statement outlining your chosen career which includes: Your positive characteristics (Use two or three of the circled ones from the activity on the following page) Your key skills (highlight a couple of your strongest and most relevant skills) Your experience (highlighting any that is relevant to the job you are applying for) Your career objective or aim (this could be a particular role or level of responsibility or both) 5

Positive Characteristics Aside from our skills, we all have positive characteristics and attributes that employers look for in new recruits. You will find lots of examples of these below. Begin by underlining your top 8 positive characteristics. Then circle 3 from those 8 that you consider are your strongest ones. Friendly Kind Enthusiastic Professional Flexible Quick-thinking Hard-working Decisive Honest Creative Adaptable Caring Willing to learn Calm Compassionate Organised Confident Committed Imaginative Thorough Articulate Analytical Innovative Open-minded Energetic Mature Diplomatic Adventurous Punctual Reliable Self-motivated Resourceful Below is an example of a simple profile that could be adapted for individuals and circumstances. The words in italics are examples of positive characteristics, key skills, experience and a career objective. Use your own words to create your personal profile, adapt it each time you apply for a new job or different type of work. Example: A hard-working, reliable and well-organised individual with excellent communication and IT skills. Looking for new challenges and the opportunity to build on skills and experience gained from working in a diverse range of office environments and establish a career as a successful administrator. Positive Qualities Skills Experience Career Aim Education and Qualifications Start with the most recent qualification. Include name of school/college, dates, subjects studied and grades obtained Professional / Vocational Training Include subject area, dates and qualification gained. Employment History Start in order of most recent position. Include greater detail on more relevant experience. 6

Skills List skills related to the job specification Clearly demonstrate evidence of skills outlined in the advert or job specification. Putting your skills into your CV: You will see from the CV examples later in this pack that your best skills are shown in a very prominent place. You should select your six strongest skills that are most relevant to the job or type of work you are applying for. They can be listed in bullet points at the start of your CV (after your profile) and show, at a glance, that you have what it takes to do the job you are applying for. Choose your 6 strongest skills and give an example for each of when you have used them. What are your skills? Your skills are simply the things you do well. It is important to know your skills as the skills are a main feature of a good CV. Skills can be transferred from one job to another. There are key skills that underpin many different types of work such as knowledge and application of information and communication technology, improving own learning and performance, teamwork, problem solving and application of numbers. These key skills are really valued by employers. Look at the lists below and on the following page, tick those that you feel you are particularly good at. Transferable Skills Following Instructions Working as part of a team Using a Computer Written Communication Handling Money Planning and Organising Oral Communication Working without Supervision Supervising and Managing Working to Deadlines Working with the Public Giving Instructions What transferable skills do you have? The Life Skills Tool will help you find out. www.cvbuilder-advice-resources.co.uk 7

People Based Skills Talking and listening to people Explaining things to people Dealing with complaints or enquiries Putting people at ease Organising people Selling, persuading, negotiating Motivating others Being supportive to people Training or tutoring Managing, supervising or leading Working effectively in a team Thinking Skills Coming up with new ideas Evaluating different ideas Thinking of improvements Following written instructions or diagrams Planning ahead and setting goals Developing other people s ideas Sizing up a situation quickly Working out how to deal with things Deciding between different courses of action Developing projects and ideas Being creative/artistic Practical Skills Using a keyboard Using hand tools Operating powered equipment Maintaining equipment or machinery Mending and repairing equipment Diagnosing faults and testing equipment Using physical strength Handling materials or equipment with precision and speed Using IT: word-processing, databases, spreadsheets and Internet Skills using numbers, data & information Keeping accurate records Making accurate measurements Using numbers accurately or alternatives Working out costs and budgeting Checking information for accuracy Writing letters, memos and reports Extracting information from reports, books courses of action or manuals Organising information Providing information verbally or in writing Researching information Analysing numerical information Prioritising workloads Managing time effectively to meet deadlines Interests / Achievements List only interests and achievements relevant to the job you are applying for. Referees Give full contact details, ensuring they are correct. Ask permission and explain to them the job you are applying for. If references are not included on your CV, state that they are available on request. 8

CV Examples/Templates Example 1 9

10 Example 2

(Template CV) [Name] [Telephone number] [Email address if you have one] [Address] [Postcode] Profile [A few sentences about your relevant skills and achievements, what you are doing at the moment, and your goals] Experience [Organisation] [Location] [Your job title] [Achievements] [Responsibilities/skills] [Start and end date/ present] [Organisation] [Location] [Your job title] [Achievements] [Responsibilities/skills] [Start and end date] [Organisation] [Location] [Your job title] [Achievements] [Responsibilities/skills] [Start and end date] Skills and achievements [list] [any] [other] [skills and achievements] [here] 11

Education [Start and end date] [School or college] [Location] [Courses] [Qualifications] [Special achievements (certificates, sports etc)] [Start and end date] [School or college] [Location] [Courses] [Qualifications] [Special achievements (certificates, sports etc)] [Start and end date] [School or college] [Location] [Courses] [Qualifications] [Special achievements (certificates, sports etc)] Training [Any other training that will be useful in your job (e.g. driving licence, first aid)] Interests [Hobbies or interests, particularly those that might be useful in your job or career] References Either: Or Available on request Professional referee [Name] [Role] [Address] [Telephone number] [Email address if they have one] [How this person knows you] Personal referee [Name] [Role] [Address] [Telephone number] [Email address if they have one] [How this person knows you] 12

Top Tips for a Successful CV Produce a different version of your CV for every job you apply for highlighting your key skills and experience most relevant to the job description and requirements Keep the layout simple and uncluttered with clear section headings and well-organised information that is easy to follow Always word process your CV and print on to good quality A4 paper Don t use more than 2 sides of A4 paper. Employers are most interested in your recent experience particularly your current or last job. Therefore include more information about your responsibilities and achievements for these jobs and less detail for earlier jobs. Never lie on a CV. If you have had a lot of jobs you could group some together or summarise periods of time Only include information that is relevant to your application. You don t need to put your marital status or family details unless specifically asked for. Don t include a photo unless requested Your CV should show a continuous history for you from the end of secondary school to date. You should therefore explain any gaps including time spent travelling, bringing up a family or not employed For periods of time not in paid employment highlight any voluntary work, training or activities that you did Include achievements in and out of work and quantify them whenever possible. Be honest about any hobbies or interests you include don t add things to impress as you many get caught out at interview. Don t forget to include clubs, societies or voluntary work that you have been involved with these can make a really positive contribution to a CV. 13

Application Form (Guide) Application forms can seem a real nuisance. They take hours to complete and often ask for information which is in your carefully prepared CV. Why do companies want you to complete an application form? Application forms provide information in a standard format which can easily be compared. They can ask for information not usually included in a CV. They can discourage those who are not seriously interested in the job because of the time involved in completing them. A good application form can get you an interview even if you are not the most qualified candidate. Selection panels usually use the person specification as criteria to shortlist for interview and the application form gives you an opportunity to convince them that you will add value to their company. What do employers want to know about you? Employers are looking for evidence that you have the skills they are seeking. Carefully read the employer s job description/profile and match your experience to the skills and knowledge they require. In addition, they want to know: Why you want the job And that you want to do the job well for their company The big, blank box (often called personal statement) on application forms is an opportunity to market yourself and your skills. Research 1. Find out about the company you are applying to by looking on their website or asking questions. 2. Think about examples from your own experience which meet the job requirements and use these to demonstrate your skills and qualities. 3. Photocopy the application form before you start so you can complete a draft version. 4. Have all this information ready and your CV to use for reference. 14

Completing the Application Form Getting Started Read the application form through noting any specific instructions. Write clearly and neatly, in block capitals if you have to and in black ink if this is specified. Answer all the questions. Write not applicable for questions that are not relevant to you. Write concisely, avoiding repetition. Try to use key words from the job & person specification to show your suitability. Examples of good words to use: Achieved Active Developed Evidence Experience Impact Individual Involved Planning Transferable Skills Examples of words not to use: Always Awful Bad Fault Hate Mistake Never Nothing Panic Problems Preparing Your Personal Statement Most application forms have a large blank box, sometimes a whole page, asking for additional information to support your application: This is the most important part of the form and gives you the opportunity to stand out from the crowd and convince the employer that they should interview you. Here s your chance to provide evidence that you meet their criteria by giving specific examples of your achievements. Use the following formula to make this easier: S Situation T Task A Action R Result (briefly set the scene) (what was the task you were doing) (what action did you take) (did you successfully achieve the task) 15

Personal Statement Content Say why you are applying for the job I am applying for the job of. because.. Outline your skills, experience and qualities and support with STAR examples. The skills I have are These skills were gained when (Give Examples) I also have experience in If there is a person specification make sure you show how your skills and experience meet those in the specification. Sometimes using bullet points or sub-headings helps to make your statement clearer and easier to read. Close with a general statement such as I hope that you will find me a suitable applicant for the position of and would welcome the opportunity to discuss my application further with you. If you need more space, use a separate sheet of paper and write continued on an additional sheet, on the form. Please note that some employers are very particular in the way that additional sheets are presented so please read the guidance notes carefully before starting this. Choosing Referees You will normally be including a current/most recent employer or tutor. Always ask the person you nominate as a referee before including them on the form so they can be prepared if contacted by the recruiter. Online Forms Treat these as you would a hard copy but be aware that the document may be electronically scanned for keywords for short-listing so it is even more important to ensure that you use phrases from the job & person specification. Final Check Always carry out a final check for spelling, grammar, sense and presentation. Ensure that the finished version shows you in your best light. Get a person you trust to read it through for you. Don t forget to include any additional information or certificates which are requested. Sign and date it and put it unfolded in an envelope. Keep a copy for reference. (See Application Form Example in Help Pack Folder) 16

Top Tips for a Successful Application Form Complete your form in plenty of time don t do it the night before the deadline! Read everything you can about the job & company. Have a copy of your CV, the job advert and job description handy for reference. Photocopy the original form. You can then make any mistakes on a draft version where it doesn t matter. Write in pencil on the draft so you can correct your mistakes or try different things. Only complete the original form when you are certain every detail is correct. Read the form carefully before starting and note instructions. Write neatly and clearly block capitals are often best. Be concise and avoid repetition. Answer every question. If the question does not apply to you, write Not Applicable or N/A. Address the points that are outlined in the person specification this is what the employer is looking for. If you need more space, use a separate sheet of paper and write continued on an additional sheet, on the form. Label the separate sheets according to instructions or with your name and post applied for. Keep a copy of your completed application form for yourself. It will help you prepare for an interview and save time when filling in other application forms. Check the form thoroughly and don t forget to sign and date it. Don t forget to include any additional information or certificates which are requested. Put the form and covering letter unfolded in an A4 envelope and make sure you post or deliver it in time to meet the deadline. 17

Covering Letter Including a covering letter with a CV or application form adds a personal touch, shows professionalism and gives you yet another opportunity to remind the employer of your strong points. Producing a personalised letter shows the employer that you have a genuine interest in the job and in his/her organisation. A covering letter assumes that you are applying for an advertised post so be sure to include details of the vacancy title and any reference numbers on the letter. For a direct speculative approach, you should state why you are writing to them. Write a short summary of your skills and experience but do not repeat the whole content of your CV. In your letter you should say:- Why this particular role interests you Why you want to work in this sector / career Why you have applied to this particular organisation Top tips for covering letters Type in the same font and size as your CV Keep it short, use only one side of A4 Where possible use the recruiter s title and name e.g. Mr Jones (remembering to sign off yours sincerely). In the case of speculative enquiries, it is best to try and elicit the named contact for an organisation in advance of your letter writing. Date the letter Include all your contact details Make sure the recruiter can read your signature Don t use abbreviations (I m, can t) or acronyms Check it for spelling, grammar and presentation before sending See Example Covering Letter: 18

Covering Letter Example 25 The Row The Lane Bristol BS10 4BY 0113 3939793 14 th April 2007 Mrs James Head Receptionist Comfy Hotels Bristol Central BS1 3XX Dear Mrs James POST OF RECEPTIONIST REF: 237/06 I am applying for the post of receptionist as advertised in the Bristol Evening Post last Thursday 10 th April. I enjoy meeting people and have a lively, warm personality, so I believe I would make a welcoming hotel receptionist and would be suitable for this type of work. From my CV you can see that I have worked in sales, where I dealt with the public in a friendly, polite manner. I have also worked in an office, answering telephone enquiries and using a computer. Recently, I worked for a voluntary organisation and successfully completed a parttime CLAIT course to develop my computer skills and I am keen to do any further training if required. I am available for interview at any time, and hope to hear from you in the near future. Thank you for considering my application. Yours sincerely Signature TOM WHITELEY 19

Interviews Seven Steps to Managing Interviews 1 Preparation Know what the job is about Know what you can offer Know how it meets your needs and theirs Research the Employer (Look at their company website or ask them for an information pack) 2 Presentation Look well-groomed Plan your journey to be on time Aim to arrive 10 minutes before the interview Act professionally from entering the building 3 Meeting & Greeting Be friendly and positive, shake hands and smile Wait to be seated then relax Avoid refreshments 4 Handling Nerves Think positive banish negative thoughts by using calming breathing If you go blank ask for time, water or clarification to give you a minute to calm Remember the interviewer may be nervous too 5 Body Language Use positive body language, lean forward, show interest, make eye contact Be seen to be listening by nodding 6 Answering Questions Listen carefully to the question and ask for clarification if unsure Be honest & polite Enjoy the chance to talk about yourself and prepare any questions you would like to ask 7 Saying Goodbye Shake hands on leaving Leave on a positive note Don t relax until you leave the building 20

Five Secrets of Securing a Job Offer Before the interview, make a list of your useful/transferable skills and match them to the requirements of the job, then think of evidence to illustrate each of your skills. 1 Ability & Suitability 2 Willingness If you are familiar with the industry you have applied to, make sure you demonstrate that knowledge Preparing both these things (your skills and knowledge) adds to your value to the employer. Employers these days look for willingness and may ask if you are prepared to do something outside the job description they are looking to see if you are a flexible, team player with the right attitude. Have ready an example of your willingness to help your company. For example, working late to meet a deadline, covering work for a colleague, taking on new responsibilities. Managers want to avoid unmanageable employees and the interview will be looking to see how you would fit in. 3 Manageability & Teamwork They are looking to see if you can work alone, with others, can take direction or criticism and use initiative. So demonstrate that you are a team player who gets along well with others, and has no problem tolerating other opinions or beliefs. Professional behaviour is one of the universally admired skills of successful people. 4 Professional Behaviour 5 Everyone employs people for the same job Use examples during the interview to demonstrate your professionalism and support this view of yourself with your behaviour and attitude. Surprised? Employers don t run payroll for the love of it, regardless of the job you are employed to do the key and most important skill the employer wants is the ability to problem solve. In doing this, you will help your employer to be more effective. Think of a problem you have solved, how you did it and how you could bring those skills to a new problem. 21

Interview Questions Q. Why do you want this job? It's the natural next step for you and this is the right organisation in which to further your career. Show off your knowledge about the business. Make all that research worthwhile. Q. Where does it fit in with your career plans? It's good to talk about steady progression and cementing your experience. But ambition can be good too, and there is no harm in aspiring to the boss's job in five years' time! Q. What are your strengths? Ensure that these are relevant to the job. Try and relate your strengths back to the job spec and give examples of why you're strong in these areas. Q. What are your weaknesses? These should be positive weaknesses. Perhaps you have a tendency to work too hard or are a perfectionist. Q. What's been your most significant success at work? This is about your personal achievements and contribution. Interviewers aren't interested in the great team you work with. If you have limited work experience, you could talk about achievements outside work. But relate them to the job you are applying for. Q. What is the biggest mistake you ever made? We all have one, but what's important is how you dealt with your biggest mistake and what you learnt from the experience. Q. What is the greatest challenge you have ever faced? Keep it relevant to the job and be positive. Again, interviewers want to know how you met the challenge and what you might do differently, with the wisdom of hindsight, in a similar situation. 22

Q. How do you cope with difficult colleagues? It's all about trying to understand a situation from someone else's perspective -- that's team work. Q. What makes a good team member? Describe the skills needed, for example: Good communication skills, flexibility, the ability to adapt to change, the ability to co-operate with other people and having a good sense of humour. Give examples of how you showed these in previous work situations. Q. What would you like to be doing in 5 years time? Explain that you would ideally like to be working for the same company but to have developed within it. Q. What do you do outside of work? You want to appear active but not so busy that you could not get to work on time or stay late occasionally. Q. What's your current salary? Include all your perks and bonuses, but tell the truth. The interviewer can always contact your current employer to check. Q. Do you have any questions? You may like to prepare for this, as it is almost always asked at an interview. Asking some questions (but not too many) can show you are interested. One or 2 of these may be appropriate. Do you offer ongoing training and development? What will my first job be? How soon will I hear the result of my application? Does the company carry out performance reviews and if so, how often? 23

Interview Do s and Don ts Do Enter the room confidently. Shake hands firmly and introduce yourself. Smile! Be polite and friendly look the interviewer in the eye as soon as you enter the room. Check that it is ok to use notes or cue cards during the interview. Try to maintain eye contact with the person or people you are talking to. Look interested, and ask questions as well as answering. Answer questions as fully as you can, avoid just saying yes or no. Provide examples to prove your skills and achievements. Tell the truth. Ask if you don t understand a question. Speak clearly. Sell yourself get your good points across and be positive. Don t Sit down until the interviewer asks you to. Fidget, slouch in the chair or fold your arms. Swear (even mildly) Criticise your past employers. Interrupt. Draw attention to your weaknesses. Lie or be to enthusiastic. Stay calm and stick to the facts. Remember, most employers like people who: Listen, answer questions with examples, are brief and keep to the point, come prepared and appear confident. 24

Useful Websites Job search: www.jobcentreplus.gov.uk www.top.jobs.co.uk www.jobsite.co.uk www.monsterjobs.co.uk www.fish4jobs.co.uk/jobs Advice & Guidance: Careers Advice www.careersadvice.direct.gov.uk Job Seekers www.direct.gov.uk/en/employment/jobseekers Next Step www.direct.gov.uk/nextstep Services & Benefits Online www.dwp.gov.uk/eservice Training: www.learndirect.co.uk All documents included in this help pack are available on the Pluss shared drive P:\Shared\CV and Application Form templates 25