Guidelines for Job Applications

Name: ___________________________________

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Guidelines for your job application

Keep your sentences short; avoid lengthy descriptions and vague statements.

Provide complete and relevant information on your activities.

Use a position writing style. Avoid sentences like “I may not have much experience but…”

Use action verbs and describing words to communicate your achievements.

Avoid starting all your sentences with “I”. An alternative is to place the “I” within the sentence e.g. “While managing this project I….”.

Keep the application well spaced (1.25 line spacing is easier to read in a 12 font).

Always check your application thoroughly, e.g. correct name and address of the organisation, correct position.

Get someone else to proof-read your application for spelling, punctuation and layout.

Check that you have not undersold yourself.

Check again that you have used strong, positive language.

Ensure all relevant key strengths are mentioned.

Use concise, well-constructed paragraphs and sentences. They will be more easily understood by the reader, and will allow you to concentrate on your strongest points. Leave out any irrelevant material. The final copy should be neat, with properly constructed sentences, and no mistakes in spelling or grammar.

Each paragraph should start with one principal thought that you develop further in the paragraph. The central thought of a paragraph is usually expressed in one sentence. It tells the reader what the paragraph as a whole is about, e.g. “I have had considerable experience in administration work”. The paragraph would fill in details of this administration experience.

Any attachments should add something to your application (ensure they can be copied easily).

Always keep a copy of your application and anything else that you send to an employer. You will need them both as a record and for reference at your interview. It will also make it easier to write future job applications.

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Cover letters

Here are some guidelines to help you prepare a cover letter for a written job application:

Addressing the letterSend letters to people, not companies. If you don't know the contact's gender or proper title, then call the receptionist and ask. Never guess. If you can't find out their gender, use their full name (eg Chris Smith). Ideally, address your letter using an honorific (Mr or Ms), then their name, title, company name and address.

If you are not responding to an advertised vacancy, target the recruitment manager and the head of the department you wish to work in.

Paragraph 1 – Introduction What you are applying for and why you are applying?State the purpose of the letter in first paragraph. If you have been referred by a mutual acquaintance, mention that person's name.

Opening the cover letter with a statement that grabs their attention and compels them to read more about you is a good idea. However, it must be related to the position and the reason you are writing.

Paragraph 2 – Body

Stake your claimAustralians tend to under-sell themselves. Don't hide behind a cloud of mystery because you expect the reader of the résumé to be all-knowing. Sell yourself. Not only match your skills and experience to the requirements of the job, but make a point of offering them more.

Every hiring decision, regardless of the size of the company, is a significant investment in money for the employer. They are hiring you to increase their bottom line or productivity. Be mindful of this when you make your claims. Explain to the reader how employing you will benefit the company — don't leave them to guess.

Paragraph 3 – Conclusion

A call to action and thank youAlways sum up with an action point and what you would like the next step to be. Usually this is that you will be in touch. If you are answering an advertised position, take a passive approach and wait for them to process all the applications. If they are interested, they'll call you.

In other situations, end the cover letter with a call to action and take responsibility for initiating the next step. Say you will call later and do it. Give them a couple of days to look it over and then call. Ask politely if they have had time to look it over, and if they haven't, ask when you should call back to discuss your application.

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Sample Cover Letter

Your Full NameStreet Number and NameSuburb STATE postcodeTel: Your phone numbers

dd month yyyy

Mr/Ms Full NamePosition TitleCompany NameStreet Number and NameSuburb STATE postcode

Dear (correct name of contact)

I wish to apply for the position of Call Centre Supervisor as advertised in The Gold Coast Bulletin on 15 July 2012. The job reference number is 123456.

I have enclosed my résumé to provide you with an overview of my experience and training. I have 10 years experience working in call centres and a solid commitment to this important customer service field. My most recent position has provided me with two years supervisory experience as team leader of 20 staff.

I wish to build on my achievements and take on a management position in this area. To assist me in this goal I have recently completed a six-month course in Managing Customer Service Centres. As a result, I can offer you a combination of practical experience and up to date theoretical knowledge.

I would be very pleased to discuss my application further with you at interview. Please contact me at the above address so that I can provide you with any additional information you may require.

Yours sincerely

signaturePrint Your Name

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Resumes

All applicants should include a résumé as it introduces you to the selection panel and provides a clear understanding of your educational and work experience, particularly as it relates to the position to which you are applying.

Less is more. The résumé’s purpose is to get you an interview, not win you the job. Put enough information in so the employer is interested in knowing more about you. You should include the following information in your résumé:

Personal Details Name Address Contact numbers i.e. home, work (if appropriate) and mobile Email address

Work Experience List details of relevant past work experience commencing with the most recent

position held Include both paid and unpaid work, for example casual, temporary, voluntary or

community work Include any opportunities you have had to work at a higher level to gain valuable

skills in the respective field State the employer’s name and the dates of employment Outline the positions held, major duties, responsibilities and results Do not leave long unexplained time gaps in your employment history

Education List details from the most recent to the past Include relevant university, TAFE and/or school details, and any relevant training

courses or other qualifications, which support the role you are applying for Highlight the areas or subjects that are relevant to the particular job

Additional Skills These may include: first aid qualification, computer skills, driver’s licence

Interests Personal interests which demonstrate leadership skills, team work, good

communication skills, and project work e.g. group leader for local scouts group, are useful to include and may demonstrate transfer of skills

Referees Name and contact details for two referees stating your business relationship to

that person. If you prefer, you may just indicate “Referees supplied upon request”

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Tips for writing a resume

The written application is the first impression the panel have of you - make sure it represents you well - neat and tidy, appropriate number of copies, delivered on time and professionally presented

Leave out irrelevant material – age, gender, marital status, number of children

Keep text well spaced

Don’t use a complicated design template for your resume

A resume that is ‘overloaded’ - bulging with italic type or four or five different font sizes, underlining etc - is not appealing and is difficult, if not overwhelming, for the reader to read

Read your résumé aloud . Sound out each word, syllable by syllable to identify typing errors and misspelt words, as well as make poorly structured sentences stand out

Read backwards. Sounds strange but reading your application backwards makes you focus on individual words, instead of your mind assuming the word in the context. This is an excellent way to pick up typing errors

Proof read and make alterations as many times as necessary, until your resume is perfect

Ensure your name appears on every page (in case the pages become separated)

Choose a readable font size such as 11 or 12 point. Never go smaller than 10. For headings, generally 2 point sizes up is appropriate. Never mix fonts. Stay with one font throughout

Highlight headings with bold type.

Don’t underline, bold or use small caps to highlight text in the document body, as studies have shown this tends to slow and even stop the eye from reading.

Likewise, use italic type sparingly

Be generous with page margins, leave 2.5cm at the top, bottom, left and right sides. Large margins not only look more appealing and less cluttered, but on a practical note, allow for the employers to write notes

Use asterisks to highlight accomplishments or explanatory phrases

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Sample basic resume

Name: xxx

Address: xxxxxx

Home Phone: xxx

Mobile: xxx

Email: xx x

Employment History

Current role OrganisationDate – From to present

Responsibilities: Xxx Xxx Xxx

Previous roleOrganisationDate – From - To

Responsibilities: Xxx Xxx Xxx

Qualifications Name of qualification and date awarded

Referees

NameCompanyContact telephone

NameCompanyContact telephone

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Sample chronological resume

Sally Jones

Address: 15 Sample RdBrisbane QLD 4000

Home Phone: 1234 5678

Work Phone: 8765 4321

Email: billy.bob@emailaddress.net.au

Employment History

Senior Office Assistant 2005 – PresentABC Company

Responsibilities:- Manage general office duties including purchasing office supplies, answering

phone enquiries and responding to emails- Maintain electronic filing and record-keeping systems- Compile monthly cost reports- Coordinate organisational displays at events to promote the business- Build and maintain relationships with key business stakeholders

Receptionist 2000 – 2005XYZ (Queensland)

Responsibilities: - Answering visitor enquiries about the organisation- Sorting and organising mail- Electronic diary management for the Director- Assistance in recruitment activities including arranging interviews- General administration duties.

Education

January TAFE, Certificate lll in Business Administration 1999

ComputersIntermediate skill level in Microsoft Word, Microsoft Excel and Microsoft PowerPointTyping: 65 WPM

Training

Train the Trainer Accreditation

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Other interests Captain of South East hockey team Coach of an Under 7’s Junior hockey team Currently studying French

References

Lucy LuiHead of ProjectsABC CompanyPh: 1111 2222

Summer WinterDirectorXYZ (Queensland)Ph: 3333 4444

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Sample functional resume

NameAddress

City, State Postcode(Area Code) Phone Number

E-mail Address

OBJECTIVEA statement about the position you want, for example:Accounting Manager

SUMMARY OF QUALIFICATIONSSeveral brief phrases about your most relevant qualifications for the position, for example:• More than three years accounting experience• Developed interpersonal skills, having dealt with a diversity of professionals, clients, and staff members

RELEVANT SKILLS AND EXPERIENCEPresent your work experience by listing your most important skills and experience which pertain to the job for which you are applying. Then describe several activities and accomplishments from all your jobs and life experiences, to document each of these skills. For example:

Accounts Payable/Receivable• Audited documents to include expense reports, invoices, and check requests for payment• Documented “proofed” checks and moneys from deposit and coordinated with other departments to resolve problems with checks that failed to clear• Maintained total outstanding payable balance, including collection of outstanding credits

Another Relevant Skill or Special Knowledge Area• Something I did using this skill••

Another Relevant Skill or Special Knowledge Area• Something else I did using this skill or knowledge••

EMPLOYMENT HISTORYList the employers from which you gained or used the skills and special knowledge areas mentioned above. Be sure to include the dates, job title, and employer, for example:

Accounting Clerk Bell & Rust Accountancy 1/07/12 – Present

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Job Title Employer date to date

Job Title Employer date to date

EDUCATION AND TRAININGList university/TAFE/institutions from which you obtained a degree, certificate or specialised training. Start with most recent education and training you received first and then go back in time, for example:

B.A Business Economics, Accounting EmphasisUniversity of Queensland 2007

Cert IV AccountingMetropolitan South Institute of TAFE 2001

REFEREES

Jimmy JamesHead of AccountingABC CompanyPh: 1111 2222

Spring AutumnSenior DirectorXYZ (NSW)Ph: 3333 4444

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Action words

Use action words to describe your experience and accomplishments.

Here are some words you may choose to use to help articulate your skills:acceleratedaccomplishedaccounted forachieved awardedacquiredactedadaptedaddressedadministeredadoptedadvancedadvised aidedallocatedallowedanalysedapplied appointedappraisedassistedapprovedarrangedassembledassignedassistedassuredattainedattendedattuned toauditedauthoredautomatedavoidedawardedbalancedbeganbelievedboughtbroadenedbrought in/aboutbudgetedbuiltcalculatedcataloguedchairedcharacterisedchosen asclarifiedclassifiedcoachedco-authoredcollaboratedcollected

co-ledcomparedcompetent withcompiledcompletedcomposedcomputedconceivedconcentratedconceptualisedconductedconfiguredconsolidatedconsultedcontactedcontainedcontemplatedcontinuedcontractedcontributedcontrolledconvertedco-ordinatedcopiedcorrectedcorrespondedcounselledcreatedcritiquedcurtaileddecreaseddelegateddemonstrateddepartmentaliseddesigneddispatcheddetermineddevelopeddeviseddiagnoseddifferentiateddirecteddiscusseddisseminateddistinguisheddistributeddiversifieddiverteddocumenteddoubleddraftedearned recognition

editededucatedeliminatedemployedempoweredenabledenactedencouragedengineeredenhancedenjoyedenlargedenlistedenrolledensuredequatedestablishedevaluatedexaminedexceededexecutedexpandedexpeditedexperiencedexperimentedexplainedexpressedextendedextractedfacilitatedfamiliarisedfashionedfinancedfine-tunedfixedfocusedfollowedforecastformedformulatedfoundedgainedgeneratedgivengroupedguidedhandledharmonisedheadedheld helped

hired performed screened

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permittedpersuadedpioneeredplannedplayedpreparedpresentedpresided overpriortisedprocessedproducedprogrammedprogressedprojectedpromotedproposedprotectedprovidedpublicisedpublishedpurchasedranraisedre-arrangedrecognisedrecommendreconciledrecordedrecruitedrectifiedre-designedreducedreferredrefinedregulatedrehabilitatedrelatedre-locatedremodelledrenovatedre-organisedrepairedreportedre-positionedrepresentedresearchedre-shapedresolvedrestoredreconstructedre-styledretainedretrievedreversedreviewedrevisedrevitalisedsavedscheduledschooled

searchedsecuredselectedserved assetsettledshapedsharedskilledsoldsolidifiedsolvedsortedspecifiedsponsoredstimulatedstoredstraightenedstreamlinedstrengthenedstructuredstudiedsubstitutedsuggestedsummarisedsupervisedsupportedsurpassedsurmountedsurveyedswitchedsynthesisedsystemisedtabulatedtaken parttaughttelephonedtheorisedtrainedtranscribedtranslatedtravelledtrimmedtripledturned around translatedtravelledtrimmedtripledturned aroundundertookupgradedusedutilisedvalidatedverifiedvotedwonworkedwrote

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Common errorsThe ‘spell check’ function will not notify you that the wrong word has been used. The following list identifies several common mistakes which are not spelled incorrectly, but used in the wrong context. These words sound similar when spoken, but have different meanings.

Word Used in the correct grammatical context

Advice We have given you some advice today on how to prepare your next application

Advise We advise you to proof read your applications carefully

Bought I bought something at the shop

Brought I brought my lunch to work with me today

Of / have It could have been….is often written incorrectly as: it could of been…

Of There are many examples of common mistakes

Off Today is my day off

Quite The weather is quite cool now

Quiet The library is a quiet place to read

Right I am the right person for the job

Write I can now write a good cover letter

Role My role in this office necessitates…

Roll My bread roll is stale

StationAry Standing still / not moving

StationEry Pens, pencils, paper etc

SummAry My summary indicates that….

SummEry The weather feels summery today

There There are staff in our work unit

Their Their policies cover all procedures in the workplace

They’re They’re (they are) very busy on the weekends

To I am going to apply for the job

Too I have applied for a position in Corporate Office too

Two I have applied for two (2) jobs

Your Your application has been received

You’re You’re scheduled for the second round of interviews

NEVER use SMS/text message abbreviations in any part of the application process!

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Interview preparation checklist

Do I have everything ready?

A copy of my application and résumé

Questions I may ask at the end of the interview

Address and time interview will take place (arrive at least 10 minutes early)

Contact person’s name and phone number

Parking, or public transport estimated time of arrival

Professional clothes, shoes and accessories to match the organisation’s image

Act professional, look professional, believe in yourself

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Answering interview questions

A helpful format to remember when answering interview questions is to utilise the STAR method.

SituationTask

ActionResult

Situation- What was the situation? This is a brief outline of the situation faced and your role.

Task- What were the main issues involve with the situation? - What needed to be done?- What task/s needed to be achieved and what was the desired outcome?- What obstacles had to be overcome?

Action- What were the steps you took to complete the task? This will include allocation of resources, people involved etc.

Results- What was the outcome?- How did it change things at work?- What lessons did you learn from this event?

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Sample job interview questions

Tell me about yourself

What do you know about this company?

Why are you applying for this job? Why do you want this job?

Why should we give you this job?

What are your strengths?

What do you like about yourself?

How would you describe your current boss?

Describe a time when you were faced with a difficult situation and how you handled it

What did you most enjoy about your last job?

Describe a time when you had to deal with conflict

Describe a situation when you were under pressure

Can you describe a time when you have taken initiative? What was the result?

Would your current boss describe you as the type of person who goes that extra mile?

Why should we hire you?

Why did you choose this career path?

Describe a time when your workload was heavy and how you handled it

How do you handle criticism?

Why did you leave your last job?

What's your biggest weakness?

Where do you see yourself in five years?

If you were an animal, what would you be?

What are your pet hates?

Why do you want to work here?

What motivates you?

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What accomplishments are you most proud of?

Tell me about a time you experienced failure and how you handled it.

Describe a situation where you had to show leadership.

Do you prefer to work alone or in a team?

Describe a situation where you had to deal with a difficult person.

What do you like to do outside work?

How would your friends or colleagues describe you?

How do you handle pressure?

Why haven't you used your last boss as a reference?

What do you dislike about your current job?

If someone was making a movie about your life, what genre would it be, who would play you and what would be the title?

If you could be any colour, what colour would you be?

If you were hosting a dinner party and could invite three people, dead or alive, who would you invite?

If you only had six months to live, what would you do with the time?

If you were a car, what type would you be?

Describe a situation where you demonstrated flexibility

Describe a situation where you demonstrated negotiation skills

Why are manhole covers round?

Do you see yourself as an ethical person?

Describe a time when you have worked as part of a successful team. What do you think contributed to your team’s overall success?

Tell us about a goal that you have set yourself and worked towards, of which you feel truly proud or satisfied. What did you learn about yourself?

Tell us about a time where you have demonstrated the company’s values to achieve a positive outcome

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What salary do you expect in this position?

If you were a piece of fruit what would you be?

On a scale of one to ten, how in control of your own destiny do you believe you are?

What characteristics do you think make a successful manager?

How do you deal with problems?

What can you offer that no one else can?

Who is your role model?

If you were a brand, which would you be?

What do you see yourself doing in the first 30 days of this job?

What did you earn in your previous job?

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Sample questions to ask at an interview

Can you tell me a bit more about what the role involves?

Who was in this job before and why did they leave?

Will I be expected to step right into their shoes, or will the role change?

What are the working hours?

Will I be expected to work overtime?

What is your company’s organisational structure and management style?

How do you measure performance and how often is it reviewed?

What would my likely career path through the company be?

Do you provide any sort of professional development, training or mentorship?

What computer equipment and software do you use?

What is your company’s market or target demographic? Is that something that you would like to expand? If so, how?

What do you see as the future of the organisation?

What is the company’s policy on corporate social responsibility?

If in doubt … practiseIf you don’t feel confident asking questions, make sure you write them down and practise asking them aloud so you can deliver your questions with confidence.

What not to askDon’t ask about your salary first up – wait for them to bring it up.

And don’t ask for the same information that they’ve already provided on their website or in the job description, but ask for greater detail and elaboration.

It’s not all about themJust remember that as a candidate, you are an equal participant in the interviewing process. Tell them what you have to offer, but also try to elicit more information for your own benefit. The interview is a crucial opportunity for information exchange for both of you.

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10 (+1) Tips for coping with job interview anxietyBy Arlin Cuncic, About.com Guide

If you are nervous about a job interview, the following tips may help you to cope with your anxiety.

Treat Yourself Well Avoid caffeine, don’t drink alcohol the night before, get enough sleep, and exercise

regularly. By following these three simple rules, you will greatly reduce job interview anxiety.

Visualise Success Find a quiet space where you won't be disturbed, close your eyes and visualise yourself

being successful in your interview. Visualising success is more than just positive thinking; when done correctly, you are getting your brain ready to behave in the way that you desire. This technique is used by elite athletes before competitions to improve performance.

Reduce Stressors Reduce stressors unrelated to the actual interview such as uncomfortable clothing,

getting lost or showing up late. Prepare well in advance, choose an outfit that is comfortable and looks good on you. If you aren't familiar with the location of the interview, give yourself plenty of time to find it or do a trial run a day or two before.

Do Your Research Being well-prepared is a great antidote to anxiety. Research your potential employer.

Prepare answers to common questions. Every bit of preparation that you can do will help to increase your comfort level and make you feel more confident and capable in the interview.

Don't Succumb to Pressure Once in a while, you may be interviewed by someone who grills you to see how you

handle stress. Although it can be tempting to start spiralling into negative automatic thinking, such as "He knows I can't handle this job; I should never have applied" or "They don't really like me; I'll never get the job", stop. If you find yourself in this situation, realise what the interviewer is trying to accomplish and don't let him ruffle your feathers. Know that the other candidates have been treated the same way and that it is no reflection on you or your capabilities. Take a deep breath, sip some water and collect your thoughts before you answer.

Interview the Interviewer A great way to feel less self-conscious in an interview situation is to realise interviews

are a two-way street. You are deciding whether you want to work for an employer just as much as they are deciding whether they want you to come and work for them. Try putting yourself in this mindset and see if your focus doesn't change.

Release Anxious Energy Anxiety has a way of leaking out even when you think that you have it well-hidden. If you

find yourself fidgeting, try doing something to release anxious energy that no one will notice, such as wiggling your toes.

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Take Your Time

Realise that you don't have to answer questions immediately. Pause before answering and collect your thoughts. If you worry about drawing a blank during interviews, a great technique is to take notes as everyone talks. This takes the focus off of you and allows you to refer to your notes after a question has been asked. If you start to draw a blank, keep making notes and comment that you want to collect your thoughts before responding.

Be Prepared A well-prepared interviewee has an immediate advantage in an interview. In addition,

being well-prepared and proactive will take the edge off of job interview anxiety. Be sure to bring everything that you think you might need, such as your resume, cover letter, references, licenses, certifications and a pen and notepad.

Congratulate Yourself Regardless of how you felt that the interview went, congratulate yourself afterward for

taking the chance. Do something that you enjoy as a reward. Above all else, avoid ruminating about how the interview went or what could have gone better.

LastlyArrive early! It is better to arrive early and calm than to arrive late and flustered.

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