Getting that interview!

In a sense, all the preliminary parts of the job application process are a preparation to enable you to walk smartly through the door of the interviewing room.

Once you have found an advertisement which looks interesting, you will need either to write a letter of application and send it off with your curriculum vitae, or write an initial brief letter requesting the further details and application forms mentioned.

Advertisements requiring the latter response normally state:

For further details of the post and forms of application, write to: Mrs К Thompson, personnel manager.

• The application form

Application forms can sometimes cause a lot of trouble. A useful tip is to photocopy the blank application form and to carry out a 'trial run' on a copy, so that if mistakes are made, or items omitted, or boxes for information crowded and cramped, adjustments may be made on the fair copy to be returned.

Clearly some of the information asked for will already be set out on your curriculum vitae but this will not matter if it helps the interviewer to remember you among all the applications.

• The letter of application

When the forms have been filled, it is often necessary to compose a detailed and supporting letter of application for the particular post advertised. Such letters are normally hand-written and are selective in the information they supply—there is little point in merely repeating what is on a curriculum vitae or application form. But there is a great deal of point in emphasizing those aspects of your education, qualifications, experience and aptitudes which seem particularly relevant to the job advertised, whether the aspects be a knowledge of a foreign language, good shorthand/typewriting speeds, knowledge of ladies' fashions, interest in motor-cycles or whatever.

The letter of application, therefore, provides you with an opportunity to 'sell yourself to a prospective employer by revealing your best side. But, remember, no one likes to read letters which seem conceited or boastful. The technique of projecting a suitable image of oneself is not easily mastered and requires practice.

14, Westland Avenue,

Newtown,

Midshire, NT3 4RT

Your ref: AB/TD

Mr. A Brown

Personnel Manager,

Starbrite Products Ltd,

New Road,

Westbury,

Midshire. WT3 9 AB

Dear Sir,

I should like to apply for the post of receptionist which was recently advertised in the “Newtown Echo”, and enclose my completed application form and curriculum vitae for your consideration.

At present I am nearing completion of a full-time receptionist course at Newtown College of Technology. As my application form indicates, the course provides a thorough education in reception duties and emphasizes oral communication skills and switchboard techniques. In addition, I have studied typewriting and expect to pass at 50 wpm in the June examination.

I am very much attracted to the post, since I enjoy meeting and helping people and feel I have the necessary friendly but responsible outlook. Last summer, I worked as a temporary clerk for two months at Lifeguard Security Limited, where I gained valuable experience in operating a PABX system and in dealing with visitors and enquiries.

I shall be available at any time for interview and to commence work as soon as the summer term ends on 29 June.

Yours faithfully,

Caroline Ewing (miss)

encs.

Once the application details have been copied, the masters should be dispatched in good time and the copies kept until, all being well, the all-important interview invitation arrives.

Research and prepare!

Once called for interview, it is very important that you find out beforehand as much as possible about the organization. For large, national firms, the reference library will offer some help, but for smaller, local organizations, it is most useful to 'ask around' among relatives and friends, to gain some insights into the firm's reputation, stability and prospects for growth. Such preparation will help you to answer frequently occurring interview questions such as:

What makes you want to work for our company? What attracted you to the post?

The next important task is to prepare the list of questions which you wish to ask at the interview. After all, an interview is two-way communication and just as employers will want to establish whether they want you, so you should use the interview to make certain that you want to work for them.

Some information will be given in the job advertisement, though this is often very limited. There will be matters about which you will need reassurance. Normally, the essential information about conditions of service—hours to be worked, paid holidays, salary, etc are readily provided at interview—but the following types of question may help you to gain a better impression of the sort of organization you may commit yourself to:

What are the prospects for promotion if I make a success in the advertised post?

Would there be any opportunities for me to receive further training and development in the post? Does the company have a policy of promoting internally whenever possible?

Has the company any plans for future expansion (in the department where I might be working)?

Such questions may help you to establish whether the organization has developed training schemes, whether there exist prospects of advancement for you and whether you would be joining a lively firm likely to expand and thus help you to develop in your career.

Being interviewed successfully

Even before the interview starts, a sound preparation like that outlined above will give you the essential self-confidence you will need.

Before attending for interview, it helps to go through the application documents you have kept and to make a list of the type of questions you think you may be asked. Questions about your education, work experience, hobbies and interests, future ambitions and aspirations are almost certain to be asked. It is also important to commit to memory those questions which you have to ask. It always sounds lame when the interviewer asks: 'Are there any questions which you would like to ask us?' and you reply: 'Well, no, not really, you seem to have explained everything ...'

Appearance matters!

The matter of dress is always important. Though it may seem unfair, people do tend to make judgments about others whom they do not know well, based on their appearance. Looking smartly turned out will not in itself get you the job, but it certainly won't do you any harm. Over-casual dress may give an impression of being an untidy and slipshod sort of person, while being 'dressed up to the nines', and, in the case of young ladies, wearing too much make-up may transmit a 'flashy' rather than conscientious image.

Speak up and speak out!

In the limited time available, the interviewer is clearly trying to obtain a clear idea of both the job competence of the applicant and some impression of his personality—drive, enthusiasm, loyalty and sense of commitment. He can only do so by posing a series of questions and evaluating the answers given. The interviewee, therefore, must respond to the interview by giving clearly expressed and fluent replies. Mumbling and monosyllabic answers will create a poor impression—but so also will erratic gabbling without pause for breathe!

The best course of action is to listen carefully to the question and then to compose a sensible answer given in a steady manner, all the while watching the interviewer's face for signs that you have said enough and should pause for him to make a com­ment or pose the next question.

If you feel you 'know your stuff' on a given subject, by all means demonstrate your expertise, but never 'woffle' or meander on when you find the going difficult. It is much better to be honest: “I must admit I don't know the answer to that one.' 'So far I haven't had experience with that piece of office equipment.”

Coping with nerves

One of the problems which face all interviewees, whether experienced or going for a first job, is how to cope with nerves. Remember that it is natural to feel nervous—and it even helps—because the mind often works faster and the senses are more alert when there is a challenge. Moreover, the interviewer will know just how you feel—he too has been interviewed—and will take pains to put you at your ease, since nervous candidates do not interview well. It is important to control the effects of nervousness, since self-confidence transmits itself to interviewers positively, while nervousness in a candidate tends to make the interviewer feel embarrassed and guilty. Try to avoid speaking in short panting bursts by taking silent deep breaths to help you to relax and enable you to speak more fluently. Avoid giving off signals of nervousness such as ring-twisting, finger-twining and toe-tapping. It is helpful to assume a comfortable but not slouching position in the chair and to rest hands on lap when not making a supportive gesture.

Be yourself!

Lastly, be your natural self, without becoming over-familiar—the firm should want to employ the real you! And, do not forget to thank the interviewer for his time and interest in your application.

1. Read the following advertisement:

FINER FOODS LIMITED

Cash And Carry Specialists require a

CLERICAL ASSISTANT

to work in their Newtown Food Centre

The successful applicant will need to be familiar with clerical procedures and able to work closely with customers and staff. Experience an advantage, but not essential, as full training given. Excellent prospects for advancement to office management. Salary according to age and experience. Special discount purchasing scheme. Luncheon Vouchers supplied.

For further details and forms of application, apply to:

Mr К Nesbitt

Personnel Manager

Finer Foods Limited

High Street

Midtown

Newshire MT3 5RT

2. In groups, devise a checklist of the sort of tasks and responsibilities you think the Finer Foods clerical assistant would carry out.

3. As a group activity, design an application form to be sent to applicants for the clerical assistant post.

4. From the checklist devised above, compose a schedule providing further information about the post.

5. Decide upon the best information schedule and application form and give a copy of each to every member of the group.

6. Individually, complete the application form and compose a suitable supporting letter of application.

7. Organize teams to act as interviewing panels and applicants. Study the applications, then role play the interview for the post of clerical assistant. (You may wish to tape-record each interview.)

8. In a general group session, review what you learned from this assignment about the job selection process.

9. Design and produce curriculum vitae for yourself. It may either be an accurate record of your personal details and accomplishments, or you may invent any information you wish.

10. What points should curriculum vitae seek to emphasise?

11. Design an eye-catching display advertisement for insertion in your local newspaper for one of the following posts:

• receptionist in a large insurance company's head office

• shorthand-typist to work in an accounts department of a medium-sized firm.

• junior secretary to work for the personal assistant of a sales manager in the fashion-wear business.

Try to make your advertisement as authentic as possible.

Task 1. Read the text. Translate it into Russian, and render it.

Task 2. Memorize the key terms, concepts, expressions and their meaning:

staff	штат
carry out	выполнить
advertise	рекламировать
internally	внутри предмета
depend upon	зависеть от
application form	заявление о приеме на работу
require	требовать
sift	отсеивать
personnel department	отдел кадров
reference	рекомендация
confirm	подтверждать
appointment	деловая встреча
employ	нанимать на работу
employer	работодатель
employee	служащий
boredom	скука
challenge	вызов, проблема, трудности
according to	согласно
dispatch	отправить
curriculum vitae	деловая биография
deadline	последний срок
courteous	вежливый
resignation letter	письмо об увольнении
promote	продвигать по службе
daunt	устрашать, запугивать
hurdle	барьер
cope	справляться
scarce	недостаток
be available	быть в наличии
job hunting	поиск работы
concise	краткий
personnel manager	менеджер по управлению персоналом
aptitude	способность, склонность
switch board	распределительный щит
slipshoed	неряшливо обутый, неряшливый, небрежный
conscientious	совестливый
embarrass	затруднять, слушать, стеснять
guilty	виновный
panting	тяжелое дыхание
avoid	избегать
toe-tapping	стучать по столу пальцами

Task 3. Answer the questions. Solve the problems. Do the tasks.

1. What does he job selection process consist of?

2. Are there problems of employment in Russia, Great Britain?

3. Where are you going to work?

4. Are you going to fill in an application form?

5. Is it necessary to compose curriculum vitae?

6. Are you good at business English?

Text 2. The interview

The interview is a very frequently used tool of communication—not only as part of the process of selecting someone to do a job, but in a host of other ways. Managers and officials need above all things, information, which is often in the possession of subordinate staff; sometimes staff members break company rules or regulations or develop personal problems which affect their job performance; at other times, senior executives make decisions which need to be explained to other staffs who have to carry them out. And so, though the job application interview is the first of the interviews which springs to mind, the interview is used in other, equally important ways:

• to select someone to do a job

• to promote an employee

• to discipline a member of staff

• to counsel or offer help to a member of staff

• to find out about, or to sell a product

• to pass on or to present information

• to seek information

• to sound out views, attitudes or opinions

Most interviews take place in private on a one-to-one basis between interviewer and interviewee. People are much more likely to 'open up' and to discuss a topic if they feel they are not being overheard or subjected to a sort of inquisition. Sometimes, though, a job interview may be conducted by a panel of three or four interviewers, who each ask different types of question and subsequently swap opinions on the basis that 'two or more heads are better than one'. Such panels do impose a strain on interviewees and many firms now prefer to interview on a one-to-one basis.

The interview is frequently used in the ways suggested above because human beings prefer to deal with others personally, and to establish a mutual understanding of one another often referred to as 'rapport'. In many types of interview, the interviewer is at pains to discover, not only facts, but the feelings and attitudes of the interviewee about a topic, such as the introduction of a new bonus system or the alteration of the holiday rota arrangements. This process of consultation by interview occurs much more often nowadays, because managers realize the importance of securing the active support of their staff.