Job Advice Job Advice
Types of Interview
Interview presentation
Interview Do’s & Don’ts
Commonly asked interview questions
Giving notice
A sample resignation letter
these contents are linked
Types of interview
There are many different styles of interview. Your interview experiences will depend not only on the style chosen by your interviewer, but will vary according to the industry, the position for which you are applying, and the personal style of both you and your interviewer(s).
By studying the most common interview structures and techniques you can prepare answers to common questions, and general techniques for dealing with the different approaches. With these tips and tactics you will perform well regardless of the type of interview you encounter.
The most commonly encountered kinds of interviews include:
- Behavioural interviewing
Behavioural interviewing is based on the idea that past behaviour is the best indicator of future performance in a similar situation. Employers develop a position description or person specification that defines the competencies and attributes required for the position. A list of questions is then designed to elicit details of your behaviour in past circumstances (probably similar to circumstances you would encounter in the new position), which indicates the level to which you possess these key attributes. All candidates will probably be asked the same questions, but you may feel that you are not given the opportunity to fully express your interest in the position under discussion.
To do well in a behavioural interview, prepare examples of particular situations that you can discuss without having to pause too long for thought. By considering possible questions and answers in advance you will also be able to maximise the positive impression you make, reinforce your interest in the position, and develop strategies for dealing with any more 'difficult' questions that you may encounter.
Typical questions used in a behavioural interview are:
"Tell me about a situation where you had two important deadlines to meet, and could only achieve one within the timeframe. How did you decide what to do? What was the result?"
and
"Have you ever had to deal with a very angry customer when you were unable to refer the problem to a supervisor? What did you do? How did you make that decision?"
To anticipate questions you may be asked, look at the job advertisement or position description and analyse the key competencies. Think about experiences in your past positions that have demonstrated your skills in these areas.
- Competency-based or 'focused' interviews
This kind of interview focuses on the key competencies and attributes required for the position. As with behavioural interviewing, candidates will be asked questions designed to elicit examples of past experience that will exhibit behaviour indicative of these competencies.
- Panel interviews
Many organisations will conduct panel interviews, particularly for large-scale recruitment exercises such as an annual graduate intake. Panel interviews are used by employers because they can speed up the selection process by enabling all involved parties to meet you, and because they promote balanced and objective assessments by using feedback from all panel members rather than relying on the decision of an individual interviewer.
A panel interview may consist of anything from two to six interviewers, and can be an intimidating experience for candidates, as they can appear rather formal. Interviewers may take turns to ask you questions, or ask you a set of questions on different areas in turn, or one may do most of the talking while the others takes notes.
Be confident, don't panic and try to maintain eye contact or speak directly to everybody all the time. Try to look at everybody present at some point during your interview, but focus on the questions you are asked and on your replies to these questions.
- Biographical interviews
In biographical interviews, the interviewer reads your resume and talks to you about your history from your education though to your various jobs, discussing them in turn. A biographical interview can be a good opportunity to show the range of your talents and experience and to reveal your personality, but can mean that you are unable to focus on your skills and experience that are most relevant to the position for which you are applying. It is important to manage the situation so that you communicate this important information.
- Critical incidents
In this type of interview the interviewer focuses on what he or she perceives as being the critical experiences of your life or career. They may talk about the transition from university to your first job, your promotion or part in a company merger, your retrenchment or the aspect of your current job that is most challenging or difficult.
In this style of interview, keep your replies positive and relevant to the position for which you are applying. If, for example, the interviewer asks you about your retrenchment, briefly describe the circumstances and then talk about what you have learnt from the experience that it helped you reassess your career goals, and decide to become more pro-active in your skills development.
- General structured interviews
Some interviewers may discuss your career history first, then move on to discuss other areas such as your personality, motivation and character. This kind of interview is steered by the interviewer but an awareness of the qualities that the employer is seeking can help you maintain a focus on the relevance of your skills and experience to the position.
- Unpatterned interviews
Some employers will take a more reserved approach and rely on you to do most of the talking. They may start off the interview with the request, "So tell me about yourself" and then follow up on areas of your reply which interest them. They may be doing this to test your ability to 'perform' and think on your feet, or because they are disinclined or unable to take a more structured approach.
This type of interview can be difficult if you are shy or caught off guard but can also be a good opportunity to focus on all your most relevant experience and outstanding attributes.
- Stress interviews
A stress interview is when an employer tries to induce stress in candidates, through challenging or awkward behaviour or inappropriate or difficult questions. The purpose behind this is to assess how you react to stress, and is therefore used chiefly for high-pressure positions. It can mean an unpleasant interview experience and is generally seen as being inappropriate for most positions, particularly as thorough training is required in order to ensure the interview is well conducted.
Most people will not encounter stress techniques when job-hunting, but it is important to consider how you would react if you were exposed to stress techniques or to inappropriate questions. Sometimes a cool but pleasant and professional refusal to answer the question, or a request for clarification of why the question is relevant, may be exactly the response the employer is seeking.
- Group interviews
Group interviews bring together a number of candidates and ask them to work together on a task, or to discuss a particular topic as a group. These can be expensive for employers to organise, and so are usually held by larger organisations when recruiting on an extensive scale. The goal of employers in this situation is usually twofold to see a large number of applicants in a short period of time, and to assess applicants for various qualities (frequently communication, management and problem solving) and for compatibility as a team and with organisational goals.
In a group interview situation you should concentrate on finding the best ways to achieve the set tasks or on contributing to the discussion, all the time bearing in mind the qualities that employer is seeking. Make sure you contribute even if you agree with an idea or comment that has already been suggested, explain why you support it rather than quietly agreeing. This way you will ensure that your voice is heard.
- Telephone interviews
Telephone interviews can take a variety of forms and it is important to be ready for them, as frequently they are not pre-arranged and in order to perform well you need to be prepared.
Many employers use telephone interviews as part of their initial screening process before arranging appointments with the most promising candidates. Alternatively, employers may arrange more in-depth telephone interviews as an integral part of their selection process, particularly when the employer is pressed for time or interviewer and applicant are in different regions of the country.
- Pre-arranged telephone interviews
Pre-arranged telephone interviews may be conducted using any of the interview techniques previously discussed, and should be taken just as seriously by candidates. Although telephone interviews eliminate the need to dress the part, it is vital that you are as prepared and organised as you would be for a face-to-face interview. Ensure that you will not be distracted or disturbed and be ready in advance so you are composed when you receive the call. Remember that the interviewer cannot see your face, so it is even more important to communicate clearly and professionally, and don't allow yourself to rush into unconsidered responses to fill in silences.
- Ad hoc telephone interviews
Many employers and recruitment agencies will respond to a faxed or mailed resume with a phone call asking a few basic questions to confirm details of your CV. You may not even think of this as an interview but it is vital that you are aware that it is a test. The questions you are asked may not seem significant, but the employer is often using the opportunity to make an initial assessment of your manner and professionalism and to confirm whether your resume is an accurate reflection of your experience and abilities.
It is vital, therefore, that you take care to organise your job search well have detailed and accessible records of your job applications at hand so you can respond quickly and knowledgeably to their call. Make sure you have prepared a professional-sounding reason and request to return their call if they really have caught you at a bad time. Although it is important to respond well to telephone contact from potential employers, it is important that you don't allow the impromptu nature of the conversation to reduce your ability to control your response. If you need a few seconds to collect your thoughts and information on your application, ask them politely and professionally to hold for a second and do so, as this will enable you to perform far better than rushing.
Interview presentation
Presentation is about marketing yourself to the interviewer and demonstrating how you would perform as part of their team. Effective presentation means looking the part, promoting a professional manner, dressing appropriately for the industry and the position, and revealing your preparation for the interview.
Being interviewed can be a nerve-racking business that requires research and preparation. This should include spending time on your grooming and developing an awareness of your body language and general demeanour to make a good impression. If you look the part and can demonstrate that your experience and skills fit the role, you have done all you can to ensure you are selected for the position.
Grooming
Grooming includes all aspects of your physical appearance, from clothes and accessories to hairstyle and make-up.
Follow these general guidelines when deciding what to wear to an interview:
- Dress to impress - classic clothing is usually best for men and women. This usually means a suit with shirt and tie for men, and a business suit in a conservative style and colour for women;
- Tailor your choice to the industry and the position for which you are applying. Find out what to wear as part of your pre-interview research about the company;
- Be clean and neat shirts and blouses should be pressed and shoes polished;
- Fashion statements or quirky accessories are best avoided when attending interviews your interviewer will be expecting you to make an effort to impress, and you cannot predict their interpretation of your unusual tie or funky shoes.
For women, make-up is an important part of their image and grooming. As with clothing, it is important to note that different people will interpret different looks in different ways. For this reason, classic and understated day-time make-up is most appropriate. Nails should be neat and clean and any nail varnish should be unchipped and subtle in colour.
Hair should be clean and neat, and men should be clean-shaven or ensure that beards are trimmed and neat.
Other grooming guidelines include:
- Perfume and cologne should not be too overpowering;
- Jewellery such as watches and earrings should be classic and understated. Facial piercing such as nose studs or eyebrow rings should be removed for most business interviews;
- Make sure you have a professional-looking bag, which will hold your resume without having to fold it;
- Take a copy of your resume, any references and a copy of the job description with you to the interview. File them neatly in a clear file or folder, so they are protected and easily accessible.
Demeanour
Your interviewer will be considering you as a member of the organisational team, as an employee, and as a representative of the company to the outside world. You have to prove that you can perform well in a formal business setting, that you are a good communicator, and that you will fit in with the office team. This can be a challenge when nervous, but a good interviewer will ask a mix of personal and work-related questions that should allow you to relax and be yourself, as well as discuss your candidacy in a professional manner.
It is also important to remember that the interviewer(s) is not the only person you need to impress. If you get the job you will become part of the team, so be polite and professional with everyone you encounter before and after your interview, whether it is the receptionist or the interviewer's assistant.
Be aware of your body language and what it communicates. Despite interview nerves, try to refrain from fidgeting, sit up straight, and maintain eye contact with the interviewer this will express your interest. Take your time and consider what you are going to say rather than rushing into unprepared and possibly irrelevant speech. Try not to use slang phrases such as, 'you know' or 'sort of'. Finally, remember to smile and be yourself it is important to you that the job and organisation suit you, so there is no point acting like somebody else in your interview.
Interview dos and don'ts
'Dos': Tips for making a good impression
Do:
- Be professional and polite with everyone. When you arrive, state clearly who you are and who you are there to see. Be punctual and prepared;
- Feel confident about yourself. Knowing you look good and that you are well prepared will go a long way to boosting your confidence;
- Smile it will relax you and make others receptive to what you have to say;
- Be positive and polite about any delays during interview, and when answering questions;
- A firm handshake is essential. Good posture and eye contact will make you appear confident and will help your interviewer to feel comfortable with you;
- Avoid the temptation to be too informal. Even if your interviewer has a relaxed and friendly style, they are still trying to assess you as a potential employee and representative of their company;
- Be prepared for your interview, as it will help you to answer questions in a concise and relevant way, and will enable you to demonstrate knowledge of the company and a real interest in the position.
'Don'ts'
Common interview blunders include:
- Poor interview preparation. A lack of thought about the position or research about the company;
- Poor posture. Failure to maintain eye contact or scowling or fidgeting through nervousness;
- Being overly friendly. Inappropriate behaviour in an interview situation such as talking too much about personal circumstances, swearing or using other inappropriate language;
- Being negative about present and former employers, the company, its staff or procedures;
- Arriving too late or too early. Arriving flustered and unkempt.
Commonly asked interview questions
Q: "So, tell me about yourself"
This question may be used to assess your personality, preparation, communication skills and ability to think on their feet. Prepare a list of what you do (your current or last job), your strengths (stick to job-focused skills), and a summary of your career trajectory, linking your experience to the job at hand.
Q: "Why did you leave your last job?"
Respond positively – "for better career advancement or promotion opportunities, increased responsibility, more greater variety at work"
Q: "Why do you want to do this job / work for this company?"
Demonstrate your knowledge of the company and re-emphasise your suitability for the position.
Q: "What do you think you have to offer this company?"
This is a chance to sing your own praises – concentrating on the skills you have that are required for the position.
E.g. "I have strong sale skills, am a good team player and am very keen to be involved in the new markets you are developing in the Asian region."
Q: "What do you think this position involves?"
This question is designed to reveal if you have thought about the position, done some research, listened to the interviewer, and can summarise all of this information clearly.
Q: "What do you know about the company?"
Demonstrate your interest in the job, and your understanding of the organisation and industry. Talk about the research you did into the company's key areas of interest, its size, its main customers or current status, making reference to your source of information.
Q: "Do you have any questions you would like to ask?"
Always prepare a question to ask the interviewer. Ask about the position, request clarification of general information about the company, or summarise your understanding and request confirmation. If they have already answered your questions tell them (be specific) so they know that you have thought about the position in preparing for the interview.
For example:
"What do see as being the main focus of this role?"
"Am I correct is saying that the position involves mediating between A and B departments and monitoring and developing new approaches to ?"
"I'd like to ask about the organisational structure are the publications produced on a national basis or individually by each regional office? How are budgets controlled and allocated?"
Q: "What do you believe are your key strengths?"
Prepare responses that give specific examples of your strengths at previous positions that will support your job application.
Q: "What do you believe are your weaknesses?"
No-one readily admits real weaknesses in an interview situation. It is general knowledge that this is an opportunity to turn the question into a positive. Think of something that relates to your experience of work that is plausible as a weakness but is not really a negative point. Eg; "I am very particular about detail", "I become very focussed on the projects I am involved in"
Q: "Why have you had so many jobs?"
If you have had jobs in different industries or several positions in a short period, describe the positives – that you were learning new skills, following different career paths, and travelling overseas etc. Refer to the experience you gained in past jobs that relates to the position under discussion.
Q: "What do you enjoy most about your current / last job?"
The trick with this question is to list what you have enjoyed about work that strongly relate to the key competencies of the position in question, and mention that you are looking forward to expanding your experience / scope in these areas.
Q: A question requesting confidential information about a previous employer
This may be a testing of your discretion and professionalism. It is best to reply that you would prefer not to divulge any confidential information (sales figures, for instance), citing the fact that you are sure your interviewer would expect the same discretion from their employees.
Q: "Where do you see yourself in five years time?"
This is an assessment of the extent of your ambition and career planning. You should demonstrate that your long term goals are appropriate for the position being discussed and your commitment to them.
Q: "Can you give me an example of your creativity / managerial / organisational skills?"
Think of some examples that prove that you possess the key attributes and competencies requested in the job ad and description. These are probably the areas on which your interviewer will probably focus.
Q: "Do you work well under pressure?"
Answer with a 'yes', and give a specific example of a time when you were under pressure and how you rose to the challenge.
Q: "Tell me about when something went wrong"
Q: "Tell me about a time when you have encountered conflict in the workplace"
Q: "Have you ever had to deal with conflicting deadlines? How did you decide which task to complete?"
These are behavioural questions designed to elicit information about the required competencies for the position. Cite experiences in your past jobs, and always try to inject a positive note into your answer (e.g. that you learnt from the experience).
Inappropriate questions
Equal Opportunity (EO) guidelines limit the questions that can be asked in job interviews. By being aware of EO considerations you can recognise possibly discriminatory questions when they are asked. If asked a question that you consider inappropriate or that you suspect may be the basis for discrimination, you are under no obligation to answer it.
For example, an employer may ask whether you have children as part of idle chatter, or they may be motivated by their prejudice that working mothers are not able to commit fully to a full-time position. Alternatively, in asking about your childcare arrangements they may for be trying to assess your level of preparation and professionalism.
If you are uncomfortable with any question, politely and professionally refuse to answer it or request clarification on its relevance to the position. Some suggestions are:
"I don't think we need to talk about this. I would rather focus on issues relevant to the position and the requirements of your organisation."
"I don't understand how this question is relevant to the position or my ability to perform in the role. Could you clarify for me why you think it is important, and I will try to provide you with the relevant information."
'Difficult' questions
If you have had a negative experience with an employer (retrenchment or redundancy, sexual harassment, or clashes with colleagues), prepare to be asked about them in job interviews. The best strategy is to be honest, positive, and to avoid criticising former employers or expressing grudges.
For example:
Termination:
"I was asked to leave that company. The grounds my employers gave were dissatisfaction with my performance / attitude.
(a) "but I disagreed with their assessment and believe that the termination was based on personal differences rather than performance issues. If you check with my referees from other positions you will find that I have not had problems of a similar nature anywhere else and I am confident that they will not occur again."
(b) "Unfortunately, that year I had some personal commitments that I had to deal with. I had to make a choice to focus on these commitments or on my job, and I chose to concentrate on personal commitments. Unfortunately, this did mean that my work suffered, but I am now able to fully commit myself to my work again and am confident that I will be able to meet your performance requirements"
Sexual harassment / personal clashes:
"I decided to leave because of some personal issues within the workplace which I would rather not discuss."
If legal proceedings took place: "There have been some legal proceedings regarding my position there and so for confidentiality reasons I would prefer not to discuss it."
Giving notice
You have been offered a new job, and negotiated the details of it with your prospective employer. Now you are ready to begin the process of resigning with the aim of leaving your current employer on good terms.
It is important to leave a good impression when resigning because you may want to work for the organisation again one day, to ensure that your reputation in your industry as a professional with integrity is preserved, and you may require character and professional references from them for future employment.
Steps to a smooth resignation:
- Make sure you have your offer of employment with a new organisation in writing
- Inform your current supervisor of your intention to leave the company.
- Write a letter of resignation to your current employer before revealing your future plans to co-workers.
- In the unfortunate situation that you have decided to resign because of a disagreement or conflict at the workplace, tailor your letter of resignation to acknowledge your reason for leaving.
- Remain focused on your present job until your employment contract has finished.
Your notice period
The amount of notice you need to give your employer will normally be stated in your employment contract. Check your contract to work out the timing before deciding when to announce your resignation, and the date from which it will be effective.
If not specified in your contract, notice periods are covered by state and federal awards. In 1984 the Full Bench of the Australian Conciliation and Arbitration Commission ruled that the period of notice an employee is required to give is generally the same as that required of an employer.
The time frame varies according to length of service as follows:
Period of continuous service Period of notice
1 year or less 1 week
1 to 3 years 2 weeks
3 to 5 years 3 weeks
5 years and over 4 weeks
