Making Effective Applications

1. Making Effective Applications David Henderson Careers Adviser d.m.henderson@durham.ac.uk

2. Making Effective Applications Online application forms: competency questions Marketing yourself in a CV What to include in a covering letter

3. Online application forms • Graduate job market is very competitive • On average at least 75% of applicants rejected at the application stage: -Not providing credible evidence of competencies (skills) employers require - Not convincing employer you want the job - Not answering questions fully - Poor grammar/spelling • Important that you are not de-selected at the application stage

4. What are employers looking for? Evidence that you CAN do the job (skills and experience) Evidence that you WANT to do the job (motivation, enthusiasm, focus and commitment)

5. Skills and Experience – What are employers looking for? • communication - ability to communicate orally, in writing or via electronic means in a manner appropriate to the audience; • teamwork - being a constructive team member, contributing practically to the success of the team; • leadership - being able to motivate and encourage others, whilst taking the lead; • initiative - ability to see opportunities and to set and achieve goals; • problem solving - thinking things through in a logical way in order to determine key issues. Creative thinking is also useful; • flexibility/adaptability - ability to handle change and adapt to new situations; • self-awareness - knowing your strengths and skills and having the confidence to put these across; • commitment/motivation - having energy and enthusiasm in pursuing projects; • interpersonal skills - ability to relate well to others and to establish good working relationships; • numeracy - competence and understanding of numerical data, statistics and graphs. Taken from Prospects Directory 2009

6. Skills and Experience – Where is the evidence? • Course • Internship/work experience • Part-time work/vacation employment • Volunteering • Participation in societies/college activities • Outside interests/hobbies • Other responsibilities • Travel

7. Tackling competency questions • Answer the question directly – be aware of multiple elements • Consider the purpose of the question...what is the employer assessing. • Try not to use the same example for different competency questions • Focus on specific examples rather than general ones • Be aware of word limits – get to the point quickly; avoid narrative

8. Skills and Experiences Q. Describe a time when you have worked within a team. What attributes did you bring to the team and what impact did you have? What did you learn about your own behaviour in this situation and how would you change your behaviour in a similar situation in the future? Assessing how you work with others and the contribution that you can make but also your self-awareness. Q. Give an example of a situation where you have come up with a creative solution to a complex problem. Assessing your problem solving skills but also your ability to think creatively and to cope with challenge. Q.Describe the most difficult decision that you have ever had to make. What made it so difficult? How did you reach the outcome? Assessing the specific manner and process in which you make decisions.

9. Skills and Experience – tackling competency questions e.g.teamwork • Situation - describe with clarity and concision e.g. Skills for Success course • Tasks - outline what was undertaken e.g. team project to develop a business plan • Action - your actions taken e.g. put forward a strategy to divide project into manageable tasks/allocated roles according to interest and experience • Result - outcome of your actions - reflections & learning outcomes

10. Skills and Experience – tackling competency questions Teamwork ‘Describe an occasion where you worked as part of a team. What contribution did you make?.’ (100 words)

11. Example answer In my position as Welfare Officer for Ustinov College I was involved in working with other members of the College Community Committee to develop a programme of events related to welfare topics. I was able to effectively utilise the relevant knowledge that I had accrued through my role as Welfare Officer to communicate with the team some of the major welfare anxieties expressed by students. I also advocated how the programme might be structured and took responsibility for identifying and contacting appropriate professionals to deliver workshops. The outcome was five very well organised and attended workshops addressing student welfare issues.

12. In my position as Welfare Officer for Ustinov College I was involved in working with other members of the College Community Committee to develop a programme of events related to welfare topics. Situation and Task I was able to effectively utilise the relevant knowledge that I had accrued through my role as Welfare Officer to communicate with the team some of the major welfare anxieties expressed by students. I also advocated how the programme might be structured and took responsibility for identifying and contacting appropriate professionals to deliver workshops. Action The outcome was five very well organised and attended workshops addressing student welfare issues. Result

13. Motivation and enthusiasm…How do I demonstrate this? ...opportunity awareness! Research, research, research! Clear understanding of... Company/Organisation Job Description and Person Specification Career Area

14. Motivation and enthusiasm...relating opportunity awareness to self awareness • Relevant academic study – specific modules/dissertation • Relevant experience • Contact with employer/sector exposure (workshops, presentations, fairs) • Professional development (qualifications/training) • Relevant skills/qualities (relating to person specification) • Independent research (careers websites e.g. prospects.ac.uk, professional journals, business reports etc)

15. Career Motivation Q.Why have you identified information technology as a career choice? Q.Why do you feel that you would be suited to a career in the health sector and how does it fit in with your longer term career aspirations? Q.Please tell us how you arrived at your career choice and eliminated any alternatives?

16. Career Motivation Example application form… Which candidate would you select for interview?

17. Career Motivation What factors have influenced your choice of career and why do you think you are suitable? (150 words) I have experience of working in retail which was good both at Sainsbury’s and Marks & Spencer's. I enjoyed the work and dealing with people. I feel as a result I would be suitable for a graduate trainee position in retail.

18. Career Motivation - example My interest in retail started when I worked as a part-time sales assistant at Tesco’s. I enjoyed the variety of the work, which included checkout duties and warehousing, and being part of a team. Contact with a wide range of people was particularly appealing and allowed me to demonstrate my strong interpersonal and communication skills. During my work experience with Marks and Spencer, I had the opportunity to see the running of a store from a management perspective. Working with staff and customers on a daily basis really excited me and developed my understanding of staff and floor management. It also exposed me to different aspects of retail including marketing and buying. The response I received from colleagues enhanced my strong desire to undertake this role as well reaffirming that I have the necessary leadership, problem solving and customer service skills to perform very effectively in a management capacity.

19. Strategy – Making a Case Second candidate successfully demonstrated: • a long-standing interest in the career • the key skills required • a good insight into the nature of the work and employer

20. Marketing yourself in a CV

21. Preparation • No such thing as the perfect CV…and one CV does not fit all! • CV must provide a strong reflection of you (qualifications, experiences, skills & qualities) but must also reflect employers’ needs. • It must interest and meet needs of employer (1st page impact)

22. Conventions • Which country? A UK CV is very different to a German CV –‘Global Resume Guide’ • How long? 1,2,3 or more? • What style…chronological, skills based, hybrid, academic? • National legislation Age, Marital status, Gender, Nationality

23. What should I include? • Education • Employment • Work Experience • Volunteering • Extra-curricular activities/positions of responsibility • Skills • Interests http://tiny.cc/enj4u

24. Impact • First impressions – logical structure, easy to pick out key elements • Effective use of space – devote more space to key selling points, use key areas of CV to maximum effect (halfway down 1st page, top of 2nd page) • Fill in the gaps – nothing left to the imagination! • Keep it to a maximum of two sides of A4 – avoid leaving any blank spaces • Tailor it to the employer/profession and/or type of work - use different versions if necessary. Law CV likely to be more traditional than one for the media. Emphasise aspects of your work experience that are most relevant to the individual employer.

25. Impact • Avoid long sentences and large blocks of type • Use colour/shading sparingly; consistent font, layout • Positive language – action verbs e.g. negotiated, demonstrated, evaluated • Positive outcomes – achievements, awards, successes • Be careful when using abbreviations and technical jargon • Add an effective covering letter supporting the evidence presented in your CV • Put yourself in the position of an employer who has looked at lots of CVs…is it well presented and easy to read? Are your main selling points transparent?

26. Covering Letters Your CV should link you to the area of work… the ‘Covering Letter’ should link you to this particular opportunity

27. Covering Letters • Make sure it reaches the right person - Contact company • address it appropriately Dear Mr/Mrs………Yours sincerely Dear Sir/Madam……….Yours faithfully • state position that you are applying for and where you saw it advertised (make it clear what the purpose of the letter is at the beginning)

28. Covering Letters • take great care with spelling, punctuation, layout; if writing multiple covering letters ensure that you refer to the appropriate employer! • evidence to support career and employer choice – demonstrate that you are making informed choice (opportunity to show employer that you have done your research) • draw attention to your strengths, qualities & relevant skills/experience • be concise and relevant • only refer to weaknesses in you’re application if it is essential • conclude on a very positive note

29. Covering Letters Simple structure: • Why this job? - appreciation of role • Why this employer? - demonstration of interest • Why you? • emphasise your relevant skills/complement information on CV http://tiny.cc/i1jgh

30. Support • CV and Application form clinics (pre-booked 30 min appointments) • If you have an immediate deadline use ‘Quick Query’ service Resources • CVs for Graduates, Gerald Higginbottom (How to Books) • Preparing your own CV, Rebecca Corfield (Kogan Page) • Making Applications, AGCAS booklet • The Perfect CV, Tom Jackson (Piatkus) • Brilliant CV, Jim Bright & Joanne Earl (Prentice Hall Business) • The Global Resume, Mary Anne Thompson (John Wiley & Sons) Careers Folders • Career planning and job applications (2 – CVs & Covering Letters) Websites www.prospects.ac.uk http://www.selectsimulator.com/Welcome.asp www.get.hobsons.co.uk/advice/applications www.vitae.ac.uk (useful examples of academic CVs for PhD students) www.dur.ac.uk/careers-advice/students/generalinformation/effectiveapplications/ http://www.careers.manchester.ac.uk/students/downloads/publications/essentialsseriesofhandouts/greatcvsfromscratch/fileuploadmax10mb,161405,en.pdf

31. Making Effective Applications …Any Questions ? d.m.henderson@durham.ac.uk

32. The basic contents of a CV…

33. Basics of a CV – Contact Details • Name – can be used as a heading • Nationality? • Address – term and home address? • Profile? • Telephone (Mobile & Landline) • E-mail address – not too quirky! • Compact, clear font e.g. Arial, Verdana

34. David Henderson 49 New Elvet, Durham, DH1 3PF Home: 0191 334 1432 Mobile: 0795553350 E-mail: d.m.henderson@durham.ac.uk Profile (Goal, Summary) Psychology graduate with highly developed analytical skills and commercial experience seeking employment in market research.

35. Basics of a CV - Education Education • Most recent/current programme of study – degree/postgraduate • Some employers may ask for 1st or 2nd yr results • Predicted grade? • Additional degree related information – particularly if relevant to job/organisation (e.g. modules/projects/dissertation) • Skills developed via study (presentation, analysis, research, technical etc) • A2/AS subjects (or equivalent) and grades • summarise GCSE results e.g. 10 GCSEs - grades A-B (including English, Mathematics and Science) • International qualifications – present them as they are (do not attempt to equate with UK qualifications) • Reference to institution and dates attended • Some people separate education from qualifications – pertinent if you have attended numerous institutions

36. Education Durham University 2002-2005 BA (Hons) Biology (2.1) Modules included: Cellular & Molecular Biology; Microbiology; Molecular Virology, Genetic Systems and Human Genetics Final Year Project: Assessing expression of cancer genes in tumour cells • Cultured human tumour cell lines in sterile conditions over several weeks • Assessed ideal conditions for extraction of protein from cell lines • Separated proteins by gel electrophoresis and assessed levels of cancer genes present by immunological methods. • Analysed results, wrote 6,000 word report and presented conclusions in a seminar to 20 members of the department and 23 fellow students Stockport Comprehensive 1995-2002 A-Levels Geography B, Mathematics B, History C 2002 GCSE’s 8, including Maths A, English B, French C 2000

37. Education 2007 – 2010 Durham University MChem (Hons) Chemistry Expected result 2:1 First year result: 62% Second year result: 67% Modules: Core Chemistry (Thermodynamics, Organic Chemistry, Biological Chemistry, Quantisation and Spectroscopy, Transition Metal Chemistry, Symmetry, Group Theory and Covalent Bonding) Ring Chemistry (Aromatic and Heterocyclic chemistry, Ring Chemistry and Stereochemistry) Chemistry of the Elements (Chemistry of the S and P Block, Magnetic and Spectral Properties of Transition metal compounds) Properties of Molecules (Surface Chemistry, Magnetic Resonance, Introduction to Polymers) Learning outcomes: • Developed a broad range of transferable skills including teamwork, communication, problem solving and decision making via assignments, laboratory practicals, workshops and poster presentations. • Broad range of technical and practical skills demonstrated including laboratory techniques and instrumentation (analysis of compounds using NMR, IR and mass spectrometry), data analysis and computational methods. 2005 – 2007 Geitonas School, Athens (Greece) International Baccalaureate Literature (Standard Level 6/7), Latin (Standard Level 5/7), Philosophy (Standard Level 7/7), Chemistry (Higher Level 7/7), Physics (Higher Level 6/7), Mathematics (Higher Level 6/7)

38. Basics of a CV – Relevant Information Work Experience • vacation work • placements • full-time work • voluntary work • Most recent first. Information to include dates, job title, employer, duties and responsibilities • Opportunity to highlight achievements and contribution • Organise work experience according to relevance e.g. legal, teaching, retail etc • Group similar items – useful if you have done lots of similar jobs! • Focus your experiences to the key requirements of job • Recent experience…week spent with an employer while at school not necessarily relevant

39. Administrative Assistant Durham County Council (June – September 09) Responsibilities: Broad range of clerical duties within town planning department, including organizing meetings, taking minutes, word processing documents and handling public telephone enquiries. Achievements: Directly responsible for planning a public meeting in respect of a significant city centre development. Arranged venue and public speakers, liaised with local media and promoted event to local communities.

40. Policy research experience April 07-July 08 Constituency Administrator, Sir Peter Soulsby MP for Leicester South Duties included: undertaking constituents’ casework, responsibility for the office reception and telephone callers, supporting the Communications Manager by monitoring and recording media coverage, assisting with the organisation and running of meetings and constituency events, providing some research support for the preparation of briefings and letters. Other experience June 09 – September 09 Retail Assistant, Tesco Duties included: providing high level customer service (checkout duties, shop floor customer care), stock room management, staff training (customer service)

41. MICROBIOLOGIST: Health Protection Agency - Year in Industry •  July-July 2004 •  Responsibilities • Analysed survival rates of range of micro-organisms in varying environmental conditions • Grew pure cultures of bacterial strains • Produced statistical analyses of results using SPSS • Trained my replacement in use of equipment at the end of my contract • Achievements • Developed excellent aseptic technique through careful handling of bacterial cultures • Developed effective project management skills • Received excellent feedback for end of year report and oral presentation

42. Basics of a CV – Relevant Information Positions of Responsibility/Extra-curricular Activities • Clubs/societies/committees • Emphasise nature of responsibility/level of involvement Skills/Additional Qualifications • Skills based courses e.g. Insight into Management/Routes to Success • Key element of a skills based CV – alternative to an extensive work experience section • Chronological CV – IT, language, relevant technical skills (e.g. SPSS, C++) • Skills referred to should reflect those required in the position applied for Interests and Activities • Offers employer a more personal picture of you but also opportunity to highlight personal qualities and skills (e.g. working with others) • Context important – how often? level of attainment? achievements? References (do not have to be included in a CV!) • Ideally one academic and one other – employer, personal (e.g. college tutor) • Don’t forget to ask permission!

43. Positions of Responsibility Social Secretary – Collingwood Football • Initiated contact with local employers regarding team sponsorship. Following a number of presentations secured year long funding with two companies. • Organized two week tour of USA. Responsible for itinerary and all communication with opposing teams.

44. Structure of a CV…

45. Helpful to break the CV up into a series of key headings and sub-headings • Effective means of grouping and reinforcing key information about yourself • Effective use of headings can help to target your CV to the employer/role • Does not matter what the headings are but must logically reflect what you have done and achieved; must also enhance structure of CV and improve ‘scanability’

46. Education Achievements Internships Administrative experience Volunteering Extra-curricular activities Key Skills Relevant experience Positions of responsibilityInterests Financial sector experience Other experienceEmploymentCommercial experience Gap year Awards

47. Styles of CV...

48. The traditional CV (Chronological) • presents information in order - chronological or reverse chronological order • keeps to standard headings (education, work experience, achievements, volunteering etc) • Easy to organize and demonstrates your progress • does not focus closely on a specific type of work • Opportunities to customise and focus CV • Useful format if you have relevant work experience (e.g. internships) or have demonstrated career progression

49. Skills-based CV • Demonstrating evidence of your relevant skills • Skills headings e.g. teamwork, communication, decision making, problem solving etc • Brief work experience descriptions • Difficult to organize but demonstrates that you have considered needs of employer • Useful if you have had lots of different experiences or if you have limited vocational experience but have done other things e.g. voluntary/society activities

50. Targeted CV • may start with a career objective • is more highly focused – responsive to the needs of employer/role • highlights relevant skills, experience and achievements in both education and employment (giving evidence) • may include a list of key achievements • useful for individuals with a broad range of relevant experiences…as relevant for undergraduates? Hybrid CVs • Elements of traditional and skills based CVs Alternative CVs • Creative careers (advertising, media, design etc)