Making Successful Applications

Prepare for your future …

3.

Making Successful Applications Perfecting your techniques to secure a job interview

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The advice in the publication is designed to help you plan your job search strategy.

Think about what you have read, turn it into action points and implement them.

Good luck!

If you require a copy of this publication in large print or another format, please enquire at Careers Reception This symbol is used to highlight information of relevance to students with disabilities and/or learning difficulties.

UCLan Careers

Foster Entrance Foyer

  

01772 895858 / 892584 www.uclan.ac.uk/careers careers@uclan.ac.uk

Opening hours:

Monday to Thursday: Friday:

9:00 – 5:00 9:00 – 4:00

© Copyright licensed to the University of Central Lancashire To request permission to reproduce any text from this booklet

Careers Team, University of Central Lancashire Revised March 2014/V 1

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for commercial purpose contact: careers@uclan.ac.uk

Introduction Many employers require you to complete one of their application forms rather than send in your CV. In fact many employers explicitly state that information contained in a CV will not be considered. Never send in a partly completed application form with an attached CV, believing that your CV contains the relevant information. The golden rule is to do as you are asked.

From the employer’s perspective their own application form gives them the chance to set the agenda and to ask for evidence of the key competencies and characteristics that they have identified as being important. From the job applicant’s point of view an application form is more work and may even take some hours to complete – but it does enable you to tailor your responses to the specific job on offer and present yourself in the best possible light.

Some employers will offer you the opportunity or even require you to apply online and may scan your application form as part of a pre-selection process. Whatever the format of the application, the guidelines for content are the same.

Our sample application form used in this document is representative of many graduate application forms and we have used it as a framework for offering some guidelines about how to write good applications. Don’t forget, of course, you must use the actual application form which the employer has provided. The questions on our sample application form are fairly typical of those used by graduate employers and the advice you will find here should be of use to you in completing many of the forms you are likely to come across.

Although completing application forms in your own handwriting can look more personal than a typed form, application forms should always be word-processed if possible: •

They are easier for the employer to read than a handwritten form;

•

Typescript takes up less space than handwriting and you can therefore include more information.

Applying online It would be difficult to find a modern graduate recruiter who does not use an online application system in some form or another. This could be something as basic as a website that allows you to send or input your CV and basic application details; or it could be something as fancy as a system that might allow you to complete psychometric tests online, which could include sections where you are able to book the time and day of your interview and assessment centre, as well as track all the correspondence you have sent or been sent.

Has technology taken all the flexibility out of the recruitment process? Often the problem with online systems is that they can reject or accept applications based on absurdly rigid criteria. Students often complain that their form is scanned for UCAS points and rejected without even being seen by a human eye; or that the system does not allow for A Level equivalent qualifications. If this is the case, email the recruitment manager gently and politely pointing that out. The truth is that they worry about computers taking away the flexibility as much as you do and will make exceptions; for example, most companies will accept A Level equivalents.

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As with anything that involves the internet there will be problems: system crashes, lost forms, delayed responses and contradictory correspondence. However, as employers refine their systems (and get used to using them) and as more and more incorporate a 'save and return' facility, the systems are becoming much more reliable and easy to use.

Why are online systems useful?

Online applications are just so much quicker than those old-fashioned paper applications.

They are quicker to complete, and you should hear back more swiftly too. You don't have to wait anxiously by the letterbox every day for weeks on end - you might even get a response within a day (though you might not like to if the news isn't good).

Online systems are, in theory, more objective and fairer, too. Your application will be judged on its merits, and not on whether the recruiter has had a bad day, or if they don't like your handwriting.

Online application forms are much better for people who have difficulties with handwriting due to a disability.

The whole process is much more flexible too - from booking your own interview time, to saving the form (if you're getting a bit tired) and being able to come back to it.

Why do employers use online systems?

Employers use them because they help to get the right graduates, more quickly and efficiently. Graduate recruitment is an expensive business – the cost of running an assessment centre can run into thousands of pounds, so companies have to be sure that their money gets them the best graduates. With so many graduates looking for jobs these days (for 40 places on a graduate scheme there could be over 5,000 applications), employers need ever-more efficient ways of sifting through the applications.

Fast and efficient Online systems save time, money and paper. In order to deal with huge numbers of applications, employers need to screen applicants in the fastest and most efficient way. By placing everything online, companies can make graduates complete competency questionnaires, ability tests, personality profiles and other tests at the beginning of the selection process, rather than having to spend more money and time on bringing them in for an interview.

Employers are also quite preoccupied with the way they are perceived, and rightly so. Job-hunters are a fickle bunch, and can be switched off by an employer with the wrong image. Employers like to think that using an online application system makes them look high-tech - in truth, if they didn't use an online system, they would appear very old-fashioned.

Online application systems allow employers to access instantly information they need about their recruitment exercise; for example, the number of applicants in a given week, or from a particular university. That way, they can monitor how successful their recruitment advertising has been, but also if they need to boost applications from a particular group (like women, for instance). And, like the candidates, they can track the progress of applications and monitor all correspondence.

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Instant gratification

Remember, if you are disabled and require an application form, test or questionnaire in a different format or method of delivery, do make sure to contact the employer to discuss your requirements.

How should I prepare to make online applications?

However basic or sophisticated the systems are, you still have to obey the fundamental rule of all job applications, that is, preparation. Just because email and the internet have speeded up communication to the point of doing away with the fineries of the English language, it doesn't mean you can treat online applications with the same brevity.

There is a contradiction here - employers have speeded up the process to make it easier for you to apply, but they still expect you to do the same amount of research. And so they should. It's in your interest to research companies and target your applications; otherwise you are just wasting your time and theirs too.

DVD: Your Job’s Online AGCAS has developed a 25-minute DVD entitled Your Job's Online to dispel myths about applying for jobs online. It shows two major employers selecting graduates using only their electronic applications. You can hear the selectors assessing the candidates' performances, and see the candidates’ reactions to those comments.

The DVD shows the common mistakes made and how to maximise your chances of success by: • answering the question • giving evidence • detailing activities and interests • marketing themselves.

To see this DVD online, check out the Careers Toolkit on the careers website.

Select simulator

The website is powered by the same system used by many major graduate recruiters including Arup and Rolls Royce. With interactive help and advice and a real application form to fill in, print off and use as a basis for future applications, the website covers everything you will need to make carefully constructed targeted applications.

Check it out on www.selectsimulator.com/

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You can practise the art of applying online by accessing select simulator, an online tutorial that takes you through this process.

Completing applications (printed or online) On the following pages we give some general guidelines on completing applications using a sample application form as an example (with guidance notes typed onto it). However, if you have any doubts about completing applications you should seek help from the Careers Advisers in UCLan Careers. Useful advice is also provided on the Prospects website (www.prospects.ac.uk/links/appsinterviews).

Preparation Stage •

Research and think about the job you are applying for and the various tasks it involves.

It may be that the employer has provided a Person Specification, detailing the skills and experience needed to perform the job, as well as a Job Description. If not, you can make a list of the key skills and competencies that you think are needed to perform those tasks well. Employer websites and recruitment material often indicate the competencies they seek and this can help you to compile your list.

•

Think about yourself and those areas of your experience – education, work and social life – where you have demonstrated the use of those skills required in the job. If you don't meet their criteria, including A-level points or class of degree, then turn your attention elsewhere.

•

Many application forms require you to give specific evidence for the skills that the employer requires for the job. On page 6 we have shown how to answer questions on the three broad skill areas of: o o o

Some employers require applicants to answer open-ended questions such as ‘provide information in support of your application’. Don’t panic! This gives you the opportunity to say what you want in order to market yourself to the employer. Structure is important here and you may find it helpful to use headings to highlight the different sections of your answer. Points to stress are: o o o o

o •

Why you have chosen this employer; Why you have applied for this job; What you can offer based on their specifications (eg. make direct links to the Person Specification); Evidence that you have the necessary skills and experience to perform the job effectively (include concise examples from your work experience, including any voluntary work undertaken, degree/qualifications and outside interests/activities); Your commitment and enthusiasm.

When completing an application form, don’t leave gaps in your life. If you have missed out dates, for example, because you repeated GCSEs or were unemployed for a year, it could lead an employer to think that you have something more serious to hide.

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•

Planning, implementation and achieving results; Influencing, communication and teamwork; Analysis, problem solving and creative thinking.

Now you’re ready to start work on a first draft of the form:

Personal Details Title

First name(s)

Surname

(underline the one you are known by)

Home address

Term address

Post code

Post code

Telephone

Telephone

Include STD/Area code

Dates at above

Dates at above

E-mail

Mobile

Include STD/Area code

Nationality Do you have one?

YES  NO  YES  NO 

Do you hold a full UK driving licence?

YES 

Do you need a work permit for permanent employment in the UK?

NO 

Education - Professional, Postgraduate, First Degree/Diploma Please list all degrees/diplomas/professional qualifications etc. held or currently studied for, whether at first degree or postgraduate level. List most recent first and give all results known whatever the outcome.

From -

To

month/year

Higher Education Institution

Award and Title of Award (HND/Degree/Dipl/MSc/PhD etc) List main subjects

Results (expected/ awarded)

below title

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Employers are familiar with degree grades, eg. 1, 2:1, 2:2, etc.

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If there are too many subjects, include the most relevant / those in which you gained particularly good grades / final year project or dissertation

Education - Prior to Higher Education Please list date (year)/qualification/subjects (grade) of all of the highest level examinations that qualified you for your Higher Education course(s) (A/AS Levels; Scottish Higher; Irish Leaving; Access; GNVQ; Baccalaureate etc.)

Include all examinations taken at this level whatever the outcome.

Number of GCSE Standard Grade passes (Grade C & above)

Date(s) gained

Grade for Maths

Grade for English language

Number of A/A* grades

Employment and Work Experience Please describe briefly any work (whether paid or unpaid) which you have undertaken. Highlight (*) the two most relevant and note what you achieved.

From

To

Employer

Month/Year

Job Title and Responsibilities

Achievements

Whatever the job, turn the experience to your advantage. Use work experience that will help to market you for the job you’re applying for. In particular, emphasise the skills and qualities you’ve developed which match those needed in the job.

Don’t ignore menial or hum-drum jobs; sticking at a lousy job shows perseverance. Bar or cafe work gives you experience of dealing with the public, working under pressure, handling money, etc. Saturday jobs can be included here, particularly if you do not have much other work experience.

Checklists of abilities and skills on ‘Prospect Planner’ (www.prospects.ac.uk ) will help to jog your memory. What you observed / insight into what is involved in occupations may be as relevant as what you did.

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Achievements might be very specific, eg. completing a project or reaching a sales target. They could also involve developing a skill / coping with pressure / establishing your credibility in a team / earning enough money to buy something you needed, etc.

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Geographical Location Do you have a strong preference for a particular location? If so, give details.

Don’t ask for an area where the employer has no site. Be as flexible as you can but don’t say you’ll go ‘anywhere’ if you won’t!

Personal Interests and Achievements Use the space below to describe with dates (year) any spare-time activities.

Include organising, leading or group activities. Those requiring initiative, creativity or giving intellectual development are also of interest.

Take a lead from the suggestions in the question.

Think in terms of the range of your interests - sporting/intellectual/social/individual, etc., and also the level of your involvement. Employers would probably like to see that beyond your studies you have the energy and enthusiasm to pursue other things actively. Include, but with less detail other, more casual interests.

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You will usually be free to choose what you do with your spare time and your interests may be taken as examples of your preferences and personality. Think about how what you say about yourself relates to the job you are applying for. If all your interests involve being with others you might not be seen as a strong candidate for a job that involved working mainly on your own.

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Specific Evidence The following questions are designed to encourage you to provide evidence of specific abilities.

Your examples can be taken from your education, work experience, placements or spare-time or other voluntary activities but do not write solely about course work.

Planning, implementation and achieving results:

Describe a challenging project, activity or event which you have planned and taken through to a conclusion. Include your objective, what you did, any changes you made to your plan and state how you measured your success.

For projects, dissertations or work experience focus on: • • • •

How you established what was important; How you planned the work, and monitored progress; How you set the timetable; The outcome.

These skills may also have been demonstrated through: • • • • •

Working to support yourself whilst studying; Having family as well as study responsibilities; Organising inter-railing or backpacking trips; Organising social or sporting events; Fundraising for charity or a political party.

Influencing, communication and teamwork:

Describe how you have achieved a goal through influencing the actions or opinions of others (perhaps in a team context). What were the circumstances? What did you do to make a difference? How do you know the result was satisfactory?

Co-operating is important in many organisations, regardless of the job for which you are applying, so selectors are often looking for evidence that you have worked with other people constructively. These types of activity involve co-operation: • Group project work during your course; • Team game or outdoor pursuits such as climbing; • Committee work; • Organisation of social events; • Vacation work; • Amateur dramatics.

Analysis, problem solving and creative thinking:

Problem solving is a core skill that is developed in most degree courses. Some leisure pursuits involve this skill, eg. chess, computing, logic games and puzzles. Everyday living often presents challenges where these skills are useful, eg. deciding you were on the wrong course and changing; or dealing with housing, financial or family problems.

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Describe a difficult problem that you have solved. State how you decided which were the critical issues. Say what you did and what your solution was. What other approaches could you have taken?

Additional Information Please write here any additional information, not covered elsewhere, which will strengthen your application.

Give reasons (but not excuses) for anything unexplained on your form, eg. repeat years, failed subjects, etc. Be positive by describing what you learned from the experience.

Where did you hear of us or see an advertisement?

Specific Skills 1. List any languages that you know including level of proficiency (basic/working knowledge/fluent/mother-tongue) 2. Specify your experience with any generic computer packages/programming languages (limited/working knowledge/extensive) 3. Indicate any other specific relevant skills (laboratory techniques, graphics skills etc)

Emphasise relevant skills.

If you haven’t used the skill for some time you may be ‘rusty’, but would probably redevelop the skill quite quickly.

(Note that generic computer packages means word processing/spreadsheets/databases, etc.)

Career Choice Explain why you have applied for the job function(s) that you noted on the first page. Offer evidence of your suitability (eg. courses undertaken, work shadowing, skills, strengths and experiences). Emphasise why you consider yourself to be a strong candidate.

The emphasis here is on what you have to offer the job, not what the job offers you.

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Try to give an overview; usually there is more than a single reason why you would be a strong candidate.

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Health Declaration Please give details of any health matters of relevance to the work applied for (see note within Guidance Notes and Monitoring Data)

Referees Academic Referee

Other Referee

Name

Name

Position

Position

Address

Address

Telephone

Telephone

Availability Please give any dates when you are not available for interview:

Please give the date from which you are available for employment:

Declaration The statements made on this form are true. I understand any false statements may jeopardise my application and may lead to an offer being withdrawn. I have attached the Equal Opportunities Monitoring Data.

Signed .......................................... Name (please print)

..........................................

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Date ...........................

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Examples of Good Practice The following examples are typical of the sort of questions employers ask on their application forms. Remember that they are examples only and you must draw on your own experiences.

Example One: This is frequently asked on application forms. Note how the answer deals with all the issues raised in the subtext.

Planning, implementation and achieving results

Describe a challenging project, activity or event which you have planned and taken through to a conclusion. Include your objective, what you did, any changes you made to your plan and state how you measured your success.

During my second year I chose to do an assignment on e-commerce and SMEs. The objective was to establish some measure of the extent to which SMEs were involved and to identify obstacles to the use of e-commerce.

I anticipated that gaining interviews with managers in small companies might be difficult and time consuming so I organised that part of the project first.

I gained the support of the local chamber of commerce who wrote a covering letter for me to use and assured the participating companies of confidentiality. I was then free to focus on the desk research part of the assignment using www and cd-rom sources.

In the event, no changes to my original plan were necessary, though I had thought about the possibility of using a postal questionnaire if employers had been unwilling to be interviewed.

As well as gaining a 2.1 grade for the assignment, the Chamber of Commerce published a brief summary of my work in their monthly newsletter.

Example Two: This is about problem solving, often asked. It’s also an example of the way in which disclosing information about disability can be integrated into application form answers.

Problem-solving

Describe an occasion when you encountered a blockage or barrier to something you were trying to achieve. Describe how you identified the problem and the plans you made to overcome it.

Entering higher education was a major challenge to me. I am a visually impaired person and there have been additional obstacles to success.

Within the first month at university I had to orientate myself to a larger location than I was used to. I did this independently, enlarged the university map and found my own way about.

In my studies I negotiated with the Learning Resources Unit to receive copies of the acetates used by lecturers. I converted text to large print when a magnifier did not help me.

By deciding to find my own way round difficulties, I have learned facts and absorbed ideas more effectively, become confident in my abilities and grown resourceful and assertive. Technology has been a major tool and factor in helping me to achieve good results in higher education. I have been able to explore its potential and use it fully and am expected to achieve a 2:1.

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I have always taken my own notes and have enlarged print for myself on computer through Windows.

To summarise..

1. Employers are looking for skills and attributes as well as relevant experience. If you don’t have direct experience, highlight to the employer where you have used similar skills in other contexts – remember you must make the links and not leave it up to the employer.

2. Selectors want evidence, not opinions.

3. Your task is to use the application form to help you present evidence of the skills you have which match their requirements. Sell yourself by giving evidence from all aspects of your life (including part-time jobs, work experience, voluntary work, sports and social life).

4. It is vital that you answer the question.

5. Don’t rush your online applications! You will get very fast feedback — make sure that what you submit is your best possible effort. Take just as much time preparing an electronic application as you would a paper-based one.

6. Read the employer’s recruitment literature: •

What skills are they looking for?

•

What have you got to offer?

•

Why do you want to work there?

7. You may only be allowed a very few words to explain why you are suited to the job. Write your answer away from the computer, and show it to a careers adviser, friend, family member, and (ideally) someone who works in the area you’re applying for.

8. Get help from a careers adviser or a friend if you can’t think how to answer any of the questions.

9. Many applications fail because of careless errors: •

Pay attention to detail. Employers won’t be impressed if you get their name wrong, or leave out important information.

•

Spelling mistakes will be obvious to the employer.

•

Get someone else to look through your application before you send it off. They should look for mistakes in spelling and grammar but you will also want to know if they think your application does you justice. For example, have you chosen the best examples of achievements and skills?

10. In brief, the secret of effective applications is in the preparation and thought you put in before you start filling it in.

Remember that under the Equality Act you can also request an application form in an alternative format, eg. if you have a visual impairment and require large print or an online version of the application form.

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If you have a disability, you need to think about how, when, where and if you want to disclose it to an employer. To look at the issues, you can find an information sheet about disclosing disability in the Careers Centre and/or talk it over with a careers adviser.

What next?

The information and examples contained in this handout should help you make a good start on completing your own application forms. This is a crucial stage of the application process. The forms you submit will usually be the first impressions that employers will have of you. Try to learn from your mistakes and if you’re not sure about something, do ask for help.

Further help is available from the team in the Careers Centre. You can either come into the Centre in Foster Entrance Foyer if you want to talk through some issues or you can email queries from our website www.uclan.ac.uk/careers .

You may find if you are completing your first graduate application forms that they are demanding and it can be difficult to think of experiences that will adequately demonstrate that you have the competencies that employers are looking for. To some extent we all take for granted our own experiences. Talking the issue through with an adviser may help you to identify or remember situations where you used the particular skills that employers seek.

Reviewing a draft copy of your application may also be useful in helping you to relate the experiences you are writing about to the demands of particular occupations or employers. It is also a very useful way of preparing for the next stage of the application process – the interview.

Further Information You may find other publications in this series useful, including ‘Succeeding at Interviews’. To download this publication and others in the booklet series, go to www.uclan.ac.uk/careersbooklets You can also find information on the Careers website www.uclan.ac.uk/careers about relevant events, workshops and elective modules.

You might also want to check out the recorded online events, covering a number of topics, at www.uclan.ac.uk/futuresondemand

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If you would like further help or want to speak to a careers adviser please call at Careers Reception, ring us or use our e-guidance system on the Careers website to email us with queries.

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