Recruitment and Orientation Notes

Objectives 3.3 - 3.5

You have covered objectives 3.1 and 3.2 (sources of job information and factors
to consider when seeking employment), and have briefly examine the upcoming
sub-topics, that we will be looking at in the next couple of weeks:
- 3.3 Job Applications
- 3.4 Job-related/Follow-up letters
- 3.5 The Job Interview

Objectives: You should be able to:

1. Identify at least TWO ways a jobseeker could apply for a job
2. Complete job application form
3. Recall the format of a business letter
4. Differentiate between a solicited and an unsolicited letter of application
5. Prepare a cover letter and resume
6. Prepare various types of follow up letters
7. Prepare various types of work-related letters
8. State the importance of a job interview to the applicant
9. List at least FOUR factors to be considered when preparing for a job
interview
10.Explain at least THREE factors to be considered when preparing for a job
interview.
11.Demonstrate knowledge of factors to consider when preparing for a job
interview by participating in an interview.

 Job Applications
There are various documents used to apply for jobs: application forms, job letter,
curriculum vitae, resumes’. It is important that you learn how to prepare these
documents.

Application forms
To facilitate a smooth application process, many businesses provide application
forms. These forms consist of headings with spaces for the applicant to write.
When application forms are used, it allows the business to get the specific
information they need. As a job applicant, you must ensure that the information
provided is true and neatly written. Pay special attention to instructions on the
form.

Job letters
When no forms are provided, the applicant can use a job letter. Application
letters may be solicited (in response to advertisement) or unsolicited (when the
vacancy is not advertised). The application letter must attract and hold the
employer’s attention. A regular job letter is used with detailed information when
no resume or curriculum vitae is required. A cover letter is used when a CV or
resume is attached.

Procedures for writing applications:

1. Type all application letters unless otherwise requested.
2. The introductory paragraph should include the title of the job for which you
are pursuing, the source of the vacancy, what qualifies you for the job and
why you wish to work for that particular organization, e.g
I am applying for the position of records management clerk that was advertised
in the Daily Observer Newspaper. Your firm has a reputation for being the leader
in customer service representation and this is my area of interest.

3. The second paragraph should give details about your suitability for the job.
Many employers include in their advertisement the qualities, knowledge
and skills required for the job. Use this paragraph to ‘sell yourself’. Let the
employer know that you have what it takes to do the job. Show how your
knowledge, skills and personality fulfill the requirements of the employer,
e.g.
Your advertisement indicated that the position requires a good secondary
education, with training in customer services. I have just graduated from the
Jennings Secondary School where I focused on the business subjects to include
Office Administration, Principles of Business and Electronic Document
Preparation Management. I have also engaged in a two weeks training course in
customer service management and have gained work experience as a customer
service clerk during an internship program with Youth in Action. You will find my
resume enclosed for your perusal.
4. The final paragraph should be used to indicate your availability for the
interview. E.g.
 I am available for an interview at your convenience.

Additional guidelines for constructing a letter of application

♦ Letters should be neat and clean and free of errors in grammar, punctuation
and spelling
♦ Letter should be brief with no more than one page
♦ Address the letter to the person indicated in the advertisement
♦ Do not enclose items that were not requested
♦ Specify the position you are applying for.
♦ Ensure that any work experience or qualifications referred to are included in
your resume.
♦ Print your letter and resume on the same type of paper and use matching
envelope.

 Job-related/Follow-up Letters
Always remember that hundreds of applicants may be applying for the same
vacancy. With that in mind, a well written follow-up letter can help you to stand
out from the other applicants. Conditions for writing follow-up letters:
- There was no reply received to application
- A time lapse of six months after being advised that there is no vacancy
- To accept a job
- The non-acceptance of a job

 No reply received to application – reiterate your interest in the position,

express your enthusiasm about working with the organisation, offer to
resubmit your resume
 Six months after being advised that there is no vacancy – restate your
interest in working with the firm, describe the new skills, qualifications and
experience you have acquired, resubmit your resume
 Acceptance of job – be brief, thank the employer for selecting you, express
your enthusiasm about working with the firm, confirm your acceptance of
the starting salary and benefits, indicate the starting date of employment
 Non-acceptance of job – be brief, express appreciation for the offer and
sincere regrets about your inability to accept.

Other job-related letters:

  Resignation – be brief and factual, state the date from which your
resignation will take effect, express appreciation for the opportunities you
had with the company, maintain a professional tone
 Application for leave – state the type of leave, the date from which it will
be taken, the duration of the leave
 Acknowledgements – be brief and to the point, acknowledge receipt of an
item, express appreciation, if necessary, state what actions you will take as
a result.

 The job Interview

Think: What is an interview? Why would my potential employer need to interview
me? Why do I need to prepare for an interview? How do I prepare for an
interview?

A job interview is a conversation between the applicant and the potential

employer. It is used by the employer assess the suitability of an applicant for the
position. Some businesses use panel interviews to get different points of view of
the applicant and to determine how well the candidate can handle pressure.
A panel interview is where there are several interviewers conducting the
interview.

What do you understand by the term, ‘If you fail to prepare, then prepare to
fail’?

Benefits of preparing for an interview:

▫ Maximizes the candidate’s chance to be offered the job
▫ A more relaxed feeling and confident appearance
▫ Makes it easier to convince the interviewer that you are the ideal candidate
for the job

Factors to consider when preparing for an interview:

https://youtu.be/enD8mK9Zvwo - How to prepare for a job interview.

 Selection of attire – Your appearance affects the way you are perceived.
Aim for a clean, neat, professional appearance.
  Research the organisation and position – Having knowledge of the
organisation and the position will help you greatly in an interview. Find out
what products and services they provide; general information about the
industry; who are their customers; what differentiates them from their
competitors; their mission, vision, goals and objectives and what the
position involves. You should also visit the interview location to ascertain
the time it would take to get there on the day of the interview.

 Prepare your portfolio – Sort and copy all needed documents such as
photo identification, certificates of your accomplishments and testimonials.
These should be placed in a flat case and be taken to the interview.

 Types of questions – With the assistance of friends and family members,

practice answering various types of interview questions. In addition,
prepare a list of questions you would need to ask the interviewer.
Typical Questions asked by the Typical questions asked by the
interviewer interviewee
 Tel me about yourself.  How long have you been
 Why should we hire you? working with this company?
 What were your responsibilities  What’s your favorite part about
at your previous job? working with this company?
 Why do you want to work with  What training opportunities do
us? you offer?
 Why do you believe you are the  How often are employees
right person for this job? assessed?
 What motivated you to apply for  What are your expectations of a
this position? person working in this position?

How to answer "Tell Me About Yourself"?

 Deportment and conduct at the interview – Deportment has to do with
the way a person behaves. The interview is your opportunity to
demonstrate how well you will fit in with the organisation. When attending
an interview, pay attention to the following points:
- Be polite at all times
- Do not carry drinks or chewing gum
- Switch off your cellular phones before entering the premises
- On entrance, go to the reception desk, politely greet the receptionist
and clearly state your name and the purpose of your visit.
- Sit upright with both feet on the floor
- Greet each interviewer with a handshake and a smile and maintain eye
contact
- Express appreciation for being invited to the interview
- Be self-assured
- Avoid being arrogant and overconfident
- Maintain a good posture; do not slouch or fidget
- Avoid signs of nervousness or impatience
- Stay calm and composed when asked difficult questions
 - At the end of the interview, thank the interviewer and reiterate your
interest in working with the organisation.
- Leave the premises immediately
- Send an appropriate follow up letter

Tell Me About Yourself - Job Interview

Other resources:
https://youtu.be/umQKkcBPL08 - Top 7 interview questions
https://youtu.be/enD8mK9Zvwo - How to prepare for a job interview

References:
Jacob, A. (2014) Recruitment and Orientation. Office Administration for CSEC.
Nelson Thornes, Oxford University Press