What job will the new employee do?

There can be certain job skills that the organization needs. If you’re replacing the existing employee, then an exit interview could help to clarify some of the issues. After analysis you may produce:

- A job description that gives job title, a summary of the job and a list of the main tasks or duties.

- A person specification that lists the knowledge, experience, qualifications and skills that would like a candidate to have. These are often divided into “essential” and “desirable specifications”.

How will you attract applicants?

Once you have a job opening, your thoughts are likely to be internal applicants. If you don’t offer opportunities to existing employees, they are likely to become demotivated and start looking elsewhere. But if you do need to recruit externally, then you can use a variety of electronic and print media such as an online posting on a jobs website, or a classified ad (or a display ad) in a newspaper. You can also use the services of a specialist employment agency, including headhunting firms for senior managers.

Another source of new recruits is referrals, i.e. suggestions made by colleagues, existing employees, etc. but beware: a workplace with too many friends results in a group that resists supervision, covers up for its members, socialize too much, ignores those not in a group, and causes problems if conflicts arise.

What kind of interview and selection process will there be?

You will begin by asking for and looking through CVs (BrE) or résumés (AmE), unless you have a special template or application form designed by the company. You will then draw up a shortlist of candidates and call these people for interview.

At the interview there are a number of stages that you will probably go through:

1. Begin by establishing rapport with the candidate. They will be nervous, and you want to put them at their ease so that they can answer questions properly. You can also check their ability to socialize and be friendly.

2. Outline the company background and where the job fits.

3. Encourage the candidate to talk about how their skills and experience are relevant. Ask open-ended questions and keen the interview moving and on track.

4. Close the interview and indicate to the candidate the next step and the timeframe.

5. Rate the candidate while they’re fresh in your mind. Keep a record.

After the interview, and depending on the job, there may be further tests. These can include practical tests (of manual skills or computing skills) and psychometric tests (e.g. problem-solving, decision-making, interpersonal skills). Some large companies have special assessment centers to do these tests.

Finally, before selecting the best candidate and making a job offer, you may want to do some background checks. At a minimum this involves calling former employers who were listed by the candidate as references.

Part 1. Applications

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In different countries, different conventions apply to the process of job application and interview. In most parts of the world, it’s common to submit a laser-printed CV (curriculum vitae – British English) or résumé (American English). This contains all the unchanging information about you: your education, background and work experience. This usually accompanies a letter of application, which in some countries is expected to be handwritten, not word-processed. A supplementary information sheet containing information relevant to this particular job may also be required, though this is not used in some countries.

Many companies expect all your personal information to be entered on a standard application form. Unfortunately, no two application forms are alike and filling in each one may present unexpected difficulties. Some personnel departments believe that CV and application letter give a better impression of a candidate than a form.

Filling out the application.

Read the application carefully, follow the instructions, write neatly, and answer all the questions completely. Sometimes it is difficult to answer certain questions.

There are three kinds of questions that are difficult to answer:

1. Questions that do not apply (relate) to you.

2. Questions that you do not want to answer because you believe your answer will be misunderstood.

3. Illegal questions that you should not be asked.

Questions that do not apply to you are not really difficult to answer. All that you should do is to write “N.A” (Not Applicable) or make a short dash (-) in the answer space. For example, if a question asks about the validity period of your professional license and your occupation does not require a license, the question does not apply to you. If you make a short dash (-) in the answer space, the employer will know that you read the question, but it does not apply to you.

Questions that you do not want to answer because you believe your answer would be misunderstood are more difficult to answer. For example, consider a person who was discharged from a job but has an honest explanation that would be acceptable in a discussion with a prospective employer. However, the explanation is too long to write in the space provided on the application form. How should this person answer the question “Reason for leaving?” If this person writes, “I was fired”, that will probably end the possibility of his or her getting this job. If he or she doesn’t write the truthful answer, it could mean being discharged from the new job if the truth is found out. We suggest that this person write, “Will discuss during the interview”, as the answer to that question.

We have included some sample job application forms. Study those forms. Look at the kinds of information they ask you to provide. Make sure you have all of that information available. If you have never filled out a job application form, you should have some practice before you fill out a real one.

It's important for your job applications to be complete, correct (no errors) and accurate. Here is the information you will need to complete an application for employment and tips and suggestions for writing applications that make a great impression. Regardless of whether you complete an online job application or apply in-person, make sure you have all information you need ready before you apply for a job.

Job Application Form Details:

Personal Information:

· Name

· Address

· City, State, Zip Code

· Phone Number

· Eligibility to work in US

· Felony convictions

· If under age, working paper certificate

Education:

· Schools/Colleges Attended

· Major

· Degree/Diploma

· Graduation Dates(s)

Position Applied For Information:

· Title of the job you are applying for

· Hours/days available to work

· When you can start work

Employment Information:

· Names, addresses, phone numbers of previous employers

· Supervisor's name

· Dates of employment

· Salary

· Reason for Leaving

References

· List of three references - names, job title or relationship, addresses, phone numbers

Resume (if you have one)

Tips for Completing Job Applications:

Complete all requested information. Don't leave anything blank. If you don't know the details, bring the application home and return it when it's completed.

Write clearly and neatly, using black or blue ink.

Check for spelling and grammatical errors. Proofread your job application form before turning it in.

List your most recent job first when completing employment information.

List your most recent education first. Include vocational schools and training programs as well as college and high school.

References don't necessarily have to be professional. If you have volunteered you can use members of the organizations that you have helped or if you are a student use your teachers. In all cases, ask for permission prior to using the person for a reference.

Don't forget to sign your application!

Online Job Applications. Job applications for many companies are available online. For example, a Wal-Mart can be completed online for available positions with Wal-Mart. Other large employers offer a similar service. In fact, some employers no longer accept paper applications and require applications to apply via their company web site or the site where they have posted job openings.

Follow the Instructions. Follow the instructions when completing both online and paper job applications. Check the company web site or the fine print on the job application form for instructions, because the most important rule to remember when completing a job application is to follow the directions.

Review Before You Submit. Thoroughly read the instructions for applying for employment - before you click the Submit button or turn in your application. The company will regard applications that are submitted correctly and accurately in a much better light than those from candidates who don't follow the instructions. In fact, some companies won't accept incomplete applications, so you'll be rejected before you even apply if you don't submit your job application correctly.

Be Prepared to Take a Test. Some companies test applicants for employment to determine if the candidate is a good match for the jobs they are hiring for. Companies who conduct pre-employment tests (talent assessments) are seeking applicants that match their hiring criteria. Review advice on taking employment tests, so you're prepared to respond to the employment-related questions you may be asked. Companies also may require drug tests for applicants for employment.

Printable Job Application Form

Part 2. The Résumé.

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A résumé is an individualized, written summary of your personal, educational, and experience qualifications. It is designed to present you as a prospective employee.

A resume is like a written sales presentation. It alone will not get you a job. However, an effective resume creates a favorable impression of you while presenting your abilities and experience. Your resume can be used as a response to an ad (with a good letter of introduction, or cover letter). It can be part of a direct-mail campaign. It can also be used as a letter of introduction for an interview or for friends or acquaintances who may discuss you with their employers. It is a fact sheet that tells a prospective employer that you are a desirable, prospective employee.

Planning your resume.

Remember that your resume is an individualized presentation of your qualifications for a particular job. This means that you might want to prepare a few different resumes, depending on the types of jobs you are applying for. Whether you are preparing one or several resumes, there are several steps to planning a resumes, there are several steps to planning a resume.

The first step is to select the information that you want to use. Ask yourself: “Which parts of my training and experience are related to the kind of job I want?” “Which parts, if any, are unrelated?” Give all necessary details about jobs you have had that relate to the job you want. Do not emphasize unrelated jobs.

Next, you must arrange the information you have selected. To catch an employer’s attention, plan to list your best qualifications early in your resume. Ask yourself: “Is my work experience the most important part of my resume? Or, “Will a prospective employer be more interested in my education and training?”

You can organize the resume several ways: by job, by function, or by a combination of both. The job (or chronological) format lists jobs and experiences in the order they occurred. You should present the most recent job first, then the next most recent job and so on. The function (or skills) format is not a chronological listing of your jobs. It is a collection of specific examples of how you have demonstrated certain desirable, marketable skills. This format lets you emphasize your most important job skills.

Your resume should be detailed enough to give a prospective employer the information needed to assess your qualifications. But it should also be concise. A busy employer wants the important facts in as few words as possible. With the exception of a few kinds of jobs (for example, professors), resumes should be kept on one or two pages, if possible.

Identification. The first section should include your name, local address with zip code and telephone number with area code.

Work experience. Use English translations, whenever possible, for the names of schools and companies. It is understood that persons’ names cannot be translated. Sometimes a brief description is better than a direct translation. For example:

Oscar Gomez y Compania

Ingenieros Consultores

Oscar Gomez and Associates

Consulting Engineers (better)

Ferretteria Garcia

Garcia Hardware (better)

Universidad de los Andes

University of the Andes (better)

SENA (Servicio Nacional de Aprendizaje)

SENA (National Vocational Training Center) (better)

You can arrange your work in two ways. Choose the one that presents your work experience better. Organize it:

1. By job or chronologically: List each job separately (even if the jobs were within the same place), starting with the most recent one and working backward. For each job, list dates of employment, name and address (include city and country) of the business, position you held, job duties, and any special accomplishments.

2. By function: List the specific functions (fields of specialization or types of work, such as teaching/training, sales promotion, or personnel management) you performed that are related to the job you want. Then, briefly describe the work you have done in each of these fields, without breaking it down by jobs.

Education: (If this is your strongest point, put it before your work history). List your formal education, including: names and addresses (include city and country) of schools, dates, attends, degrees or certificates received, and your major subjects or areas of specialization. If you are a recent graduate, you may want to add extracurricular activities that related to the job you want.

Personal background and interests: If it is appropriate to the job you want, include information about your knowledge of foreign languages (include your native language and all other languages you know); volunteer or recreational activities; special skills, such as typing, shorthand, or the ability to operate special equipment; membership in professional organizations (translate titles, if necessary); and publications, inventions, or patents.

A. Tips for a CV (resume)

Put summary in a box at the top – one short paragraph with your current position and objectives. Put “Work experience” before “Education” with the most recent jobs first. Include references at the end or at least a line saying there’re available on demand.

Be specific in your descriptions or responsibilities in previous jobs.

Include lots of action verbs.

Focus on achievements (i.e. important things you have done) rather than skills.

DON’T leave gaps in your employment record and DON’T put down many jobs in a short time.

B. Tips for a cover letter.

Include a cover letter with your CV. This could be the body of an email if you’re sending the CV as an attachment.

In the cover letter:

- Refer to the particular vacancy (e.g. where you saw it advertised).

- Show how your skills and experience would be relevant.

- Highlight a couple of points from your CV.

- Say when you’re available for interview.

- Generally “sell” yourself.

For more help use an Internet search. First choose a word like “CV” or “resume” or “cover letter” and then add a word like “tips” or “example” or “advice”.

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