Writing effective applications: Part 1

1. Writing effective applications: Part 1 Nikki Penhaligon, PhD Postgraduate Career Counsellor QUT Careers & Employment

2. Learning objectives • Cover letters and resumes • What to include • What not to include • Giving and receiving feedback • Selection criteria • What • How • Drafting selection criteria responses

3. Cover Letters

4. Building the Bridge Barbara Atkins The Application: Animating and Translating the person The Applicant The Position Describe yourself and what you have done with a view to another audience – the prospective employer (translate yourself)

5. The details • Your name & address • Date • Person’s name, title & address • Human Resources Manager, if unsure • Dear Sir/Madam or the specific name (Mr/Ms..) • Introduction • Why writing + what you are studying • Body • Highlight your strengths and relevant experience • What you can do for them & why they should take you • Indicate strongly why you want to work for them • Closure (refer to attachments, thank them, give contact) • Sign off (sincerely if person known, faithfully if unknown)

6. Jane Smith 62 Staghorn Drive Brisbane City Q 4000 Tel 07 3341 4333 Monday 10th September, 2012 Ms Mary Graham Human Resources Manager XYZ Consulting PO Box 123 BRISBANE Q 4001 Dear Ms Graham I am writing to apply for the position of Marketing Officer as advertised in the Courier Mail, Saturday 8th of September, 2012 - Reference No: KL23 (or through QUT Careers & Employment). or I am writing to express my interest in being considered for an appropriate position within your company when I have completed my current studies. I am in my final semester of a Masters of Business (Marketing) at Queensland University of Technology (QUT). I have achieved an overall Grade Point Average of 5.3 (on a 7 point scale) and have a special interest in Strategic Planning (or obtained a High Distinction in Principles of Marketing).

7. As part of my studies I participated in two industry-based project groups. One involved undertaking a detailed analysis of the consumer markets for a major clothing retailer and the other developing a market plan and campaign for a relatively small, energetic and upcoming sports clothing manufacturer and distributor. Both projects provided me with an opportunity to work closely with industry personnel and strengthen my interest in this area. The two companies regarded the outcome of the projects as highly productive and successful. I have undertaken direct promotional work as part of my Billabong Family Bistro work in Gympie and have consolidated my basic communication and clerical skills through my work at Myers and my vacation placement with a Queensland Government Department. I bring to any job a strong work ethic and desire to succeed, a willingness to cooperate with others, and a need to produce quality work. As a result of the knowledge and skills gained through my studies at QUT and my industry-based experiences, I will be able to fulfil more than adequately fulfil the requirements of the Marketing Officer position at XYZ Consulting. Thank you for considering my application. Please find enclosed a copy of my resume and academic transcript. I look forward to the opportunity to meet you with to discuss my application and I am available at short notice. I am contactable via mobile 0412 345 678 or email jane.smith@hotmail.com. Yours sincerely, Jane Smith

8. Hints for application letters • NO longer than ONE page • Develop a basic design and content • Rewrite specific bits for each application • Spell check & person check • Error free • Positive • Balance self confidence & modesty • It is their first contact with you

9. Resumes

10. Activity: Think Pair Share • On your own, list as many areas/headings as you can that you would include in a resume • Now, pair up and brainstorm more • Share with the larger group!

11. Here’s some I prepared earlier... Personal details Career objective/Skills Summary/Personal Profile etc Education/Qualifications/Training Employment/work history (paid and unpaid) Achievements Volunteer work/community involvement Professional memberships General and specific skills Interests/Hobbies Referees PLUS ANY OTHER SECTIONS RELEVANT TO THE ROLE

12. Some things to consider • Focus on your SKILLS! • Make sure you tailor each resume and cover letter to the role/organisation you are applying for • It is your job to link yourself to the role and organisation! • Page length??

13. What about things NOT to include??? • Date of birth? • Marital status? • Religion? • Photo?

14. Tips • Make it easy to read • Highlight important information • Appropriate language • Bullet points • Borders, lines, white space • Minimum 11pt font

15. Do’s and Don’ts Spell check and proof read Well presented easy to read Matches their requirements with your skills Lets your personality show though Don’t use too much text Don’t get it done by a professional- should be in your own words Don’t be dishonest!

16. Resume Quiz: True or False? Q1. It’s ok to send out general, identical resumes to multiple organisations when looking for work Q2. The language used in my resume should reflect the audience reading it Q3. I should include my DOB on my resume Q4. A resume should be no longer than one page in length Q5. I should use bullet points in my resume Q6. I need to be continually updating my resume regularly

17. Activity: Resume swap • Get into pairs • Swap resumes • Provide feedback on: • First impression • 3 points they did well • 3 points for improvement • Overall impression of the person

18. Selection criteria

19. Selection Criteria What: • Written responses to key requirements of the position • Can be found in the Position Description • Is often scored by an employer panel Typical layout (unless directed otherwise): • Address each one under a separate heading • Have at least ¾ of a page for each • Use a combination of narrative & bullet points where possible

20. Steps to answering selection criteria • STEP 1: Analyse and understand the criteria • STEP2: Brainstorm examples • STEP 3: Write your response

21. Step 1: Understand key terms

22. Step 2: Brainstorm examples

23. Alternatively ...

24. Step 3: Start writing STAR (L) • Situation – describe the context • Task – what was required • Action – what you did • Result – what happened • (Learning )– what you learned from this

25. What’s wrong with this example? Demonstrated ability to work as a part of a team: • I am aware of the importance of working as a part of a team. In my current employment I work daily as a part of a team. I am awlays friendly and approachalbe to all staff in my day to day duties.

26. What’s wrong? • Too general • It has not been proof read – spelling errors • Does not provide any details/examples of working as a part of a team • Not easy to read • Presentation is poor • Too short

27. Let’s practice • Get into pairs • Each pair will be given a selection criteria question. • First as an individual, think about how you would answer the question. Consider the STAR(L) technique. You have 3 minutes. • Now in your pairs, use the butcher’s paper provided to brainstorm how you would answer the below question. You have 15 minutes to draft an answer. Again, consider the STAR(L) technique:

28. A better example KSC1: Demonstrated experience to communicate with a range of stakeholders. I possess strong communication skills and daily communicate with XXX both orally and in writing (via formal letters and emails). An example of my oral communication skills can be seen in a presentation I developed and facilitated about XXX to XXX. When writing the presentation, I considered my audience with the aim to gain an understanding of their point of view. I tailored the presentation to enable XXX to ask specific questions to alleviate any concerns they may have about XXX. When presenting, I was sure to speak at an appropriate pace with a caring tone, speak clearly, define any terms that the audience may be unfamiliar with, and paused to allow questions to be asked. During question time, I was flexible, and adapted my language and tone appropriately depending on the participant’s question. The feedback I received from the audience was positive and indicated that the workshop was informative and helped to answer the questions they had regarding XXX.

29. Achieved Administered Adopted Advised Budgeted Constructed Completed Collaborated Designed Developed Delivered Established Evaluated Expanded Generated Implemented Improved Liaised Maintained Presented Programmed Simplified A final tip: use active words • Rather than passive: • Assisted • Contributed • Participated • I was required to...

30. Selection criteria: True or False? Q1. Generally, single sentences are sufficient when writing selection criteria responses Q2. It’s important to include the specific selection criteria question as headings when writing each of my responses Q3. A good model to structure my responses is the STAR(L) or CAR model Q4. My responses should utilise passive verbs such as “I participated in” rather than active verbs such as “I initiated”

31. Selection criteria: True or False? Q5. I can use a combination of bullet points and paragraphs when writing my responses Q6. My responses should focus on the situation rather than the action I took

32. Next time • Interviews! Thursday, 4th October 5pm • Preparation • Researching your audience • Anticipating questions • How to form an introductory/closing statement • During • Managing your nerves • Body language and interpersonal processes • Structuring your answer • After • The importance of reflection

33. Find out more www.careers.qut.edu.au SERVICES FOR STUDENTS CONTACT CAREERS & EMPLOYMENT Location: Gardens Point Campus Level 2, X Block Reception: Room X226 Kelvin Grove Campus Level 4, C Block (Above the Refectory) Caboolture Campus Student Centre - J Block • Careers Fairs • Careers and Futures Fair • Education Careers Fair • International Careers Fair • Virtual Careers Fair • Career Mentor Scheme • Career Counselling • Undergraduate • Postgraduate • International • Graduate Outcomes • Job Seeking Resources • Job Vacancy Lists – QUT CareerHub • Casual Jobs • Graduate/postgraduate jobs • Jobs whilst studying • Vacation Jobs • On-Campus Presentations • Work Experience Insurance • Workshops and Workbooks • Resume Checking • Response in 5 working days • Email careers@qut.edu.au Opening Hours: Monday – Friday 9am – 5pm Phone: Gardens Point: 07 3138 2649 Kelvin Grove: 07 3138 3488 Caboolture: 07 5316 7400 Email: careers@qut.edu.au