Interview Skills for Postgraduate Students

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Last updated January 2012

CONTENTS
Introduction ................................................................................................. Employers & Recruitment ............................................................................ Preparation is the Key to Success .............................................................. What Questions Might You Expect? ............................................................ Interview Questions for Academic Posts ...................................................... Competency Based Interviews .................................................................... Interview Practicalities ................................................................................. Tricky Questions .......................................................................................... Reference Materials .................................................................................... Further Help 1 1 1 3 4 5 6 9 11

INTRODUCTION
YOU HAVE BEEN INVITED FOR AN INTERVIEW! You have every reason to feel positive and confident at this point as the employer has indicated definite interest in you. However, you will clearly be in competition with others and in order to succeed there are very definite techniques and strategies you will need to use. This booklet provides some pointers and tips on preparing for an interview and will help you to present yourself in the best possible light.

EMPLOYERS AND RECRUITMENT

The specific skills you will have gained from your postgraduate study will undoubtedly be sought after by employers, but you cannot rely on those alone to get you the job. All employers now want recruits who have employability skills in addition to any technical knowledge required. Examples of employability skills and attributes include communication skills, teamworking skills, analytical and problem solving skills, flexibility etc. A CBI Survey of employers carried out in 2011 reported that 82% of employers rated employability skills as the most important factor in graduate recruitment. Employers design their application processes to elicit not only the skills and knowledge that each candidate possesses, but also to ascertain their motivation and likely fit into the organisation. Generally speaking, employers are interested in 3 questions: CAN YOU do the job now and in the future? (do you have the skills and abilities required?) WILL YOU do the job - how interested are you in the job and the organisation? Are you motivated to carry out the work to the best of your ability? Will you FIT? ie will you fit in with the working environment and with other members in the department and organisation?

PREPARATION IS THE KEY TO SUCCESS

Preparation is a key factor. In an interview you are selling yourself - your skills, abilities, knowledge and personality - to an employer. In order to do this effectively, you must find out as much as you can about the organisation and the employer's needs. You also need to spend time researching yourself. Remember, the interview is also a two way process which should help you to decide whether you would want to work for a particular organisation.

Reduce your nerves and gain confidence by: 1. Researching yourself and what you can offer Think about what you can offer the employer what have you done? When? Why? Catalogue your achievements consider your research, academic work, work experience, voluntary work, social and sporting activities Identify the skills you have developed through your achievements Consider what motivates you, what interests you, whats important to you in a job

2. Researching the employer Be very clear about what the organisation actually does Try to find out about new developments, expansion plans, new products/services, awards won, achievements, press releases, research interests Study employers website which may include employment/careers information and information about the organisations products/services/courses Speak to people who know the employer/have worked for the organisation. This is a particularly useful way of finding out about the culture of an organisation, and what the employer values in its employees

3. Researching the job Read the job description and person specification, know the skills required for the job Check company website for further job details Speak to people doing similar jobs Do some research using careers resources (see page 11)

It has been suggested that up to 80% of interview questions are predictable, therefore it makes sense to spend time considering your responses to some of these questions before the big day. You mustnt be too rehearsed but it is important that you can talk confidently about your achievements and can clearly articulate your reasons for wanting the job. Practicing out loud will get you used to the sound of your voice and will give you confidence. The more you practice, the more fluent you will sound.

WHAT QUESTIONS MIGHT YOU EXPECT?

Listed below are some of the most usual categories of questions asked. Questions about you: Career Motivation/Direction Why have you applied for this kind of work/career? What do you see yourself doing in 5/10 years time? Are you willing to move - how mobile are you? For which other jobs/careers are you applying? What do you want out of life? What other employers have you applied to? What aspects of your previous work have you enjoyed/hated? Education Record What made you decide to do your postgraduate degree? What have you learnt from your postgraduate degree which will help you in this job? Why did you choose this subject? Your A levels/school results seem disappointing, what was the reason for that? Why should we take a postgraduate instead of an undergraduate for this job? Explain your project to me (either technically, or to a lay person)?

Evidence of Skills and Behaviours What are your main strengths? What is your biggest weakness? Have you ever been required to explain a complex idea to an individual? (How did you do this?) On your current course, how do you schedule your time and set priorities? Tell me about the best/worst decision you ever made. (What have you learnt?) Have you ever felt that you achieved an objective through sheer persistence? (Tell me about it) Tell me about the best team effort youve been part of. (What was your role and contribution?) Questions about the organisation:

What do you know about our business/organisation? What do you think of our application form/brochure/website? What did you think of our presentation last night? (Make sure you attend if there is a pre-interview presentation locally!) Why have you decided to apply to us? What do you think of our products/services? Who do you see as our major competitors? What do you consider to be the main difficulties facing our management? What do you think will be the most important opportunities/difficulties facing us over the next 5 years?

Questions about the job:

What do you know about ... ? How would you define consultancy/marketing/personnel etc? What do you understand by the term management? What qualities/skills do you have which you consider make you suitable? Why do you think you would make a good ... ? Do you think you can cope with the professional examinations?
The University of Manchester Careers Service Reproduced with permission

INTERVIEW QUESTIONS FOR ACADEMIC POSTS

It is difficult to predict all the questions which will occur in academic interviews, but the following may give you some ideas: Course Content/New Course Development

What are your strengths and weaknesses in relation to your subject matter? Which course would you not want to teach on and why? Would you make any changes to the current undergraduate programme? How would you market x course to an overseas institution? Where do you see the potential for new course development? What would you like to teach? What topics would you like to see covered in the new Masters in y?

Teaching Skills & Methods/Pastoral Care

What are you able to offer this University in the way of teaching? What innovative teaching methodologies have you used? What teaching skills and techniques have you developed over the past year? Do you see any room for change in the way we teach large groups of students in lectures? What are the differences between teaching undergraduate and postgraduate students? What are your views about student assessment? You usually teach in small groups of 20 but the intake this year has been increased to 80. What would you do differently? How do you see advances in technology impacting on the role of the lecturer? Large numbers of 1st year students are dropping out of courses in the Department. What would you do about it? Do teaching and research compliment each other? During your time at x, how did you manage the pressures of teaching and research?

Research Where do you see your research fitting in with the interests of the Department?

What ideas do you have for further research and what are the potential sources of funding? How useful have you found the Internet as a research tool? When do you hope to finish your PhD? What plans do you have for publishing your PhD? What is your research plan for the next three years? Where do you see your research going in the next few years?

COMPETENCY BASED INTERVIEWS

Competency based interviews have become the norm in graduate recruitment and work on the principle that past behaviour is the best predictor of future performance. In a competency based interview, each question is designed to test one or more specific skill(s) such as teamwork, communication, adaptability etc. The answer is then matched against pre-decided criteria and marked accordingly. Prior to the interview you need to familiarise yourself with all the critical competencies required for the job and identify ways in which you can demonstrate that you use them on a regular basis. Your answers to competency questions need to be clear and concise. The STAR approach can be very useful in giving a structure to your answer: Consider the Situation or Task the Action you took
the Result you achieved

It is important to try and avoid using the same scenario or example more than once. Instead provide a spread of evidence in your answers drawing on the breadth of your work, life and study. You can even use examples of things that didnt go well if you can demonstrate that you learned something positive from the experience. Examples of competency based questions are as follows: 1. Give an example of a time when you have led a team to achieve a result? 2. Describe a time when you have had to influence others to do something they were reluctant to do. How did you do it? What was the outcome? 3. Give an example of a time when you showed initiative in solving a problem? 4. Describe a time when you were working under pressure with competing deadlines and it was impossible to meet them all. What did you do? After listening to your answer to a competency question, the interviewer may want to probe further about how you tackled a particular situation. For example, probe questions which could follow on from question 1 above might include:

How did you allocate tasks? What did you do if people didnt agree with the task theyd been given? How did you motivate the team? How did you ensure you kept to the deadline? How did you measure the success of the project? Did you have any problems with some people not working as hard as they should? How did you tackle this? What would you do differently next time?

It is important to carefully consider the scenarios you use be sure that you are able to answer further detailed questions about them. If you notice that the interviewer seems to be asking increasingly difficult questions, dont panic! They may just be testing how far they can push you because they think youre good.

INTERVIEW PRACTICALITIES
Prepare YOUR questions Before the interview you need to re-read your CV/application form, anticipate likely interview questions, think through your responses and practice out loud. During the interview you will have the opportunity to ask a few questions of your own. This part of the interview is not just an opportunity for you to gather more information, but also a chance for the interviewer to see how interested/motivated you are. Remember that at this stage, you need to convince the interviewer of the benefits to THEM of employing YOU. Therefore avoid asking questions about salary/annual leave/pensions and benefits and instead ask questions which demonstrate your genuine interest in, and enthusiasm for the organisation. Aim for 2 or 3 questions, write them down and put them in your pocket. This means that you wont have to worry that you will forget them all and be lost for words at the end of a gruelling interview. In addition, if they have answered all your questions (not unusual at the end of a full day of assessment exercises), you can reach for your list, and demonstrate that you had thought of these questions, but they have all been answered, thank you very much. Here are some ideas for questions you could raise:

How have your best recruits progressed in the past? I understand your firm operates performance appraisal - how would my performance be evaluated during the first year? As a postgraduate, I have particularly strong analytical (or problem solving or research) skills where could that be of most benefit in your organisation? Im really interested in starting in IT/marketing/finance. However, is it possible for potential managers to move into other job functions as they progress? Can you give me a fuller picture of your training programme? (Assuming this is not made clear in the literature.) What groups of people will I be working with in my day to day job?

Where would I be based - is this particular function located solely in ... ? What are the possibilities of using my languages? Are there opportunities to work overseas? Why is your company so successful - what would you say is the secret? What do you make of the recently announced trading loss? Is your firm planning a new programme of expansion or are you entering a period of consolidation. How do you see the company performing over the next few years?

A fall-back is to ask the interviewer themselves what they most like about working for the organisation many interviewers are only too happy for a brief chance to talk about themselves at the end of a long day listening to everybody else. On the other hand, bearing in mind the impression you are trying to create, here are a few questions to avoid.

How much will I get paid? (creates a very mercenary impression if asked at the interview )

Will I start on a higher salary/grade than an undergraduate? (Many organisations dont distinguish between undergraduate and postgraduate starting positions for any discipline positions and worry that postgraduates will think themselves above their graduate vacancies this question will confirm their fears.

What about holidays/pension scheme/canteen/parking/public transport to the site? (you can find this out when they offer you the job) Questions about the job, organisation or training covered in the recruitment literature or website. (The HR department probably spent many hours writing this, and wont be impressed by someone who hasnt bothered to read it) Clever detailed questions about the organisation e.g. on page 34 of the annual report (The interviewer may not have a clue embarrassing them wont improve your chances)
The University of Manchester Careers Service Reproduced with permission

Don't forget the details Check venue/travel arrangements to make absolutely certain you will arrive at least ten minutes before the interview. Nothing is more likely to jeopardise an interview than arriving late! Know whether you are having a general interview or technical interview as this might affect your preparation. Plan what you will wear. At an interview your appearance needs to be impeccable.

Make sure that you wear the style of clothes that the interviewer would expect, and if in any doubt, choose the more formal of your dress options. Don't overlook the importance of clean shoes, well pressed clothes, good haircut, tidy appearance. Remember also that the colours you wear can give you a more serious/business like or informal/frivolous look. If you can afford to invest in yourself by buying a new suit or jacket, it will do wonders for your confidence.

On the day Your interview begins the moment you step inside the organisation! Be courteous and friendly towards everyone you meet, starting with the Receptionist. The impression you create in the first 60 seconds can be most important in creating the right rapport between you and the interviewer. Its suggested that effective communication during the initial few minutes of the interview can be broken down as follows:55% Body language 38% Tone of voice 7% Message content (but this doesnt mean you should talk rubbish!)

Four important areas of non-verbal communication worth paying attention to are: Eye Contact: Look at the interviewer during conversation but without staring. Eye contact conveys listening, interest and honesty.

Facial Expression: Smiling naturally and frequently indicates a good rapport with the interviewer and indicates that you are confident and relaxed. Be careful to avoid the embarrassed smile, the fixed grin or something that resembles a scowl or inane smirk suggesting hysteria or worse! Posture: Sit well back in the chair that you moved slightly to one side before sitting down, to prevent being placed in a confrontational position across a table opposite the interviewer. Avoid sitting on the edge of the seat or slouching. You may like to lean slightly forward when listening or replying to show your interest. Keep your hands relaxed on your lap or on the arm of the chair and avoid fiddling with pens, clothing or hair. Try and find the right balance. Too much gesticulation and sketching points in the air can detract from the verbal message

Gestures:

and may be seen as aggressive. No movement at all is not natural and may be considered as passive and rigid behaviour. Never lie in an interview your body language, tone of voice or the words you use will probably give you away classic lying tells include scratching your nose and not looking directly at the other person when speaking. During the interview

Take a few deep breaths and compose yourself. Speak clearly and not too fast. Always be positive and enthusiastic. Do make sure you ask for clarification if you dont understand a question this is far preferable to rambling and thereby demonstrating that you didnt understand the question. Be ready to recognise the simple question calling for a brief answer.

After the interview Its a good idea to make notes after each interview. These will prove invaluable if you are called to a second interview or assessment centre. Make sure you know what happens next and when you can expect to hear the result of your interview. If you dont hear within the time indicated consider sending a polite e-mail thanking the interviewer for the interview and asking what the position is. If you are getting interviews but no job offers, you need to look carefully at your interview performance. Some organisations will offer interview feedback. This is entirely at their discretion but its worth asking because any information/advice you can gain may help you to modify your interview technique ready for future interviews.

TRICKY QUESTIONS
Some interview questions are more straightforward than others. Here are a few suggestions for answering some of the more difficult questions. What are your weaknesses?

Avoid clichs like Im a perfectionist, I work too hard and instead try to give an example of a genuine weakness and show what you have done to overcome this. It is OK to show that you are not perfect, but that you understand where you need to improve and what you are going to do about it:

Until recently my IT skills were a bit rusty, but I have now enrolled on a course in my spare time which has given me greater confidence. The interviewer could ask you about a gap: I notice you took 4 years over your degree rather than 3. Why was that?

Dont make excuses, be clear in your explanation and talk about what you learnt from the experience e.g. I did change my course at the end of the first year as I realised that my real interest lay in ... and I have had consistently good marks since doing so. How has doing a postgraduate degree prepared you for doing this job?

If applying for non academic posts, dont assume that employers will immediately appreciate the range of skills you have developed through postgraduate level study. You may need to translate your experience from academic terminology to more mainstream vocabulary, for example: Thesis = reports Research group = teamwork, creativity Scholarship = planning, creativity, analysis Running experiments, implementing methodology = project management, problem solving

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REFERENCE MATERIALS
A range of reference books and other materials are available in the Careers & Employability Centre (please ask at Reception). Making an Impact: The Graduate Job Interview, AGCAS DVD 2007 At the Assessment Centre, AGCAS DVD 2009 (includes excerpts on interview skills) Selection Success in One (covering Why Ask Me That? Your Jobs On line and The Assessment Centre) AGCAS DVD 2004. Books You're Hired! Interview Answers: Brilliant Answers to Tough Interview Questions, Trotman 2010. Youre Hired! Interview: Interview Tips and Techniques for a Brilliant Interview, Trotman 2009. Moving On In Your Career: a Guide for Academic Researchers and Postgraduates Lynda Ali & Barbara Graham, RoutledgeFalmer 2000. The Art of Building Windmills: Dr Peter Hawkins, GIEU 1999. Knockout Job Interview Presentations, Rebecca Corfield, Kogan Page 2010 Great Answers to Tough Interview Questions, Martin John Yate, Kogan Page 2005 (6th Ed) Vault Guide to Finance Interviews, Vault Inc 2005 Succeeding in Your Medical School Interview, Matt Green and Tony Edgar, Apply2 Ltd 2009
R:\General\literature\Interview Skills for PG students JH Aug 2012.doc

Successful Presentation Skills, Andrew Bradbury, Kogan Page 2010 (4th Ed) Presentation Skills The Essential Guide for Students,Patsy McCarthy and Caroline Hatcher, Sage 2002

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FURTHER HELP
If you have found this booklet useful, you may want to pick up or download our other booklets, from: www.cardiff.ac.uk/careers Career Central is an extensive online careers resource accessible from our homepage www.cardiff.ac.uk/careers by signing in using your Cardiff username and password. You will find a wealth of information, activities, video clips and reflection exercises covering all aspects of career exploration, job hunting, work experience and much more. Careers & Employability also runs a series of workshops in conjunction with these booklets. You can find out more about these on our website.

THIS BOOKLET IS AVAILABLE IN WELSH AND ON CD on request at the Careers & Employability Centre

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What is Careers & Employability?

Careers & Employability is part of the Universitys Registry, Governance & Students Directorate and will provide you with the professional careers-related support you need during your studies and beyond. The new Careers & Employability Centre opened in July 2010. It is free for you to use and is open weekdays from 9am - 5pm throughout the year. Whether you are just beginning to think about your future, have made some plans or simply havent a clue what you want to do there is an array of help available to you so please make use of it. Start today by reading this booklet and utilising the events and services on offer.

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