CVs, Cover letters and

Interviews

Hilary M Jones

What is a CV for?

CVs

Curriculum Vitae translates as the course of ones life.

In terms of your career, a CV performs many functions. It:

introduces you to the employer

sells you as a potential employee
explains how you meet the person specification
convinces the employer that you will be able to do the job as its detailed in
the job description

The Rules
Everyone is different, and has different preferences in terms of what they like in a
CV. This makes it difficult to give hard and fast rules that will guarantee your CV will
be aesthetically pleasing to the person that reads it.
However, if you remember what a CV is for, and keep to a style that is logical and
familiar, then youre unlikely to offend too many people. Statistically, this is your
best strategy!
So, bearing all of the above points in mind, here are some rules that should help
you to produce a CV that is clear, logical and easy on the eye:

Dont waste valuable space by typing Curriculum Vitae at the top

At the top of the first page, put your name in Bold, 20pt and centred. Leave
white space around it
Left aligned, give your address.
On the right hand side, on the same lines as your address, give your
telephone, email and fax numbers (using this arrangement buys you some
extra space)
Headings should be consistent i.e. same style for the same type of heading
White space leave plenty on the CV. Psychologists have found that this
suggests confidence!
Margins should be 2.5cm at each side
Leave small gaps between related pieces of information and larger gaps
between different pieces
Use the same font throughout
Bullet points are clear but may be too brief, and a CV that consists of nothing
else is off-putting. Include some full sentences to show that you can
actually write!
Dont underline headings it looks messy and some computer scanners (used
by larger companies) may misread underlined text.
Make sure that email and web addresses are not underlined either (as is the
default in MSWord). This can obscure things like underscores and confuse
letters such as i and j.
Dont use both sides of the paper CVs are almost always photocopied
before being sent to the recruiting panel. They may forget to copy the other
side.

Use high quality paper and printing

Dont use colour it looks tacky and cant be photocopied anyway
Dont add clip-art, cartoons or other illustrations
In the UK, photographs are not added to CVs, although in the US this is
common.

Different CV styles
Generally, CVs can be considered under two or three headings. The chronological,
the skills-based and the hybrid.
Chronological
This is the simplest and traditional style of CV, and the one that most people default
to without thinking.
Components are, in order:
1. Personal details
2. Qualifications
3. Employment history, including:
- employer
- dates of employment
- positions held
- achievements
4. Professional development/training courses
5. Interests
6. References
7. (for academic CVs) list of publications and conferences attended
Advantages:

Clear and easy to read.

Good if your career path has been linear, and the job you're applying for is
similar to the ones that you have done previously.
Relatively easy to construct.
Probably requires less tailoring than the other CV styles.
Good for more traditional employers, and for academia.

Disadvantages:

Highlights career gaps, which then have to be explained somewhere.

Not so good for career changers or those with a portfolio career, as it's
harder for potential employers to make connections.

Skills-based
The skills-based CV is a more modern style. It often has a career objective statement
at the top - a few sentences saying who you are and what kind of work you are
looking for. It then moves into a large section devoted to your skills (which you will

have tailored to match those described on the person specification). After this, you
list your education, employment, interests and references.
The components are, in order:
1.
2.
3.
4.
5.
6.
7.

personal details
career objective statement
skills and achievements
education
employment
interests
references (if theres space otherwise, write references available upon
request)
8. publications and conferences attended if relevant

Advantages:

Perfect for career changers since it highlights the skills you offer rather than
the jobs you have done
Good for those with career gaps as the emphasis is on skills, and the
chronological part of the CV is smaller and comes later
Since you tailor the skills section to match the person specification and job
description, this makes it very easy for the recruiter to shortlist you (provided
you explain your skills well!)

Disadvantages:

Modern style is not welcome in more traditional sectors, including academia

Career objective statements are liked by some people and loathed by others

Hybrid
The hybrid CV is a halfway house, and is a safe option if your career hasn't had too
many gaps, and you're not making an enormous career change. Whilst it follows the
order of a chronological CV, the skills section is larger and tailored perfectly to the
information given in the job description and person specification. You can choose to
include or omit a career objective statement on the first page.
The components are, in order:
1.
2.
3.
4.
5.
6.
7.
8.

personal details (no need for date of birth, gender or marital status)
educational details
professional associations
work history
professional development
knowledge, skills and abilities
interests
references (if theres space otherwise, write references available upon
request)

9. publications and conferences attended if relevant

Advantages:

Extended skills section allows you to explain fully how you meet the person
specification and can do the job as described.
Format is similar to the chronological CV, so you're at less risk of an employer
finding it too radical!

Disadvantages:

If you are making a radical career change, or have had a lot of career gaps, a
skills-based CV might be better.

Career objective statements yes or no?

A career objective statement is a couple of sentences at the top of your CV (below
your name and contact details) that says who you are, what your skills are and what
youre looking for in your career i.e. why youre applying for this job.
Here are a couple of examples.

Experienced biochemist with extensive technical and managerial skills seeks

laboratory manager position with an innovative company.
PhD graduate with excellent writing skills and broad science knowledge seeks
editorial position with an international journal.
In some career sectors, career objective statements are common. They provide a
very quick introduction to you as a person rather than simply a list of qualifications
and employment experiences.
As with the more modern CV styles, they are less common in traditional sectors such
as academia.
Competency statements
Not to be confused with career objective statements, these are sentences that
explain exactly where your skills came from proof that you have in fact got the skills
and experiences that you claim.
If youre submitting a skills-based or a hybrid CV, then include competency
statements on the CV. You should always include them on your accompanying
cover letter.
Make sure that the competency statements refer to the skills and experience
requested in the person specification and detailed in the job description. This is how
you use your CV and cover letter to persuade the recruiters that you can do the job.
Some examples are given below.

Examples of competency statements

(Taken from Brilliant CV What employers want to see and how to say it, Jim Bright
& Joanne Earl, Pearson Prentice Hall Business, 2005)
Highly motivated: I have a proven track record of achievement, both within
university and through extra-curricular activities. I have won numerous awards
throughout my academic career, but have still managed to maintain a balance with
social activities.
Sales market knowledge: I keep in touch with the market by reading sales journals
and magazines, as well as visiting supermarkets and other points of sale. Last year,
I completed a research project entitled What makes a supermarket tick: Best
placement or best product?, which looked at the dynamics of produce placement in
stores and the impact on sales.
Organisational skills: As a person who is involved in many different activities, I
have developed excellent organisation skills to ensure that I plan my time effectively.
This enables me to achieve maximum output in minimum time, as well as handle a
number of activities simultaneously.
Energetic: I am a person who is always on the go, as I am involved in a number of
activities. These range from academic to work-related to sporting, particularly team
sports. I am an outgoing person and enjoy being an active member of numerous
clubs and associations.
Communication skills: My diverse range of experiences at university, work and in
extracurricular activities has enabled me to acquire strong verbal and written
communication skills. As an outgoing person, I have also had numerous
opportunities to develop my interpersonal skills to a high level.

Responsible: As a person who has always been involved in a range of activities, I

have developed a responsible and mature approach to any task that I undertake, or
situation that I am presented with. I believe that these assets will stand me in good
stead for any future positions that I undertake.

CV Checklist
The CV is two sides in length

Publications, conferences attended, presentations given etc are in an appendix but

referred to in the skills section where appropriate

The words Curriculum Vitae dont appear!

All contact details are present and easy to read

Name is centred, bold and in large (~20pt text)

Address is left-aligned, phone, fax and email are right-aligned on the same lines

You have chosen the most appropriate style for your situation:

- chronological
- functional (skills-based)
- hybrid
Hybrid CV follows the order:

- personal details (no need for d.o.b, gender or marital status)

- educational details
- professional associations
- work history
- professional development
- knowledge, skills and abilities
- interests
- references (if theres space otherwise, write references available upon request)
Skills-based CV has a bigger skills section and it appears before the work history.
Headings are consistent

Theres plenty of white space

There are small gaps between related pieces of information and larger gaps between
different pieces

The same font is used throughout

Bullet points are used to summarise text, but not exclusively there are some
sentences to prove that you can write!

Underlining is not used

Only one side of the paper is printed on

There are no cartoons or dodgy clip-art

Theres no colour

high-quality paper has been used

Words to use and avoid on your CV

Good selling words:

overcame
controlled
applied
presented
attracted
contributed
improved
guided
persuaded
investigated
transformed
supervised

achieved
managed
defeated
founded
led
modified
analysed
conducted
helped
completed
introduced
illustrated

enlarged
delivered
eliminated
Instigated
initiated
specialised
coordinated
implemented
proved
compiled
finalised
outlined

developed
reorganised
engineered
created
established
expanded
trained
built
utilised
demonstrated
headed
selected

discovered
won
overhauled
directed
enjoyed
repaired
organised
designed
simplified
accomplished
constructed
monitored

carefully
efficiently
selectively
responsibly

decisively
consistently
creatively
flexibly

Words that can boost the power even more:

quickly
competently
effectively
assertively

successfully
resourcefully
positively
energetically

rapidly
capably
cooperatively
enthusiastically

Words with negative connotations that should be avoided:

avoided
tried
lost

failed
disciplined
dismissed

succumbed
attempted
withdrew

relied
abandoned
relinquished

conflicted
unsuccessfully
argued

Cover Letters
What are cover letters for?
Your cover letter accompanies your CV or application form in an application. A wellwritten cover-letter will highlight why you are applying for this position and why you
are the best candidate.
It will outline how you meet the essential and desirable criteria in the person
specification and will convey your enthusiasm for the job.
It will also explain how this job will fit in with your career plans, and explain any
career gaps or other things on your CV that may need more detail.

Make sure that you save the job description and person specification
carefully. If you have downloaded these from a webpage,
remember that the information will disappear once the closing date
for applications passes. You will need this information when you
prepare for your interview.
How long should they be?
The ideal cover letter is one side in length.
Paper and printing
Make sure that all printing is done on good quality paper and on one side only.
Employers will photocopy your application and then send the copies to the
shortlisting panel. Double sided printing risks getting missed out in the photocopying
process!

Dont be tempted to put your cover letter and CV on unusual

sized/coloured/patterned paper. Whilst it would be unfair of an
employer to disregard it for this reason alone, you want to avoid
irritating the shortlisters!

Tailoring your cover letter

To send a cover letter that has not been carefully tailored to the job for which youre
applying implies that you arent particularly interested in the job that youre applying
for, and its insulting to your potential employer.
Stories abound of applicants sending in cover letters addressed to people at other
organisations. At your level of employment this is not acceptable and you will need
to carefully tailor the letter to each application, meticulously checking that the
information relating to the job and the person to whom youre writing is correct.
Things to include
Start with the job reference written in bold across the top of the letter , e.g.:
Re: Postdoctoral Research position Ref: S38N4394

Use your cover letter to spell out exactly why you will be brilliant at this job (see
section on competency statements above). Mention relevant experiences,
qualifications and skills. If there are areas that you are lacking, state that you are
looking forward to expand your skills/knowledge/experience in this area, and that
this job gives you the ideal opportunity to do that. Explain how this job fits in with
your career plans.
Show that you have done some research about the organisation/group and say why
you are keen to work with them. Flatter them a little but not excessively.
Mention any other things that need explaining such as career gaps or motivations for
a career change.
Thank them for taking the time to read the letter and say when you are (and are
not) available for interview.
Things to avoid

Anything that sounds negative or suggests that you might be doubtful about
your ability to do the job. Sometimes these can slip in without you even
noticing be vigilant!
Anything derogatory about current or previous employers/colleagues.

Remember if you dont have every single piece of experience and knowledge that
they are looking for doesnt mean that you cant do the job brilliantly.
A statement such as:
although my lack of experience in cell culture might be a problem

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will convince employers that you dont have the experience for the job, whereas a
completely different message is conveyed by writing:
I enjoy learning new techniques and am looking forward to adding cell culture to my
suite of skills
Faithfully or Sincerely?
Use Yours sincerely when you have addressed someone by name.
Use Yours faithfully when you dont have the name, and have used a salutation
such as Dear Sir or Madam or to whom it may concern.
Cover Letters Checklist
Your cover letter has been written specifically for the job that youre applying for

The job reference number is at the top of the letter in bold type

The letter addresses the person by name if known, or uses Dear Sir/Madam if not

You have stated why you are the ideal candidate for this position

The letter draws attention to the significant skills that are listed on the person
specification

The letter conveys enthusiasm

The letter does not contain any negative statements such as although I have no
experience in this area

Any knowledge gaps are rather addressed as I am looking forward to expanding

my knowledge in this area rather than the more negative statement above

You show that you have read about the organisation and are interested in its work

You have explained any gaps in your career or other unusual things on your CV

You close the letter by thanking them for taking the time to read it

You have stated when you would and would not be available for interview

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Online applications
Why?
Many organisations offer the option of an online application. There are several
advantages and disadvantages:
Advantages
Quick

Disadvantages
Many organisations havent built in a save option,
so you have to complete it all in one sitting.

Employer can be very specific about the

information required, and how it should
be given

Technical glitches can mean that you lose your

work.

You can complete your application

anywhere and submit it instantly

It may be difficult to explain career gaps, or put in

other information if you are confined to a rigid
structure.

You receive instant confirmation that the

application has been received

Proof-reading on screen is difficult, so theres a

greater chance of a mistake slipping through.
Some do not have a final overview and edit
function at the end, so youll need to proof-read
each page as you go.
Space is often limited to a certain number of
characters, which means you have to be concise.

How to get around the disadvantages

answer the questions first in another application such as MS Word, and print
this out for proof reading.
paste the information into the online form at the last minute to minimise the
chance of crashing and loss of work.
if theres an option to attach a cover letter or other supporting information,
do so. Use this opportunity to explain career gaps and why you are the
perfect candidate for the job.
Proof-read each online page before clicking next. You may not have the
opportunity to return and make amendments.
use the word count facility in MS Word (or whatever programme youre
using) to check that you havent exceeded the maximum number of
characters for each box.

Make sure that you save the job description and person specification
carefully. If you have downloaded these from a webpage,
remember that the information will disappear once the closing date
for applications passes. You will need this information when you
prepare for your interview.

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Online applications an article from the Guardian Newspaper

(available at:
http://jobsadvice.guardian.co.uk/applications/story/0,,1182072,00.html.
accessed 29/05/2008)
David Williams
guardian.co.uk
According to some surveys, nearly two-thirds of companies now accept online applications
alongside paper forms.
Email is fast and informal, qualities not normally associated with the filling out of application
forms. But recruiters report that job-hunters can easily slip into the sort of bad email habits
that do not impress. These include rambling (because space is often not limited in the way it
is on a conventional form), and frequent occurrences of poor spelling and grammar. Many
online application forms do not have grammar or spell checkers. If this seems a calculated act
of unhelpfulness by the employer then remember, that is precisely what it is.
Employers want to know one of two things. Can you spell, and if you can't, are you
professional enough to find ways of checking it? Printing off a copy before sending it is
essential not only for proofreading purposes, but also because it allows applicants to look
back at what they have said if they are called for interview.
The unforeseen benefit of web-based recruitment lies in the fact that candidates have access
to far more information about their potential employers. Brochures may be highly branded,
but there is little information to be gleaned from the way they are presented. Websites,
because they are interactive, can tell you far more about how a company views itself and its
potential employees.
Good websites are not created by accident. A striking feature of the more successful websites
is the extent to which managers from corporate communications or marketing, IT and
recruitment have worked together as a real team. A poor website therefore reveals far more
about the organisational fault lines in a company than the well-produced brochure ever could.
By going fully online, companies can now put competency questionnaires, ability tests,
personality profiles and cultural fit indicators at the front end of the process rather than
placing them, where for reasons of cost they have always been, in the middle. This generates
fewer, but better quality applications through a mixture of self-selection and gentle rejection:
you can immediately see what sort of company you're joining, and if you don't fit the job
specification you'll find out straight away. In addition, the best sites provide quality feedback
to help you find a job that suits you better.
Whether you want to join a company or they want you to join them is no longer a decision
that takes months of careful mutual consideration. In the next year or two, for many
graduates, it could be something that happens within the hour in front of your PC.

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Interviews
Whats an interview for?
If youve got an interview, it means that your CV and cover letter have convinced the
recruiters that youve got the skills and experience to do the job. So why do you
have to go through the torture of an interview?
Besides checking out that you werent lying on your application, the interview
process underlines the importance of finding out who you are as a person and
whether you will fit in with the organisation.
Many times interview candidates that seem perfect on paper, are not employed
because their personality/attitude/way of working would make them completely
inappropriate for the organisation and the people that would have to work with
them!
Its an old clich, but still true - you really should just be yourself in an interview. If
not, and you get offered the job, you could be faced with maintaining the faade for
several years!
How to prepare
If youre going to give a decent performance at interview, youre going to have to do
some serious preparation. Here are the broad areas that youll need to work on:

print out and be familiar with the CV/Cover Letter/application you sent in
background reading about the organisation
research into the job and what it actually involves
predicting interview questions and preparing your answers
preparing the questions that you want to ask of the interviewers
putting together materials such as a folder of experience, list of points you
want to make, and any other supporting documents
practical preparations such as what to wear, how to travel, what to take with
you (see the checklist at the end of this handout).

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Predicting interview questions

Predicting the questions that you will be asked at interview is actually relatively easy.
With practice, you can predict around 80% of the questions you will be asked. If
you take the time to prepare this way, you will feel much more confident, and are
likely to give articulate and impressive answers that will satisfy the interview panel.
Firstly, you can always expect some general questions along the lines of:

What drew you to apply for this job?

Why are you the best candidate for this position?
What are you three main attributes that make you ideal for this position?
Whats your greatest strength and greatest weakness?
Whats the biggest challenge you have faced in your career so far? How did
you deal with it?
How does this job fit in with your career plans?

As with all of your job applications and preparations, this starts with the person
specification and job description. If youre lucky, these will be laid out for you, with
the person specification given in a table of essential and desirable criteria. If not,
you will have to pick these out from the job advertisement and create your own. If
you are unclear about anything, phone up the organisation and check. Theres
usually a contact telephone number for someone with whom you can have an
informal chat. Make a list of questions that you want answers to, and arrange a time
to have a good conversation with this person. You should do this anyway, but its
especially important if you dont have a rigid job description and person specification
to go on.
To predict your interview questions, follow these steps:
1. Take the person specification and look at the essential and desirable criteria
2. Think of one or two questions per point that you would ask to find out if the
person really did have those skills make the questions as hard and horrible
as possible
3. Look at the job description, and highlight the skills, knowledge and duties
4. Think of one or two questions per point that you would ask to find out how
well the person will be able to do the job. Again, make the questions very
specific, and as hard as you can.
Here are some examples:

15

Example 1. Clear job description and person specification

Lecturers/Associate Professors in Neuroscience, Molecular Genomics &
Reproductive Immunology

To undertake research of international excellence in an area of neuroscience,

molecular genomics or reproductive immunology, and maintain and stimulate a
research group in this area.
Lecture and supervise practical classes in mammalian systems physiology,
probably including aspects of cardiovascular, respiratory, renal, digestive and
neurophysiology at various undergraduate levels.
Assessment of coursework, practical reports and examination scripts and act as
an invigilator in examinations as required.
Undertake research student supervision at undergraduate and postgraduate
level.
Any other duties appropriate to this role as required by the Head of Division.

Qualifications/
Education
Skills/Training

Experience

Personal
Attributes

Essential
PhD in a related subject.

Desirable
Membership of an appropriate
professional body.
Good communication skills.
Postgraduate certificate in Higher
Good time management skills
Education.
Good IT skills.
Effective management of research
Knowledge required to teach in projects.
appropriate areas of undergraduate Strong track record of successful
courses.
research this is an essential
Ability to initiate and lead research.
criterion for the higher level post.
Proven ability to produce and publish Higher
education
teaching
research of an international quality.
experience.
Ability to use and develop appropriate
teaching materials.
A good communicator.
Well organised.
Ability to work in a team.

Possible questions

Describe your teaching and demonstrating experience. What have you learnt
that has made you an excellent teacher?
we are looking for someone with excellent communication skills. Convince us
that you are the person we are looking for.
Tell us about a time when you initiated and led research
We are looking for someone whose research is of international quality. Tell
us how your research outputs meet this criterion.
Tell us about some innovative teaching materials that you have developed.
How organised are you? Give us an example of a time where you had to
develop a well-organised system. What was the situation and what did you
do?
What role do you play in a team? What strategies to do use to manage a
team of varying personalities?

16

We are looking for someone with excellent project management skills. Tell
us about a project you have managed. What strategies did you use? What
challenges did you encounter, and how did you deal with them?

17

Example 2. Job description and person specification hidden in the job advertisement
Journal Editor, Nature Clinical Practice
The Nature Publishing Group is pleased to announce the launch of Nature Chemistry in 2009.
Following the success of Nature Materials, Nature Chemical Biology and Nature Physics, and
given the strength of the parent journal Nature, we fully expect Nature Chemistry to seize the
commanding heights of the chemistry-publishing landscape. As part of NPGs expanding
publishing programme in chemistry we are now seeking an additional Associate Editor, to be
based in our Tokyo office, to work on Nature Chemistry and a number of publishing projects
based in the Asia-Pacific region. Under exceptional circumstances, location in NPG's Hong
Kong office may also be considered for a candidate with a proven track record of editorial
experience working for a chemistry journal. Applicants should have a PhD in chemistry,
or an applied chemistry discipline, with demonstrable research achievements. Although
postdoctoral experience is preferred (not required), emphasis will be placed on broadly
trained applicants with a good knowledge of the chemistry community. Key elements of the
position include the selection of manuscripts for publication, and commissioning, editing
and writing other content for the journal and other publishing projects. The ideal candidate
will be able to demonstrate a good understanding of the East Asian research communities
(in particular Japan, China and Korea) as well as being fluent in English and preferably
(desired, but not required) an Asian language (Japanese, Chinese or Korean). This is a
demanding and extremely stimulating role, which calls for a keen interest in the practice
and communication of science. The successful candidate will, therefore, be dynamic,
motivated and outgoing, and must possess excellent interpersonal skills. The salary and
benefits, will be competitive, reflecting the critical importance and responsibilities of this
position. Applicants should send a CV (including their class of degree and a brief account of
their research and other relevant experience), a News & View style piece (no more than 500
words) on a recent paper from the chemical literature, and a brief cover letter explaining their
interest in the post and salary expectations.

Person specification inferred from the job advertisement:

Essential
PhD in chemistry, or an applied
chemistry discipline
demonstrable research achievements
broadly trained applicants with a
good knowledge of the chemistry
community
good understanding of the East Asian
research communities
fluent in English
Able to work under pressure
Dynamic, outgoing person
Self-motivated
excellent interpersonal skills

Desirable
editorial experience working for a chemistry
journal
postdoctoral experience
Fluent in an Asian language

Job description inferred from advertisement

selection of manuscripts for publication
commissioning, editing and writing other content for the journal and other publishing
projects

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Possible questions
1. Convince us that the experience you have so far will make you a brilliant
editor for this journal
2. We only employ people with excellent research achievements. Convince us
that you are one of these people.
3. Were looking for someone with a good knowledge of the Chemistry
community. How would you describe the extent of your knowledge in this
area?
4. Where has your knowledge of East Asian research communities come from?
5. Give us an example of a time when you had to work under extreme pressure.
What was the situation and what did you do?
6. We are looking for someone who is dynamic and outgoing. Give us an
example of a time when you demonstrated these qualities in the workplace
and generated a successful outcome.
7. Tell us about a time when you had to draw upon your self-motivation to get a
project completed. What did you learn from this experience?
8. We have a close-knit team here and are looking for someone who has
excellent interpersonal skills. Tell us how you measure up.
9. Tell us how your experience so far means that you will be able to select
quality manuscripts for publication (this question from the job description)
10. We are looking for someone who can write in a number of different styles.
Tell us about the variety of writing that you have done. (this question from
the job description)

The Weakness Trap

often, an interviewer will ask you to describe a weakness you have. This is the point
where many candidates go to great lengths detailing their failings and shortcomings
- and talk themselves out of a job.
To stay clear of The Weakness Trap, you have two options:
a) describe a weakness that in some cases might be a disadvantage, but
will be an absolute advantage in this particular job.
For example, if you know that the job is going to be very busy and involve multiple
projects and lots of deadlines, you might identify that you can sometimes get bored
if you aren't given enough challenges. Whilst getting bored could be considered a
weakness, in this particular job it suggests that you will thrive under pressure and
enjoy the challenges of being involved with more than one project at a time.
Take care though with this kind of answer. To make a success of it, you need to
know a lot about the job and be sure that your weakness defintely won't be seen as
such by your interviewers.
Another commonly used one is "I'm a perfectionist". This one has been used so
many times that it's something of a cliche, and employers may not believe you

19

(especially if they found even the tiniest typo in your cover letter!). Also, whilst being
a perfectionist is good if you're a proof reader, in other jobs excessive perfectionism
can hamper progress and damage relationships with colleagues. Think carefully
before you use this cliche.
b) talk about a weakness that you used to have, and how you overcame it.
This is a much better option.
Although you're strictly not answering their question, it's actually what they want to
hear. By talking about a weakness that you used to have and what you did to
overcome it, you demonstrate a number of desirable qualities:

self awareness
desire for personal development
taking opportunities to improve
reflection on your development

Everyone has weaknesses, those that are mature enough to acknowledge them and
work on them make much more desirable employees than those that stubbornly
deny they have any development to do.
Interview presentations
Interview presentations allow employers to

assess your presentation and communication skills

find out about your work/skills/plans for the job (or whatever they have
asked you to talk about)
find out how you deal with tricky questions
see how you deal with any unexpected problems such as technology failures
see how well you have prepared for the interview

Even if you are simply asked to talk about your research, remember that this is an
interview presentation and not a conference one. Your audience are very different.
Whilst you will be keen to impress them with your research prowess, remember that
other things such as how good youll be at the job, and how well youll fit in with the
organisation are important too. Here are some tips on making your presentation
appealing to the interview panel:
1. State how your research relates to the job you are applying for. This might
be easy if you are applying for a position that follows logically on from your
current research. It might be more difficult if you are making a career
change. Nevertheless, you still need to convince the interviewers that there
is some thought and career progression behind your application (even if there
isnt!). It might be that you say that whilst you enjoyed your research and it
has given you a number of skills, you are now ready to move on into another
employment area.
2. Dont try and cram several years of experimentation into your presentation.
You may have to give the main points only. Further information can be
prepared as a handout, to which you can direct enthusiastic audience

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members.
3. Throughout your presentation, say how the experiences/techniques gained in
your research will relate to or have prepared you for the position you are
applying for.
4. Answer the question! It sounds obvious, but its amazing how few people
actually do. Academics are so used to simply standing up and talking about
their results, that if they are asked for example, to describe how their work
contributes to the position they are applying for, they simply fail to do it.
5. Think about the questions you might be asked at the end of your
presentation and prepare answers for them.
6. Rehearse your presentation and time it. Over-running in an interview
presentation says terrible things about your organisation and timemanagement skills.
Internal interviews
Internal interviews can be a minefield you may find yourself being interviewed by
people you already work with, and it seems unnatural to talk to them in the formal
and descriptive way that is required for an interview. Nevertheless you must. Here
are some general tips for internal interviews.

Prepare as diligently as for any other job, know your stuff, dress formally and
be on time.

Even if you know that your interviewer knows that answer to the question
they are asking, answer it completely anyway. They will be comparing your
answers to those given by external candidates, and if you dont give the
correct information in your answer you wont be credited with it.

Wait for the outcome of the interview as you would for any other job. Dont
bound up to the interviewers office and ask them when youll be starting the
job!

Telephone interviews
If youre applying for a job overseas then chances are youll be offered a
telephone interview.
Additionally, some organisations use telephone interviews as a screening
process. Candidates successful at the screening stage will be invited to a
face-to-face interview later on.
There are some differences between a telephone and a face-to-face
interview, and youll need to prepare well. The following tips should help you.
Preparation
Prepare as you would for a face-to-face interview (see accompanying
interview preparation checklist).

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Make sure that you have the CV and cover letter/application form that
you sent in front of you.
Prepare a list of things that you want to draw the interviewers
attention to and any other memory-joggers.
Practice any key words and phrases that you want to get across.
Have a notepad and pens to hand check that the pens work.
Find out how your voice sounds by recording yourself and listening to
the recording. Is there anything that you need to do alter? Some
people have a habit of mumbling/speaking too fast/not pronouncing
their consonants. You might also notice some habits you have e.g. a
nervous cough that need to be tempered.

Practicalities
Avoid using mobile phones for telephone interviews. They often have
strange echoes, delays and often drop calls or break up a disaster
during a telephone interview.
Make sure your mobile phone is switched off or in a different room, so
that it doesnt start ringing in the background. Make sure
Consider getting a phone with a headset rather than holding the phone
against your shoulder whilst you write or look through documents.
Make sure that the phone number you have given is correct and that
the line, ringer etc are all working.
If theres a time-zone issue, make sure you triple-check the time of the
call.
Remove any embarrassing answering machine messages, and brief any
housemates that may otherwise get to the phone before you do
Ensure that the place where the phone is located is quiet and you
wont be disturbed put a note on the door telling any housemates or
family members to stay away.
Make sure that the phone works well and isnt quiet or hissy (cordless
phones never seem to give as good a sound quality as phones with a
cable, so avoid them if you can).
If you have a call waiting feature on your phone, turn it off.
During the interview
At the beginning of the interview, you will be introduced to the panel.
Make sure you have heard their names correctly by repeating them
back, and make a note of these on a pad in front of you.
Smile this can actually be heard in your voice and it conveys a
positive attitude.
Dont smoke, eat, drink or chew gum during your interview!
Listen very carefully to the questions you are asked dont be afraid to
ask for clarification if you dont hear or didnt quite understand what
they are asking.
Speak in a clear voice and answer the interviewers questions precisely
Make sure your voice sounds controlled and professional, but also
confident and enthusiastic about the work.
Avoid rustling of papers.
The sound of tapping on a computer keyboard (even if its someone
else in your office) will make the panel very suspicious.
If you are asked to repeat something, try to do so using the same
words that you used the first time, rather than rephrasing.

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At the end of the interview, say again why youll be great at the job
and that you are very interested in working with the organisation.

Take extra care

Body language, which is a very important part of your communication,
will obviously be missing. Your interviewers will be paying particular
attention to the sound of your voice. You will need to convey your
enthusiasm and confidence in your voice.
Dont be put off by silences the interviewers will be making notes of
what youre saying. When you can see them doing in a face-to-face
interview, its less of a problem to wait for them to finish. In a
telephone interview, youll just have to wait. Dont be tempted to fill a
silence with things you didnt intend to say!
Things to take into the interview with you
1. Questions to ask your interviewers
At the end of the interview, you will be asked if you have any questions for your
interviewers. This is your chance to find out what the job would be like and what
will be expected of you. Dont waste your time by asking questions about
holidays and salaries that the HR person would be able to answer on your way
out. Ask some really serious questions to probe whether the people and the
organisation are the kind that you would want to be around. Here are some
example questions that should give the general idea:
-

how does this job fit in with the department or division?

what do you think my greatest challenge will be in this job?
what are my top three priorities in this job?
what will be expected of me in the first three months in post?
how would you describe the culture here?
what is important to senior management here?
what is your preferred method of communication (e.g. chat over
coffee, formal meetings every 3 weeks)
who are some of the successful people in the organisation and why?
(to your potential manager) how would you describe your work style?
what would you expect of me in the first three months?
how do you like communicate with and receive information from
people that report to you? How often?
what are your top three values
who would you describe the ideal relationship you could have with
someone who reports to you?

2. Folder of experience
Useful if you suffer from your mind going blank when youre nervous.
Take the person specification and job description and create a page for each of
the skills areas, e.g. communicating with difficult people, managing time
effectively, negotiating, prioritising. Then think of a situation where you
demonstrated that skill. Write down what the situation was, what you did, and
what the outcome was. Then when you are asked about it in the interview, you
can open your folder if your mind goes blank.

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Its polite to ask at the beginning of an interview if you can use the folder, but
most interviewers will agree and will be impressed at your level of organisation
and preparation.
3. Top ten must remembers
Another memory aid. List the top ten experiences/skills that you must tell the
interviewers about. Cross them off as you mention them and make sure you get
through them all.
Interview checklist
Panel Interview
I have predicted as many interview questions as I can by looking at the person
specification

I have predicted as many interview questions as I can by looking at the actual

job description

I can answer all of the above questions well, using examples from my previous
experiences

I have studied/made notes on areas that I am a bit weaker on

I have prepared my folder of experience* - I know whats in it, and its easy to
find the page I want

I have a list of questions that I am going to ask at the end of the interview

I have printed my CV/cover letter/application form, and its exactly the same
version as the one I sent in when I applied

I have read the website and other information about the employer

I have a reminder list of things that I must mention about myself and my
experience

I know who is on the interview panel and have thought about what their issues
and interests might be

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Presentation
I have thought about the question and what the interviewers are looking for

I have checked that I have read the question properly and understood it

I have prepared a presentation that answers the question completely

My presentation follows the format introduction, body, summary

I have double-checked my presentation for typos

My presentation is visually clear and Ive resisted the temptation to put in too
many animations!

Someone else has checked my presentation for typos

I have timed the presentation and it is the right length

I have practised my presentation three times by myself

I have practised my presentation at least once in front of another person

My presentation is backed up on more than one medium (e.g. memory stick,

CD, emailed in advance)

Practicalities
I know exactly where the interview is to be held and at what time

My travel arrangements will give me plenty of spare time

I have the telephone number of the interviewer or their assistant should a

problem arise

I have decided what clothes to wear, and they are clean and ready

I have my wallet and enough money to pay for train tickets, taxis etc

I have made a checklist of all the things I need to take with me (e.g. map, folder
of experience, list of questions, list of things I must mention, USB stick and CD
containing presentation, enough handouts for the audience)

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For more information

Contact Hilary M Jones, Skills Development Coordinator.
K1 admin area
Tel: (01904 32) 8740
hmj500@york.ac.uk
Hilary offers a number of services relating to your career and skills development.

assistance with the job application process

Mock interviews and interview preparation
Outreach activities
One-to-one careers appointments
Contact finding service
Organisation of Coffee & Careers
Organisation and delivery of a range of skills training courses

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