Tips on the Resume Creation Process

Transcription

1 Tips on the Resume Creation Process How exciting! You ve found a job posting or expression of interest for a position you are very interested in. You know you would make an excellent candidate, but you are wondering: How do you put your best foot forward??? STEPS Use the following step-by-step process to guide you: #1 #2 #3 #4 #5 #6 #7 #8 - Consider who will be reviewing the application - Read, understand and analyze the job posting - Research! Research! Research! - Understand what to include in the cover letter - Create a resume that will get you results - You ve created the resume and cover letter now what? - What happens next? the resume screening process - What to do if you get a call for an interview STEP # 1: Consider who will be reviewing the application People who may be looking at your resume are: Pre-Screener: Knowing who will be reviewing your resume will help you decide on the format and content of your application. The choice you make will directly affect your chances of being offered an interview. In order to make the hiring process more efficient, a list is made of all required skills, knowledge and experience based on the job advertisement. Each application is then examined to see which applicants have the basic requirements. This person is not always familiar with the position or the industry. Therefore, it is important to highlight the qualifications using the same language as in the job posting and make the information easy to find. Hiring Manager: Address your cover letter to this person. It is important to relay your work ethic and style in your cover letter and be able to create an impression of the type of employee you would be, should you get the job. The Interview Panel: The Interview Panel can include a broad range of people. In addition to the hiring manager, the panel may include a human resources representative, a client or stakeholder they would work with, or a colleague. It is important to reflect aspects of what you have to offer to each person in the resume. Usually less than one minute is spent on screening an application. It is up to you to give the screener a good reason to take a closer look! 1

2 STEP # 2 : Check ( ) each box for the tasks that you ve completed: Consider the Deadline Read, understand and analyze the job posting. The job posting is your greatest source of information when applying for a position. Grab a pen and a copy of the job positing. Submission deadlines vary depending on the position and the format you are submitting your application. Should you need more time to finalize your application, you may want to create your application in the format that can be submitted at a later time. For example, for one particular posting, applications submitted by are due at 4:30pm while applications submitted by fax are due at midnight. Applications submitted by in person are usually due by 4:30pm because each is stamped with the date it was received. Note which qualifications are required and which you only need knowledge of : As you read through the qualifications section of the posting, note which are required and which only need knowledge of a specific area. You must address each required qualification in the application with a concrete example of your experience. While those that are listed as knowledge of, only asks that applicants are aware of the information. Even if exposure to the information is minimal, list it show that you do have knowledge of the subject at hand. Find the Number of key requirements found under the Qualifications section Read through the Qualifications section of the job posting. For each qualification, put a number beside it. For example: (1)Grade XI, (2) plus four years experience in a customer service environment working effectively with high volum e transactions and m ultiple processes. The successful candidate must have: (3) superior customer service orientation, (4) excellent verbal communication skills and (5) written com munication skills, (6) teamwork attributes, (7) strong interpersonal, (8) analytical and problem solving skills. (9) Knowledge in the interpretation and administration of government programs, (10) legislation and regulation, specifically those administered by Service Nova Scotia and Municipal Relations, and the (11) ability to deal diplom atically with mem bers of the public while providing quality customer service in a fast-paced changing environment are requirements of this position. Breaking down the qualifications section identifies each point that must be addressed in your application. The following steps will address how to best utilize this process. Find and number the key requirements found under the Duties section Occasionally qualifications are listed under the Duties section. Review this section for qualifications and number the additional requirements as you did in the previous step. Highlight the language used Since the person screening the resumes may not be familiar with the position or the industry, it is important to use the same terms used in the job posting. For example: do not use alert to the needs of the public when the posting states customer service orientated. 2

3 List each requirement When you create both your resume and cover letter, it is important to list each requirement in the following order: 1. Education 2. Qualifications 3. Duties When hundreds of applications are screened in a short period of time, it is important to have each qualification easy to find. The harder you make it to find the pertinent information, the less chance you will have at being selected for an interview. This is the order that screeners typically have the requirements listed in. Choose your best example On a separate sheet of paper, list each requirement you identified in the job posting in the order suggested. Beside each requirement, list one to three of your best examples of the information requested. For example: 1. Grade XI Education: a. Graduated from Halifax Regional Secondary School 2. Four years experience in a customer service environment working effectively with high volume transactions and multiple processes: a. Administrative Assistant for the Government of Nova Scotia in the Department of Tourism, Culture and Heritage b. Business Coordinator for the Government of Nova Scotia in the Department of Tourism, Culture and Heritage STEP # 3: Once you ve completed steps one and two, you are ready to start researching. Check ( ) each box as you have found each of the following: Research! Research! Research! The name and proper title of the hiring manager The organizational layout of the department The names and titles of the people on the work team General information about the department and projects being worked on Information which directly relates to the duties and responsibilities of the position Up-to-date industry information This information can be found by looking at the following: The website for the Government of Nova Scotia Newspaper articles Press releases Public reports such as the departmental business plan A departmental contact 3

4 STEP # 4: What should you do next? Understand what to include in the cover letter The Cover Letter gives you an opportunity to tell prospective employers why you would be the best candidate for the position. Advertising your strengths and assets is the main purpose of the letter. Therefore, it is important to include all necessary information to address each of the requirements. While a one-page cover letter is desired, expanding it to a maximum of two pages may be necessary to address each point. Also, make sure the font size is 10.5 or higher reducing the font size to fit everything in makes it difficult to read. Write the body of the letter Start by writing the main content of the letter where you address each requirement. This section could start with the phrase: Please allow me to highlight my qualifications: In bullet form, state the required qualifications with the accompanying information or examples in the order you had previously listed. For each, briefly outline your significant skills, abilities, experience and how this will make you successful on the job. Bulleting each point makes it easier for a screener to find evidence of the qualifying skill or experience required to move a candidate onto the next stage in the application procedure. It also makes it easier for you to check to see if you have addressed each requirement. Write the introduction to the letter It is important to engage the reader to want to continue reading your letter. You will want to address how you learned of the opening and explain why you are interested in working for the department. Write the conclusion to the letter Close the letter with a summary of your skills-set and a call to action. For example: If you are looking for a professional, detail-oriented Business Manager, consider what I have to offer. I look forward to the opportunity to discuss my qualifications and experience with you at your earliest convenience. I can be reached at Make sure your resume backs what you are saying in your cover letter. For example, saying you have ten years of customer service experience when your resume only shows five will get you screened out of the competition. Format the letter To appear professional, complete the following: Double-check your spelling and grammar Address the letter to the hiring manager Date the letter for the day you are submitting it, not the day you wrote it Add a salutation such as Sincerely yours at the end of your letter. Remember to sign your name if you are submitting it by fax, by mail or in-person. Include your name and contact information on each page in case the pages get separated Number each page Double check your spelling and grammar (yes do it at least twice) 4

5 STEP # 5: Create a resume that will get you results Answer the following questions: Resumes serve one purpose To showcase your potential as an employee by summarizing your skills, knowledge and abilities to a prospective employer. It is important to include all information relevant to the position in a clear and concise manner. There are a variety of resume formats and styles. The one you choose will depend on the posting and the industry. Answer the following questions to ensure that your resume makes an impact on each person who views your resume. Depending on the job and industry, you may want to use a combination of these two styles to emphasize the information you would like to relay. What style should I choose? The style you choose should depend on the position, industry or preference of the employer. If you aren t sure which style you should use, ask someone in the industry which style they use or research industry specific styles on the internet. Your ideal choice is a styles which best highlights your skills, knowledge and abilities. Chronological: This style of resume focuses on listing the responsibilities you have held in past and current positions. Positions are listed in reverse sequence, starting with the most recently held position. This is a good format for people who: have held positions for long periods of time have few gaps in their resume have had numerous, reoccurring responsibilities are looking for junior or entry-level positions For example: Business Coordinator Department of Tourism, Culture and Heritage, Government of NS May 1999 to present - Supervised 12 employees within the department - Deposited accounts receivable for the department daily Administrative Assistant Department of Tourism, Culture and Heritage, Government of NS June 1995 to April Entered accounting information accurately into database - Balanced the daily account receivables for the department 5

6 Accomplishments-Based: This style of resume focuses on providing proof of the results you were able to achieve while attending to your responsibilities. Positions are listed in reverse sequence, starting with the most recent position held. For each position, write a short paragraph summarizing your responsibilities followed by a bulleted list of accomplishments you would like to highlight. This is a good format for people who: are looking for intermediate or senior positions have held progressive positions have worked on several projects that have been completed can use statistics to quantify their accomplishments For example: Business Coordinator Department of Tourism, Culture and Heritage, Government of NS May 1999 to present Responsibilities: Managed all general operations of the office, which included forecasting and developing the budget, controlling inventory and related costs, placing orders for supplies and the management of 12 employees. Accomplishments: Created and implemented a computerized inventory control system which resulted in 45% in cost-savings. Implemented a monthly employee appreciation day, which decreased absences by 80%. Administrative Assistant Department of Tourism, Culture and Heritage, Government of NS June 1995 to April 1999 Responsibilities: Provided administrative support for three managers within the department including processing employee forms, daily accounting procedures, answering the telephone, and drafting letters. Accomplishments: Instituted a user-friendly filing system which increased personal productivity by 40% Audited the employee database for accuracy and made corrections resulting in $40,000 of savings within the first year and $60,000 in the second year. The Fair Hiring Policy The Government of Nova Scotia has a Fair Hiring Policy whereby all hires are based on merit. Under this Policy, each application is processed through a paper screening procedure where the screener must compare each application to the list of qualifications in the job posting. Each application is judged on what is stated in the resume only. Therefore, you should always remember if you didn t state a specific point of accomplishment in your resume, it won t be considered. For example, if the job posting states that the position requires a high school education and you do not state that you are a graduate, it cannot be assumed that you did. For more information on the Fair Hiring Policy, please visit the Government of Nova Scotia s website at: 6

7 How will the application be submitted? Ensure the employer receives the resume in the format you intended it to look by taking the following precautions: 1. Electronically (by ) use simple formatting (for example when numbering the pages) and an easy-to-read font to ensure that information is not lost (such as Arial ). 2. By Fax Choose a plain font that is at least 11 points. 3. Hard Copy Choose a heavy, good quality, clean white paper. What sections should I include? Sections of your resume should appear in the following order: 1. Employment Objective and/or Summary of Qualifications (only use with functional resumes). 2. Education 3. Work Experience 4. Professional Training & Development 5. Awards & Achievements (if applicable) 6. Association of Memberships (if applicable) 7. Volunteer Experience (if applicable) Listing the sections in this order helps those screening your resume to quickly find the examples of the qualifications they are looking for. How long should the resume be? Your resume should be a clear and concise document that is two to three pages long. However, it is more important to address the required qualifications in the postings than not. Therefore, make it as long as it needs to be to ensure that you have properly sold your skills, abilities and knowledge. The resume should be no longer than six pages. If your resume is longer than three pages, let your reader know the purpose of doing so. You can include a statement such as, In order to address the breadth of my experience, I have submitted a six page resume. The length of your resume will also depend on several factors including: # The position may require you include more information. Include as much information as is needed to address each qualification requested. # The magnitude of the position may require you to consider sending in a full C.V. which lists all of the positions you ve held. Deciding what should be included on your resume is a complicated process requiring you to make critical decisions. When in doubt, call your Human Resources Department for advice. 7

8 What should I write? Each aspect of your resume should be designed to sell yourself as the candidate of choice. Here are some guidelines to follow: Back up each qualification listed in the job posting with an example. Remember: if you don t say or show you have the skills or experience required, the employer cannot assume you have the skills. Only list relevant information pertaining to the job you have applied for. This means editing your resume for each job you apply for. Use result statements to prove you have the skill stated which could include information such as statistics or qualitative statements. For example, compare the difference in the impact of the following statements: A. Created a Back-Care Program; OR B. Created a Back-Care Program for 15 employees which resulted in a 75% decrease in back-related injuries within the first year. How should I write the information? The words you choose and the statements you make are a direct reflection of you as a candidate. Ensure you keep the following in mind: Lingo: Use industry key words throughout your resume and be careful of abbreviations. Use the Same Words: Applications are not always screened by someone who has full knowledge of the position. Therefore, it is important to use the same wording used in the job posting. Keep It Simple: Be concise and straightforward. If you are too wordy, the reader may not understand what you are trying to tell them. Use action words: Create an impact on the reader by using action words. The following are a small sample of words you may want to use: accomplished developed facilitated launched achieved diagnosed forecast managed addressed directed formulated negotiated administered diversified generated overhauled chaired eliminated implemented persuaded coached engineered improved projected coordinated established increased published decreased evaluated influenced researched designed executed initiated revitalized Should I include references? References should never be included with your resume. At the bottom of your resume, state References available upon request. Have your list of references ready to take with you to the interview. What is the final step? proof read! Read through your resume several times to ensure you do not have any spelling or grammar mistakes. If possible, ask a friend to read through it as well. 8

9 STEP # 6: You ve created the cover letter and resume now what? When you are done Reread your resume as if you were the employer. Be critical and ask yourself: Does the information make sense? Do I address each of the skills and experience they are asking for in the posting? Would I be interested in interviewing this person after reading the resume? Necessary items to add There are three pieces to include in your application: Ensure the competition number is on both the cover letter and the resume. Number the pages in the format to include the total number of pages. For example, page 2 of 4. This will notify the person receiving the applications how many pages were sent and ensure they will receive your entire application. Your name, employee identification number and telephone number should be included on each page. There are two reasons this is helpful. One: Should the pages of your application be separated, they can easily be matched up. Two: As each person reviews your resume, it acts as a friendly reminder as to whose resume they are looking at. To be considered as a bargaining unit applicant for bargaining unit positions, it is important to identify yourself as an internal applicant by including the statement, I am a member of NSGEU, Employee # Before you send it Reread the application to ensure there are no spelling or grammar mistakes. If possible, have another person read it. Confirm where the resume is to be sent before sending it. You want to ensure the right person receives your resume on time. If you are sending it electronically or by fax, it is a good idea to send a hard copy by mail. (Hint: Note you are sending a hard copy in your cover letter to ensure you are not considered for the job twice.) Include the competition number and title of the position on the fax cover sheet or the reference line of an . SEND IT! 9

10 STEP # 7: What happens next? the resume screening process The steps in the resume screening process are: STEP A The collection of resumes Once the resumes are submitted, a lengthy resume screening process is initiated. There are several steps in this process. The process has been outlined to help you to understand the internal processes and the considerable amount of time taken to screen the resumes. As a provincial organization, applications are accepted at Access Centers from across Nova Scotia. Once a week, all applications are couriered to the Public Service Commission in Halifax. When all applications have been received, they are sent to the Human Resources Department. The person reviewing the resumes may not even receive the resumes until one week after the competition is closed. This adds to the amount of time it will take to find out if you were granted an interview. STEP B Tracking of applications Each application received must be keyed into the Human Resources Departmental database in order to track each application. This aids the Human Resources Assistant in providing you with information should you decide to call to learn where your application is in the process. STEP C Initial screening of applications When the applications are received, a person will screen the resumes using the criteria listed in the job posting. Anyone who does not demonstrate all of the skills and qualifications requested is usually screened out and eliminated from the competition at this point. Only bargaining unit members will be considered for a bargaining unit position unless there are not any suitable candidates. Government of Nova Scotia employees who hold positions such as MCP (Management Compensation Plan) or AS (Administrative Support) are not bargaining unit members. Casual positions are not bargaining unit positions either. The internal process of reviewing bargaining unit applications and interviewing can take from two to five weeks. If no suitable candidates are found or the position is a nonbargaining unit position, the process may take even longer. Diagram A outlines the process. STEP D Applications are sent to the hiring manager The hiring manager will receive all applications that met the basic requirements. The hiring manager will then review the applications and shortlist candidates to interview. STEP E Short lists are approved by the human resources department A Human Resources representative will review the candidates selected by the hiring manager to ensure those chosen to be interviewed meet the requirements. Confirming stated information is done at this time. For example, if the position is a bargaining unit position, the human resources representative will confirm that each candidate is in fact a member of the bargaining unit. 10

11 STEP F Schedule panel for interview STEP G Interviews are scheduled Consider your own busy schedule and how difficult it could be to block one to three full days for meetings. Candidates who were granted an interview will only be called. If you want to call to find out the status of the competition and a sufficient amount of time has passed, the appropriate person to contact is the Human Resources Assistant. STEP # 8: Contact your Human Resources Division to ask for a copy of the Tips for the Interview Preparation Process. What to do if you get a call for an interview When interviews are being scheduled, prepare to have as little as three days notice. In some cases, less notification may be given and you should be prepared. It is good practice to start preparing for the interview as soon as you have submitted your application. For more information on interviews, please contact your Human Resources division for a copy of the Tips for the Interview Preparation Process. Good luck! 11