Application Forms Guide

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1 Application Forms Guide On the face of it, application forms may seem straightforward but there are hidden depths! It is essential to be able to complete them successfully. In fact, employers often make them hard and for good reason to test your commitment in completing them, and to deselect on poor answers. This handout will help you to: understand the main purposes of application forms complete the relevant sections in a way that could give you a vital edge appreciate the main Do s and Don ts of good application form writing Application forms are used by recruiters to standardise their application processes. This promotes fairness and simplicity very useful for those employers who receive very large numbers of applications. They also look for your ability to follow instructions so make sure that you are aware of and follow any specific instructions related to the completion of the form. Most large employers now use online systems, which require the completion of a web-based template sometimes within a specific timescale once started. Some employers may also ask for other documentation, for example a CV, to be sent by or uploaded on to a website. Paper-based application forms are still occasionally used. An application form will be the first impression that the recruiter will have of you so make it count. Check your spelling and grammar! An employer will only read your application for a few moments! How to put together the material for your application forms The first task is to read through the forms fully so that you understand exactly what the employer requires. Research the organisation by looking through their website and any other information that you may have about them. Some employers supply job descriptions and person specifications along with application forms and they provide valuable information to help you to fill in the forms. The Person Specification basically describes the type of person they are looking for so use the details provided as a guide to designing your responses. It will tell you what are the essential and desirable requirements for the job and it is your responsibility to demonstrate how you meet those requirements. As the wording implies, essential requirements are those that all applicants must meet in order to be considered for an interview and your ability to meet the desirable requirements will help the employer to differentiate between candidates Job Descriptions outline the key duties and nature of the role. If no person specification is provided, use any information you can get about the role to create your own lists of skills and abilities required and use these to complete the form. Alternatively you could look at job 1

2 profiles on or on the National Careers Service website for information on the typical entry requirements for a range of graduate and non-graduate roles. Skills you may be asked to demonstrate on an application form may include: team working, communication, leadership, problem solving, creativity, decision making, organising, planning, business awareness. So think through the evidence you can use to demonstrate such skills. When doing your research, make sure you only use reliable information about the employer. Do not rely on speculation or rumours you may have heard to find out about an organisation. During your course you will be doing some Personal Development Planning (PDP), and possibly organising your efforts in an e-portfolio. This process is very useful in helping you to reflect on your achievements and skills. Use these notes to start to gather evidence to help with writing CVs and completing application forms. If you need to build records from the beginning, start by writing down what you have been doing, perhaps starting with your degree: course units, final year project, important achievements, skills acquired and so on. Then write down details of any placements, part-time jobs, voluntary work, external interests and so on. Write as much detail as you can rough notes will be fine to begin with. If you record and maintain these notes as an Evidence Bank you will be able to use this to inform any subsequent or future applications you might make. Once you have collated your evidence you can then pick out the items that may be of relevance to the sorts of information needed for your application form this is how you start to target your answers. Look for any maximum word counts indicated by the employer. In some online forms the field will stop accepting text automatically when a word limit has been reached. With others, it may be up to you to ensure that you are not typing or writing more than has been asked for. Count the words if necessary and do not exceed any stated limits! Questions you may encounter Most application forms ask for a range of basic information such as name, address, work and education history, and qualifications. Although, the basic information is easy to supply, it is important to ensure that any information such as titles of course, level of qualifications and dates of employment are recorded correctly. Make sure that any time gaps in your work and education history are explained. They may also ask you to complete some questions designed to test your suitability and motivation for the role. These will require more thought and planning and are discussed further below, for example: The employer will probably want to know why you want the job. Most application forms will include a section asking applicants to talk about why they are interested in the role in question. Employers only want to recruit people who are genuinely enthusiastic about working in their organisation and it makes perfect sense to ask applicants to explain their interest. These questions must be answered fully and must convey a strong interest and some understanding of the role and company. So, you will need to provide evidence of this.

3 Competency-based questions The word competence (or competency) is very popular among recruiters and means skills in the context of relevant skills for a particular job. Therefore, when employers talk about competencies they are referring to the job skills they need applicants to demonstrate. Typical skills or competencies sought by recruiters can include: the ability to work in teams, commercial awareness, problem-solving skills, communication skills, IT skills, aptitude for leadership, ability to manage multiple tasks and so on. Competency-based questions are often used in application forms, and in interviews, to assess whether an applicant has the skills required. Examples of questions Tell us about a time when you had to lead a group on a specific task. What did you do and what was the outcome? Provide details of an occasion when you had to persuade others to accept a particular viewpoint. What approach did you follow and what was the result? Use the STAR technique to help you with competence-based questions. This is a simple approach based on providing the following information: Situation or context of the particular example you are providing. Task what you had to do to achieve the desired result. Action what you actually did. The important word here is YOU. They want to know about your contribution so concentrate the bulk of your answer on this aspect; Result what was the outcome? Now try the following example so that you can practice working with this type of question using the STAR technique: QUESTION: Can you identify a time when you needed to be able to show that you could manage a number of tasks at once. How did you prioritise what you did and what was the outcome of the strategy used? SITUATION: While working at X company, having to complete my final year project and also act as the Secretary for the University Athletics Society, I needed to balance these challenges and observe numerous deadlines. TASK: I had to achieve sales targets whilst in my part-time job, keep to a research schedule for my dissertation and organise both local and regional athletics meetings as part of my remit for the athletic club members. ACTION: After discussions with relevant parties, I was able to assess the scale of the tasks and through the use of a spreadsheet, I was able to identify the commitments and decide upon appropriate timings in order to ensure that each objective was satisfactorily met within the relevant deadline RESULT: All tasks were completed to a satisfactory standard and within agreed deadlines You may be asked to reflect on your answer. The interviewer may follow up with a question, What did you learn from this experience? or Would you approach the tasks differently in future? Remember to record your practice answers in your Evidence Bank to help you when planning for actual application form questions. It is important though that you do not just cut and paste answers from one application to another, as this is unlikely to meet the specific requirements of subsequent questions. ALWAYS tailor your answers to the application in hand.

4 Strengths-based questions Some employers may now be using strengths-based questions instead of competency-based questions on their application forms as a means of asking applicants to provide evidence that they have the right personal qualities. Strength based questions focus on what candidates ENJOY doing and are naturally good at rather than focusing on what they CAN DO. Typical questions might be: When did you achieve something you were really proud of? Describe a successful event you have contributed to. Other questions can include asking about any voluntary work or external interests. It is important to complete these sections as fully as possible. They will help you to provide additional evidence of your suitability. Personal statements Some employers will not ask specific questions about your skills and experience but will instead ask you to provide information in free text to show how you meet their requirements. In this situation you will need to refer to the person specification and job description and make sure that you address all of the skills, competencies and experience that they ask for. You may find it useful to use the sections in the job description or person specification to create your own headings to organise your answer and make sure that you miss nothing out. This will also make it easier for the employer to find and cross-reference your responses against the specification. References Employers usually want applicants to supply the names and contact details of people or referees who can provide a reference. For new graduates one is normally an academic referee, at least one other is usually a present or previous employer. Choose referees who know you well and are likely to respond quickly if asked for a reference for you. Make sure you ask your intended referees permission first, though. It is polite and will provide them with some advance notice. If you have not received a reply from the employer within a reasonable time period after applying, you could contact the organisation to make discrete enquiries regarding the progress of your application. Complete your form in stages, especially if applying online and always check it carefully before sending. Ask somebody else to check your application for spelling errors. When using online forms, don t just rely on spell checkers and be careful if cutting and pasting information. Keep a copy of your form in case you need to be able to refer to answers you gave at a later date and to help you to prepare for an interview.

5 Disability disclosure The decision whether to disclose a disability to an employer is often a personal one and may be based on a number of factors such as the nature of the disability and the demands of the role being applied for. Many application forms provide spaces for applicants to talk about any medical conditions and specific needs they may have. If necessary, speak with a careers adviser or contact the employer directly before submitting the form to discuss any support that may be required during the selection process or in the role itself. If disclosing disabilities, always do so in a very positive manner, explaining any assistance that may be needed. It is important to answer all questions fully and honestly. Further help Visit the resources on our website or attend our drop in service at The Careers and Employability Centre. Final Dos and Don ts to help you when writing an application form Do Read all information carefully before you start to complete the form. Target your answers in questions where this is possible (competency-based questions, reasons for applying and so on). Use action verbs to present a positive impression. Be honest. You may have to justify your answers at a later point. Ensure that you observe any closing dates for the application. If a closing date is not apparent from an advertisement, contact the employer and check. Contact The Careers and Employability Service for feedback on your application. Keep a copy of your completed form. Don t Leave long gaps in your list of activities, such as work or education employers will wonder about significant periods of unexplained time. Use too many words. Use jargon, text speak or unexplained technical terms. Ignore any specific instructions provided by the employer. Disclaimer: Every effort has been made to ensure the accuracy of the information contained in this publication at the time of printing. However, this information could be subject to change. Updated January Accessibility: If the information in this document is required in a different format, please contact us for assistance. Careers and Employability Service, 28 Guildhall Walk, T: , W:

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