14/08/2013 © The University of Sheffield Careers Service

www.sheffield.ac.uk/careers

MDH Professional Services

Career Progression:

job applications and CVs

Pete Lord – careers adviser

Aims for this session • To highlight the importance of professional

self-marketing in job applications

• To consider specific techniques for writing effective job applications

• To look at ways of enhancing your CV for career progression

Content • Preparation - before you apply

• University online applications

• CVs and covering letters

• Career progression

Preparation 1: the job

• What are the requirements?

• The Person Specification: essential / desirable

• The Job Description: what does it really tell you about the role?

• The job advert: what are the key criteria?

• What else do you need to know? Contact for informal enquiries

• Why do you want to work in this role?

Preparation 2: the employer

• How long has the department / unit been established?

• What sort of work is undertaken?

• Staffing levels / staff morale / turnover?

• Any particular strengths?

• What are the current issues / challenges?

• The wider organisation?

• Why do you want to work for this employer?

Preparation 3: yourself • Consider how you match their requirements

• Think positive – highlight your ‘selling points’:

o Qualifications / training / knowledge

o Practical skills AND personal skills

o Motivation and enthusiasm

• Gather evidence - relevant & recent examples

• Be explicit - don’t leave the reader to assume

• Show your potential; deal with any weak areas

• Why should they give you the job?

The UoS selection process

• Approval to recruit

• Person specification and job description

• Advertisement

• Closing date for applications

• Shortlisting (anonymous)

• Taking up references

• Interview (including presentation or tests?)

• Job offer (subject to ...)

The UoS application form

1. Personal data

2. Education / training

3. Employment & work experience

4. Further information: diversity monitoring; criminal records; two ticks; UK eligibility; referees

5. Attachments

6. Application statement

7. Submit

Application statement

• aka The Big White Space

“Please provide a statement in support of your application, which relates to the selection criteria in this vacancy's About The Job document”

• Person Specification “Applicants should provide evidence in their applications that they meet the following criteria. We will use a range of selection methods to measure candidates’ abilities in these areas including reviewing your on-line application, seeking references, inviting shortlisted candidates to interview and other forms of assessment action relevant to the post”

The Person Specification

• Essential / desirable requirements – (e.g. qualifications / experience / communication skills / team working / problem-solving and decision-making / project management / personal effectiveness)

• Assessment method – (application / interview / presentation / references)

• Essential means essential ...

• ... but some things are relative

Evidence in applications

Examples from:

• current role – everyday tasks, group working, one-off projects, achievements

• previous jobs – skills / tasks not so much used in current role; additional examples – shows adaptability

• outside interests / volunteering – can show commitment, complementary skills

• education – e.g. research and writing skills

Example requirements

Qualifications and experience

1. A good general education to degree level, a financial qualification or equivalent experience of working within a finance team, ideally within a HE environment. E

2. Knowledge of the University of Sheffield Financial Directives, financial procedures and processes with experience of reporting in uBASE. E

3. Knowledge of the University’s HR policy and legislative requirements. D

4. Proven administrative experience in a busy and varied environment. E

5. Experience of procurement procedures e.g. requisitioning goods and processing expense claims. E

Example statement My business degree included accounting modules, and I have two years experience in an HE environment working in an administrative post with significant financial responsibilities. My admin role includes supporting academic staff in preparing research bids, keeping records of project expenditure, handling petty cash and ordering stationery; this means that I have a sound working knowledge of the University’s financial directives and processes. I use uBASE every day to record transactions and enter stationery order details. Though not a regular part of my job, I have processed expense claims in the absence of the Head of Department’s PA. I have undertaken a wide variety of admin tasks in the busy departmental office, including dealing with student queries, responding to prospective applicants, and servicing the staff-student committee. I have supported staff recruitment in the department and am therefore familiar with HR policies and procedures and relevant legislation.

Example requirements

Personal effectiveness

12. Experience of adapting own skills to new circumstances.

13. Awareness of a research and teaching environment.

14. High level of accuracy and attention to detail.

15. Awareness of how to handle confidential information appropriately and in line with the Data Protection Act.

Example statement

Personal effectiveness

My successful switch from a healthcare career into a demanding University finance role provides evidence of my experience of adapting skills to new circumstances, and learning to thrive in a busy research and teaching environment. For instance, communication skills required for efficient handovers in a care home enable me to brief colleagues effectively on important areas of my work.

Working with patient records gave me a thorough understanding of the need for handling confidential information sensitively in accordance with data protection legislation and procedures, and for recording vital information such as medication records with absolute accuracy and attention to detail.

Application statement

• Appropriate length (approx. 2 sides A4)

• Concise but detailed

• Logical structure – follow the person spec

• Focus primarily on the person spec, BUT echo the job description tasks where possible

• Focus primarily on ability to do the job, BUT show your enthusiasm for the role and your interest in the organisation

• Spelling, punctuation, grammar

When to use a CV?

• Upload with an online application (if asked)

• If the job says ‘Apply in writing ...’

• Speculative applications

• Contacting employment agencies

• In support of research bids

• Applying for further study (if asked)

• Your own record of what you did when

Sections for your CV

contact details

education / qualifications

work experience / employment

references

personal profile / career objective

interests / achievements / extra-curricular activities

volunteering

skills

additional information

CV layout

• No single ‘correct format’

• Visually - positive first impression?

• Easy to read, good layout, balance (arms length test)

• Appropriate length (2 sides A4)

• Logical structure – prioritise the most relevant sections

CV content

• Positive, relevant language

• Relevance of information to job / organisation (tailor it to the job - make it match)

• Evidence of skills / knowledge - recent examples

• Stress your achievements

• Show enthusiasm & potential

• Effective self-marketing? - don’t be modest

CV tips

• Check and recheck spelling, punctuation, grammar

• Get a second opinion

• Keep a copy

• Have a master version with everything in it - then pick and mix for each application

CV issues

• Chronological gaps?

• Changes of direction? - left a course early? - switched career? - job-hopping?

• Disability / health issues

Transferable skills

• Communication

• Interpersonal skills

• Teamwork

• Leadership

• Organisational skills

• Negotiation

• Tact / diplomacy

• Time management

• Autonomy

• Flexibility/adaptability

• IT skills

• Problem solving

• Analytical ability

• Working under pressure

Use powerful language

• Achieved

• Budgeted

• Contributed

• Designed

• Established

• Implemented

• Initiated

• Influenced

• Investigated

• Managed

• Maintained

• Negotiated

• Persuaded

• Succeeded

• Tutored

• Upgraded

Covering letters

• No more than one side A4

• Addressed to a named individual if possible

• Tailored to specific job / course

• Maximise powerful words; minimise ‘I’

• Refer to examples in CV; but don’t repeat word for word

Covering letter content

• Introduction – why you’re writing

• Why you – highlight relevant skills, knowledge, experience: specific to the job

• Why this opportunity – appeal of this career and this specific role

• Why this employer – what makes them a good employer / a successful organisation

• Conclusion – positive ending

Enhancing your CV ...

• Make the most of SRDS to highlight your achievements and to get support for your CPD

• Participate in sessions offered as part of the HR ‘Staff Development Programme’

• Get involved in cross faculty / cross university working

• Collect ‘evidence’ for use in the future

• Stretch your ‘comfort zone’ – rise to new challenges!

... for career progression

• Have a clear career focus – take ‘time out’ to reflect on your current situation & future goals

• Attend conferences /seminars / training events

• Get involved with professional associations

• Take sideways career moves for diversification

• Apply for secondments

• Volunteer to assist with new projects

• Record your experience & achievements and regularly update your CV

Applications - resources

• Careers Service guides – ‘Applications’, ‘Interviews’

• Careers Service website - sample CVs/covering letters: www.sheffield.ac.uk/careers/students/gettingajob

• Online presentations and videos: www.shef.ac.uk/careers/students/gettingajob/appstalks

• Prospects: www.prospects.ac.uk/cvs.htm

• National Careers Service: https://nationalcareersservice.direct.gov.uk/tools/cv

• Careers Service library: www.careers.dept.shef.ac.uk/infotree/

Questions?

14/08/2013 © The University of Sheffield Careers Service

www.sheffield.ac.uk/careers Pete Lord – p.lord@sheffield.ac.uk

Thanks for taking part