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Job application advice
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Application forms are used by prospective employers to assess applicants' suitability for the job advertised. Often application forms are submitted alongside CVs and cover letters, so you need to think about these three items altogether.
There are two types of application forms used by employers:
Increasingly, large organisations recruit via online application systems but you will still find that paper application forms are used by many small to medium-sized enterprises (SMEs).
Most application forms and online systems require information about:
1.Your personal details including:
Sometimes an employer will also ask for your National Insurance number and whether you have been convicted of an offence.
2.Your skills, abilities, knowledge and experience (SAKE). These are often collectively referred to as your competences. Aim to tailor your SAKE to fit the specific job applied for.
The key to a good application is making sure your SAKE fit the job and/or person specification.
Many job specifications distinguish between attributes sought in candidates that are 'essential' and 'desired'. In these highly competitive times, you're unlikely to get far if you can't align your SAKE to all or most of the essential requirements.
Use words that align to the attribute on the job specification. For example, if the employer is looking for a 'strong team player' answer with something such as, 'I work well in groups and can establish effective working relationships with those in my immediate team as well as colleagues in other departments'.
It's also worth adding to this and providing a specific example drawn from your experience to support what you say. For example, 'I organised a monthly telephone conference for all those who work off-site and edited a weekly, email round-up of progress against targets'.
It's important to use action verbs to begin short statements. For example, 'coordinated the stock control process,' 're-organised the mail-shot system,' and 'learned how to deal with customer complaints'.
Use words that are descriptive and precise; for example, 'effective working relationships' is better than 'good working relationships' because 'effective' suggests that the relationships were productive and relevant to the job whereas 'good' is a value judgement.
Use examples from all aspects of your life: experiences of work, social, sports and family activities, course and extra-curricular activities. Skills such as leadership are often developed in non-work settings so use them positively.
Most applications require a minimum of two referees - often an employer and an academic tutor. Avoid using friends unless they can comment on you in a work-related setting.
Finally, make sure all text is spelled correctly and written in clear, grammatical form. Use spellcheck and proofread carefully. Before submitting your application, ask someone to check it for you.
To find out more, see what skills do employers want?.
Online application systems require both your personal details and your skills, abilities, knowledge and experience (SAKE) in relation to the job applied for, just as standard forms but may also capture other information as well.
For example, you may find online personality profiling or competency-based questions in online systems. The former includes multiple choice questions about your preferences, strengths, and motivations and the latter may take the form of a series of scenarios in which you have to explain what you did (or would do) in a similar situation.
In personality questionnaires, the best response is the immediate one, where you give an honest answer without reflecting on it. With the scenarios, make sure you understand the question and you give yourself time to really think through what is being asked.
Online application systems tend to seek out more about your motivation and ability to do the job than standard forms so make sure you research what the employer or job role requires before completing the form. Give yourself time to compose your answers off-line and then check them.
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There has been a lot of research about what employers are looking for in potential employees and typically it results in lists of skills, abilities and work behaviours like this:
These skills and abilities are 'generic' which means they are likely to be necessary in most types of employment. The way in which generic skills are demonstrated depends on the requirements of the particular job - so for example, while lots of jobs need communication skills, jobs involving selling, teaching, explaining or advocating are likely to need communication skills at a higher level than most.
Where skills and abilities are essential in order to fulfil the requirements of the job, they are called 'specific' skills or abilities. Specific skills might include, using equipment, having theoretical knowledge/degree subject experience or know-how.
What employers want is likely to be determined by business/organisational needs. Taking the example of communication skill further, a firm of lawyers will be seeking good general communication skills in all staff, sophisticated oracy and advocacy skills among those training to be barristers, and strong interviewing skills among solicitors.
Therefore, even generic skills (abilities, behaviours and knowledge) are all context-specific, so it's important to think carefully about the specific workplace that these skills will be needed.
Generic skills that employers look for include:
How you demonstrate these is again dependent on the workplace setting and the type of job. For example, the term 'creativity' means something very different in an advertising agency than it does in a transport business.
One employer's understanding of 'using initiative' might be considered 'risk taking' by another. For example, in organisations where following procedures systematically is important (such as in healthcare) opportunities to use initiative will be more limited than in organisations that depend upon new ideas and taking a chance that something might work, such as the entertainment industry.
Finally, many employers require graduate employees to be enterprising. The term enterprising is often associated with being an entrepreneur, that is being self-employed and initiating your own business ideas.
You might be surprised that 'intrapreneurialism' (the ability to be enterprising within an employed role) is fast becoming a sought after attribute.
In order to demonstrate entrepreneurialism and intrapreneurialism you must show that you:
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Most large graduate recruiters now take applications online. They use sophisticated systems which enable you to build your education/employment profile and answer specific questions. You may also be able to upload other documents such as a CV and a covering letter.
When you first register your application on an organisation’s website you will usually be given a password which will enable you to save your work when you need a break. If you have a few applications on the go, make sure you have some way of remembering all your passwords.
Modern online applications can usually be amended as many times as you want before the closing date and printed off, but this is not always the case. Follow these tips:
Just like all applications, your answers should be formal and targeted at the skills required. The online system will probably restrict you to a particular text format (e.g. font size and style), be aware of this when you draft your answer.
Online applications are often less carefully completed than old-fashioned forms - do not fall into this trap.
Some application forms include multiple-choice questions about your likes, strengths and preferences. These can be used to identify whether your preferred style of working fits with the culture of the organisation and the skills they require. Be as honest as possible - some questions might be repeated to ensure your answers are consistent and some may test whether you are trying to make a favorable impression.
Select Simulator is an online resource designed to help students and graduates with online applications.
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You can expect questions that gather information about your work history, your achievements, and what attracts you to the specific job role (and organisation).
Here are some examples of questions you might face and what's required in your answer:
Question: Please explain your work experience including each of your job roles, responsibilities, organisations worked for, dates, salary and reason for leaving.
Answer: Create a list of previous jobs, putting your most recent role first. For each, summarise your key accountabilities in two or three sentences.
Emphasise those aspects of your previous roles that relate to the job applied for. For example, for a role working with clients or customers, you might put:
'Sales experience in a national retail chain, where I acquired an understanding of how customers need to be listened to and made to feel confident that their ideas and concerns taken into account'.
Question: What is your greatest achievement?
Answer: This question is seeking not only what you are most proud of but also which of your achievements has real value to you. Here you are advised to show that you share similar values or organisational goals so it's important to do your research about the organisation before you respond. Take care to be honest; what you say might be taken up at interview.
Question: Why do you want this particular job/want to work here?
Answer: This is questioning your motivation and, in particular, is asking you to show that you have given thought to how far the job or organisation suits your particular interests and goals. You need to research the job/organisation carefully in order to give as precise a response as possible.
For example:
'After attending a graduate fair and meeting your organisation, I was impressed to find out how much emphasis is placed on professional development and training';
'I have always wanted to work in overseas economic development as I would like to make a positive contribution to those living in less affluent countries';
'I see this traineeship as providing with me a strong foundation for work in the finance and professional services industry; my medium-term goal is to work in an audit department'.
You can also expect questions to test your skills, abilities, knowledge and experience (SAKE). This is where you are most likely to encounter competency-based questions, for example:
Question: Why do you think you are suitable for this job?
Answer: You need to describe how your skills, abilities, knowledge and experience match the job while also explaining your motivation and goals.
Question: Give an example of when you have worked on a team project. What was the outcome and what was your role in the team?
Answer: Start by giving a brief description of the project. Explain what your role was (how you supported colleagues, managed your and others' time, gave feedback on progress, etc) and what you learned about yourself as a team member and about teamwork. Explain what you might do differently with the benefit of hindsight.
Question: Give an example of communicating complex or difficult information to individuals or groups.
Answer: Examples may be drawn from all aspects of your life, but you need to explain the context.
For example:
'While in the third year of my course, I was asked to represent students' views at the review and validation committee. This involved speaking to and answering questions from 17 academic staff';
'My work with the Citizens Advice Bureau entails discussing sensitive issues with clients. I observe strict confidentiality and give clients plenty of time to collect their thoughts; my questions have to be clear but not threatening'.
Question: Give an example of your ability to work to deadlines and how you cope with work pressure.
Answer: This sort of question is seeking information about your time management and organisational skills. The experience of 'work pressure' can be both exhilarating and debilitating and this sort of question is probing for how you behave when under pressure.
For example:
'During my degree I always planned my time carefully and set myself a deadline ahead of the due date for each assignment; my coursework was never late';
'I really enjoy a challenge. While on work placement, I had to re-draft a document overnight because of new information late in the afternoon';
'One of my strategies is to make sure every member of the hockey team has clear instructions by both email and text several days before the match and I organise extra reserves for away matches'.
Question: Give an example of how you have had to research or analyse complex information. What methods did you use and how did you present your findings?
Answer: Such a question might be used to assess your problem-solving abilities.
For example:
'For my final year dissertation, I wanted to know how to set up a student-led social enterprise. A review of published literature was used to design a questionnaire focusing on the relationship between the Local Enterprise Partnership and the faculty.
'The results of my experiment were downloaded to a series of Excel spreadsheets, from which I created bar graphs that were used in a PowerPoint presentation to the other members of the research group.
'My research findings were used to inform a new marketing campaign because I was able to identify a gap in customers' understanding of how to use the product'.
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Sometimes, you are asked to complete a personal statement which outlines your reasons for applying and/or promotes your relevant knowledge, skills and experience.
To outline your reasons for applying, describe what attracts you to the organisation and the specific role. Your statement should enthusiastically demonstrate the following:
The more research you do to identify attractive features of the job and organisation - the better, as it demonstrates real motivation.
To promote your relevant attributes you should address all the points on the job advert/personal specification in the order in which they appear - you may even want to use them as headings. Imagine the specification is being used as a checklist by the person short-listing.
Address each point on the job specification in a clearly themed paragraph.
Example - To show your commitment to equal opportunities:
‘Throughout my personal and work life I have always demonstrated a commitment to equal opportunities by being sensitive to, and inclusive of, the cultures and circumstances of other people. In 2009, I worked as a mentor/facilitator to a group of students on the Aim Higher project to encourage pupils from non-traditional backgrounds to consider university. I designed projects and activities that recognised and focused on the diverse experience within the group to ensure participation. The programme was successful for the pupils and a rewarding learning experience for me. The experience showed me that working together with mutual respect is both productive and rewarding.’
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Speculative approaches can be an effective way to open doors, find experience, network, and get some references. In some industries it is the normal entry route to a career. Below is a list of things to take into consideration when making a speculative application.
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Before applying for a job, you need to thoroughly research the skills, knowledge and commitment required.
You can research the requisite attributes by analysing the job advert and job description. To find out more about an employer’s needs and apply speculatively you could also look at the organisation’s website, contact their graduate recruiter directly, and look up key contacts on LinkedIn .
Three typical job adverts are shown below, along with advice on how they can be analysed in terms of the skills, knowledge and commitment required.
To analyse adverts/job descriptions you need to look for both stated and implied requisites, this can take some practice and you may want to ask a careers adviser for help. See how the requirements for this job advert have been analysed below.
The High Roller Group has, for twenty years, been the consulting service of choice for the life insurance and pensions markets in the financial services sector.
Our approach to client service delivery is to work in teams to translate strategic vision and objectives into systems and processes that succeed. High Roller’s ethos and success is based on the ability to focus our expertise on the knowledge and experience of the client. To enable them to grow and deliver, we develop strong and ongoing relationships with our clients. Our business and tradition is based on ‘partnership for progress’.
Work offered: Trainee Decision Maker; Data Gatherer/Investigator.
Subject of study: 2:1 in any degree discipline (ideally supported by A-level maths, but not essential). 2:2 graduates will be considered on an individual basis.
Locations: London, Manchester, Leeds, Birmingham, Glasgow, Edinburgh.
Apply: Please send your CV and covering letter to Ms L Groom, Graduate Recruitment Manager, The High Roller Group, Blue Base Road, Birmingham B1 2BE
The stated requirements of this job are:
The implied attributes are:
'Our approach to client service delivery is to work in teams'/
'partnership for progress');
'translate strategic vision and objectives into systems and processes that succeed');
'ability to focus our expertise on the knowledge and experience of the client');
'Work offered: Trainee Decision Maker; Data Gatherer/Investigator');
'ideally supported by A-level maths, but not essential').
Once you have analysed the attributes required in a vacancy you need to prove them in your CV or application form. For example, to prove your teamwork skills to the High Roller Group you could write:
During my internship at Company X I demonstrated excellent teamwork skills in a busy financial environment, such as an ability to listen to clients and managers, perform my role to a high level and support colleagues, resulting in an early promotion.
To prove your data-gathering skills:
At Company Y I developed excellent data investigation skills such as an ability to use a range of sources, check findings and question conclusions, resulting in a key role helping business clients develop efficient systems.
See the chronological CV and standard covering letter which are targeted at this vacancy.
Consider how you would match your skills to this travel agent's requirements.
One of the UK’s leading specialists in tailor-made tours and cultural holidays to North Africa, the Middle East and Asia, is looking for a recent graduate to train as a Travel Consultant. We are committed to providing the best service to our clients whilst supplying a unique holiday adventure to suit their individual needs. We believe you will thrive with our twelve-month training plan which will give you the opportunity to experience all aspects of our business.
Responsibilities will include dealing with client enquiries, selling worldwide tailor-made holidays and creating itineraries, booking tours and reserving flights through suppliers, preparing client travel documentation, managing bookings and general customer service.
Candidates must have a relevant degree (2:2 or higher), initiative, team skills, the ability to communicate effectively, good administrative skills, experience of travellers’ needs, excellent customer service skills, sales knowledge and preferably language skills.
To apply, send us your CV or upload it directly to our website.
The stated requirements of this job are:
The implied attributes are:
'selling worldwide tailor-made holidays').
To demonstrate your initiative skills to Whittear Travel Consultancy you could write:
Successful study and work in Spain and Mexico show that I can creatively develop my skills and experience and adapt to new and different environments.
To prove your sales knowledge/skills:
Raised sales at Company Z by 12% by up selling add-on packages to new and existing customers.
See the skills-based CV and covering letter showing disclosure of a disability which are targeted at this vacancy.
See the key points for examples of how you could demonstrate your suitability for this academic position.
Located in Bruges, Belgium, the Federal Institute of Technology consistently ranks among the best universities in Europe and the World. The Chair Management of Network Industries within the College of the Management of Technology invites applications for a post-Doctoral position in business strategy for urban utilities.
Required qualifications:
- A PhD in management, business, economics, or political science.
- Research and publications in business strategy/regulation in one or several of the following industries: energy, communications, transport, and/or environmental services.
- Fluency in English. A working level understanding of written and spoken French will be a distinct advantage.
Main responsibilities:
- Organise a new Executive Master (EM) in Urban Utilities Management (UrbUtil).
- Manage the administration, logistic and curriculum of the EM in UrbUtil.
- Conduct research on business strategy in network industries.
- Participate in international conferences in academic and business circles.
- Contribute to teaching in the EM in UrbUtil.
An initial one-year contract will be offered with the possibility of a permanent position depending on the success of the Executive Masters programme. Please send letter of application, curriculum vitae and names of at least three referees to Dr Michele Berryman.
The stated attributes are:
The implied attributes are:
'Located in Bruges');
'Organise a…');
'Organise a new Executive Master (EM) in Urban Utilities Management');
'Manage the administration, logistics and curriculum');
'Conduct research on business strategy in network industries');
'Participate in international conferences in academic and business circles');
'Contribute to teaching in the EM');
'An initial one-year contract will be offered').
To demonstrate your teaching skills for this role you could write:
I have delivered seminars in ‘Conservation theory’ and ‘Environment modelling’ to groups of 10-20 undergraduate students and planned teaching methods.
To prove your ability to conduct relevant research:
In close collaboration with the Centre for Finance, The Wales Development Agency and Groundwork Wales, my thesis investigates novel modelling tools and analytical models.
See the academic CV which is targeted at this vacancy. More information on writing CVs is available in CVs and covering letters.
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Most graduate employers get numerous applications but you have a good chance of standing out from the crowd if you research the role and target your submission.
If you are not being shortlisted or getting any interviews, reflect on your strategy and talk to a careers adviser about how you can make improvements.
The common mistakes are outlined below.
Graduate recruiters report that over 50% of application forms are rejected for this reason.
To minimise your chances of error:
Finally, give your work to someone else to spot the mistakes you have missed and let your careers adviser look through it.
Applicants often do not answer every aspect of every question and are therefore not short-listed. To avoid this mistake, read each question carefully and list its constituent parts. Take the following question as an example:
Tell us about a time when you have worked as a member of a team. Describe your personal contribution, how you faced any problems that arose and the outcome.
Your answer needs to describe four things:
In your answers you need to clearly outline how you have performed the skills required. Unfortunately, many applicants focus too much on what they have done, rather than how they have done it well. One way to prepare your answer is to:
For example, if you are asked about organisational skills, you could identify a difficult project at work where you planned carefully, managed your time effectively and regularly assessed your progress.
Application forms are an opportunity to promote your unique attributes and stand out from the crowd. Be positive about what you have to offer and clearly outline how you have demonstrated the skills required.
See the suggestions in what do employers want? and power words.
Most graduate opportunities are not limited to graduates with specific degrees. If you are having no success with your current applications, you could look for a career in other fields.
For example, if you are studying law you could apply to be a solicitor or barrister, but you could also try to become a licensed conveyancer, management consultant or primary school teacher.
Explore graduate career paths in options with your subject.
Some areas of employment are highly competitive such as broadcasting, advertising, publishing and journalism. If you are having trouble getting into your chosen career, try to make yourself more attractive by developing the skills required in another way.
A good way to gain experience and make contacts is through voluntary or unpaid work shadowing. You could also consider working in a related field where you can hone your skills, while you continue to apply for your dream job.
Some students and graduates only consider the large company graduate training schemes that appear in the Prospects Directory rather than those of small to medium-sized enterprises (SMEs).
With a downshift in the economy, there may be fewer traditional graduate placements on offer and today’s graduates should look further afield. Small and medium-sized enterprises (SMEs) can provide wider experiences and more responsibility.
Register with My Prospects for notification of ad-hoc vacancies that SMEs often post.
You may have background constraints or issues that are a disadvantage. Always present this information positively. Demonstrate what you have learned, how you have overcome any difficulties and the coping strategies you have developed. Employers often look for evidence of problem solving, so you can use this as an example.
Many employers use academic results as an initial selection tool. If you do not meet all the academic criteria, you could contact them and ask to be considered on other merits such as your experience. You may also want to explain low grades in your covering letter. It is better to tackle the issue than to either deselect yourself or ignore the criteria.
If you think that you have put in a good application but have not been short-listed, ask for some feedback. This is not always forthcoming, but sometimes you will be able to find out exactly why your application failed. This may help you to improve your skills and your future applications.
It is often difficult to hear constructive criticism, but remember not to react in a negative manner. Say thank you to whoever gives you feedback and learn from your mistakes.
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Recruiters see numerous unremarkable applications. You can stand out from the crowd by using direct, positive and appropriate language.
A good way to highlight key information in a CV or personal statement is to use subheadings and bullet points. Subheadings should be linked to the organisation’s specific requirements. The first word in a bullet point should be an active verb such as ‘organised’ or ‘delivered’.
Always describe your attributes and experiences in positive terms and avoid putting yourself down. The below lists show how some negative statements can be improved.
Each paragraph in your cover letter, CV and application form should be short and focused on one message. In personal statements, link each paragraph to a specific job criterion.
Review your text and make any necessary changes so it is clear, precise and convincing, and get someone else to look at it. That way, the employer is more likely to understand the message you want to put across.
Think about the types of words and phrases you use to describe and explain your skills: