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MAKING APPLICATIONS

CVs, application forms and covering letters

Introduction 3What do application forms and CVs do? 4What are employers looking for? 4What makes a good application? 4Before you start: research the employer 4Tell them what they want to know 5

CVs 6When to use a CV 6What makes a good CV? 6What should a CV include? 7Some frequently-asked questions about CVs 7

Types of CV 8Tips on presentation 9Targeting your CV 9Example CVs:Chronological CV 10Skills-based CV 12Hybrid CV 16

Covering letters 19

Application forms 21Some do’s and don’ts 21The Questions 21• Competency-based questions 21• Unusual or difficult questions 23References 23

Additional information 24Equality Monitoring 24Disabilities 24Further Help 24

CONTENTS

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The first step in getting any job, placementor internship is to introduce yourself to theemployer by sending them a CV orapplication form.

This is the most important stage of the wholeapplication process and it is not an easy one. Summingup your lifetime’s experiences on one page, oranswering detailed questions about your skills andexperiences, can seem an impossible task.

This booklet helps you through the process by outliningwhat employers are looking for in applications, offeringadvice on how to present yourself effectively andproviding links to further sources of information andhelp. It also includes examples of CVs, covering lettersand answers to questions on application forms.

INTRODUCTION

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INTRODUCTION (CONT)

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What do application formsand CVs do?Your application will not, by itself, getyou a job – it is only the first stage ina selection process that will almostcertainly include interviews, andperhaps psychometric tests andassessment centres too. The aim ofyour application should be to get youto the next stage of selection bygiving the employer evidence thatyou have the essential abilitiesneeded for the job. This evidenceshould be set out clearly andconcisely: an employer may takeless than a minute to scan througheach application.

What are employerslooking for?While every recruiter will have theirown “wish list”, the following are thepersonal skills and qualities thatemployers in all fields of work mostoften look for in their graduaterecruits:• Motivation and enthusiasm• Verbal communication• Ability to work in a team• Flexibility and adaptability• Initiative and self-reliance

For more about these skills, seewww.kent.ac.uk/careers/sk/skillsmenu.htm and www.prospects.ac.uk/links/EmpsWant

What makes a goodapplication?A good application is:• Well-researched• Targeted on a particular job,employer and/or career area

• Accurate• Informative• Interesting• Easy to read• Enthusiastic

On average, only about 10% ofapplications are taken forward tointerview. Many of those peoplerejected will potentially be able to dothe job well but have failed to showthis effectively in their application. Itis essential to research the job andshow the employer that you have theskills and abilities which they arelooking for.

Before you start: researchthe employerThis is the first, and most importantstep in any application and is thekey to its success. Researching theorganisation will help you to:• answer the question “Why do youwant to work for us?”. You will findthis question, or one very similar,on most application forms. Evenwhere it is not actually asked,your application overall shouldanswer it!

• make sure that you can show thequalifications, experience andpersonal skills that the employer islooking for

• demonstrate your motivation by thefact that you have taken the timeand trouble to do this research

When doing this research, try to gobeyond the graduate recruitmentpages of the company website. Youshould also use their news sectionand information aimed at customersand shareholders. Apart from thecompany’s own information, there aremany business and professionalresources that you can use (somelisted at www.kent.ac.uk/careers/jobs/finding-employers.htm), as wellas graduate guides and social media.

Small and medium-sized employersare likely to be more difficult to findout about than the big graduaterecruiters. They are unlikely toproduce detailed information forgraduates, or even for customers,so that all you have to go on may bethe job advert or a not-very-comprehensive website.

Don’t worry – these employers willnot expect the same depth ofknowledge as the household-namecompanies – but do try to find outwhatever you can about theirgeneral area of business and asklots of relevant questions atinterview!

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Tell them what they wantto know Some of the most popularemployers will receive manyhundreds of applications for everygraduate vacancy. To get yoursnoticed you will need to show thatyou know what qualities they arelooking for and that you have them!

With such strong competition forvacancies, you cannot assume thatyour academic record, howevergood, is enough to get you noticed.Employers’ application forms aredesigned to bring out your personalskills and abilities – the ones youwill need to use in the job. Chiefamong these skills are those ofplanning and organisation,teamwork, leadership and initiative

– almost all graduate employers willlook for these particular qualitiesand design their application formsto reveal them.

• Be informative, detailed butconcise: give the employer theessential detail but leave themwanting to meet you to find outmore.

• Keep in mind the qualities that theemployer is looking for, and showthat you have these;

• Be positive. Show that you aregenuinely interested in theposition you have applied for.Even if you are viewing thisposition as a stop-gap job or astepping stone, you need toconvince the employer that youare genuinely interested in thework and the organisation;

• Don’t undervalue your previousexperience. Students oftenassume that their part-time job asa waiter, bar person or salesassistant can be of no possibleinterest to a graduate employer,but this is not true. As a waiter, forexample, you will have had towork under pressure,communicate effectively withcustomers and sort out problems:skills that are useful in mostworkplaces;

• Don’t make lists: “reading,cinema, sport” under “Interests”won’t tell the employer anythinguseful about you. Give details ofthe extent of your interests andany clubs, societies, posts ofresponsibility or achievementsrelated to them;

• Finally, be honest—it may betempting to “improve” youracademic grades a little, or toinvent a post of responsibility thatyou never actually held, but ifthese deceptions are discovered(and employers will almostalways ask for copies of yourdegree/exam certificates) you willlose any chance of ever getting ajob at that organisation.

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CVs

CV stands for “curriculumvitae” – Latin for “thecourse of one’s life” and isdefined as “an outline of aperson’s educational andprofessional history,usually prepared for jobapplications”

A CV is the most flexible andconvenient way to makeapplications. It can convey yourqualifications, skills and/orexperience in the way that presentsyou in the best possible light andcan be used to make multipleapplications to employers in aspecific career area.

A CV should be usedwhen:• an employer specifically asks foryou to send your CV;

• an employer states “apply to ...”without specifying the format;

• making speculative applicationsto employers who have notactually advertised a vacancy butwho you hope may have anopportunity;

• applying to recruitment agenciesor going to graduate recruitmentfairs.

Many large graduate recruiters willnot accept CVs and instead willrequire candidates to fill out anapplication form. The advantage ofapplication forms, from theemployer’s point of view, is that theyare standardised and often basedaround the personal qualities andcompetencies that the employerrequires. In addition, the timeneeded to fill out these forms is seenas a reflection of your commitmentto the career and the company.

Job advertisements will usually tellyou whether to send a CV or to usean application form: our vacancydatabase always will. Be sure touse the right method of application:sending a CV to an employer thatrequires you to complete anapplication form will get younowhere.

What makes a good CV?There is no “one best way” toconstruct a CV; it is your documentand can be structured andpresented as you wish within thebasic framework set out below, butthe following general rules apply:• It is targeted on the specific jobor career area for which you areapplying and brings out therelevant skills you have to offer

• It is carefully and clearly laid out:logically ordered, easy to readand not cramped

• It is informative but concise• It is accurate – in content,spelling and grammar

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What should a CVinclude?• Personal details• Education & qualifications• Work experience• Interests and achievements• Skills• Referees

The order in which you presentthese, and the emphasis which yougive to each one, will depend onwhat you are applying for and whatyou have to offer.

Some frequently-askedquestions about CVsWhat personal details should Iinclude?Only your name and contact detailsare essential: there is no need toinclude your date of birth, maritalstatus, health or National Insurancenumber on a CV.

Should I put a photo on my CV?UK employers do not usually expectyou to include a photograph on yourCV unless you are applying for a jobwhere your appearance isimportant, such as acting ormodelling.

How long should my CV be?Again, there are no absolute ruleson this but, in general, a newgraduate’s CV should cover no morethan two sides of A4 paper.

If you can summarise your careerhistory comfortably on a single side,this is fine, but don’t leave outimportant items, or crowd your texttoo closely together, in order to fit iton to that single side.

If you do go onto a second side, fillas much of it as possible: a CV ofone-and-a-half sides or less lookshalf-hearted and incomplete.

Should I send my CV by post orby email?It is most common to send your CVas an email attachment but, if anemployer gives both a postal and anemail address for CVs to be sent to,they genuinely have no preference.

If you are applying for posts outsidethe UK, remember that employers inother countries may have differentexpectations of what a CV shouldinclude and how it should be laidout. The “Global Resume and CVHandbook” (available from theCareers Helpdesk) andProspects.ac.uk will help youprepare CVs for overseasemployment.

The following sections give moretips on constructing, presenting andtargeting your CV and on differentstyles of CV.

1 Chronological • This is the “conventional” styleand the easiest to prepare. Itoutlines your career history in dateorder, normally beginning with themost recent activities;

• It usually works best for“traditional” students with a goodall-round mixture of education andwork experience;

• Not everyone, though, will find thisstyle beneficial. Mature studentsoften find that it emphasisesfactors such as age, career breaksand less-relevant experience.Younger students with little workexperience but lots of extra-curricular activities may also preferto use a different style of CV.

2 Skills-based • These highlight your skills,abilities and major achievementsand relate them to a specific jobor career area. The factual,chronological details of youreducation and work history arenoted much more briefly;

• This style works well for maturestudents and for anybody whosedegree subject and workexperience is not directly relevantto their application;

• Skills-based CVs should beclosely targeted to a specific job.

3 Hybrid• It is fine to mix elements of boththe above styles and this canoften work well.

Examples of these approaches canbe found on the following pagesand also on these websites:• www.kent.ac.uk/careers/cv/cvexamples.htm

• www.prospects.ac.uk/example_cvs.htm

• http://targetjobs.co.uk/careers-advice/applications-and-cvs

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TYPES OF CV

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Tips on presentation• Your CV should be carefully andclearly laid out: not cramped butnot with big empty spaces either.

• Use bold typefaces for headingsand sub-headings;

• Use bulleted lists of key pointsrather than long paragraphs: thismakes it easier for the reader topick out important information;

• Be concise: a CV is an appetiserand should not give the readerindigestion. You don’t have to listevery exam you have ever taken,or every activity you have everbeen involved in: just the oneswhich are the most relevantand/or impressive;

• Be positive: put yourself overconfidently and highlight yourstrong points. For example, whenlisting your A-levels, put thehighest grade first (providing thatit is in a subject that will be seenas relevant);

• Don’t print double-sided: eachpage should be on a separatesheet of paper. You can put yourname in the footer area to ensurethat you are identified on eachsheet;

• If you are posting your CV, put itin an envelope of at least A5(ideally A4) size so that it doesn’tarrive creased (remember to usethe right stamp!)

Targeting your CVIf your CV is to be sent to anindividual employer you shouldresearch the organisation and theposition as outlined on page 4 andtailor the CV to this particular job.

If your CV is to be used forspeculative applications orrecruitment agencies, you will not beable to focus it so closely. It is stillimportant, though, to fit it to thegeneral career area in which you

want to work. Use careersresources such aswww.prospects.ac.uk/types_of_jobs.htm to get an idea of what the workinvolves and what skills andpersonal qualities are needed to doit successfully. This will help you torelate the CV to the work and tohighlight the most relevant skills andexperience that you have to offer.

Even if you are using the same CVfor a number of employers, youshould personalise the coveringletter by putting in a paragraph onwhy you want to work for thatorganisation.

On the following pages you will findexamples of different types of CVsand covering letters, with noteshighlighting points relating to thecontent and style. These should beused as general guidelines and notas templates to be followed exactly!Also, please note that, because thisbooklet is printed in A5 format, theexample CVs are half the normalsize: your own should always beprinted on A4 paper (297 x 210mm).

All students and personal details inthese CVs are fictional.

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TYPES OF CV (CONT)

Chronological

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Hussain Ahmed6 Farthings Court, Park Wood, Canterbury, Kent CT2 8NP

Mobile: 07778 3514039 Email: [email protected] www.hussain-ahmed-1993.net Nationality: British

Education and qualificationsUniversity of Kent, BSc (Hons) Computer Science 2011-2014Modules include: Software Engineering, Compiling Techniques, Computer Networks,Digital Systems, Operating Systems, Database SystemsSecond-year grade: 62% (2:1)Completed a project involving the development of a Linux-based network system, for which I achieved 70%

Manchester Community College 2009-2011A levels: Mathematics B, Physics C AS Levels: Biology C, Chemistry D

St. John’s Boys School, Manchester 2004-20098 GCSEs including Mathematics, English and French

Work experienceVisitor Information Centre, Canterbury Summer 2013Assisting customers from all over the world with a wide variety of enquiries, working in the Bureau de Change, booking theatre and concert tickets.

Manchester City Council Summer 2012 Temporary Accounts Clerk in City Treasurer’s office. Dealing with customer enquiries, using a computerised accounts system.

Costa Coffee, Canterbury Sept 2012 – presentPart-time barista throughout the year, serving customers and cashing up

Interests•� Secretary of the Kent Car Society, organising meetings and events;•� Organised a fun run for Rag Week, raising £350 for charity;•� Play for the University football team;•� Other interests include current affairs and reading sci-fi novels.

Skills•� Knowledge of Linux and Windows 7. Programming skills in Java, VB.Net and Modula 3.

Good knowledge of SQL and RDBMS. •� Fluent Urdu and good level of spoken French. •� Full, clean driving licence.

RefereesI am happy to supply these on request.

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Notes on HussainAhmed’s CVThis is an example of achronological CV. It is targeted atcomputing jobs, but it also bringsout the people skills, businessexperience and other personal skillsthat would be relevant to almost anyprofessional job.

1 Centering the address andcontact details under your namelooks stylish, saves space, andremoves the need for addressand telephone numberheadings;

2 This is optional but, if you havea professional website, LinkedInand/or Twitter account that youare actively using and thatshowcases your skills, you caninclude these with your contactdetails. Make sure that anycontent is relevant andappropriate;

3 Make use of the bold typeface tomake important informationstand out. It looks better thanunderlining;

4 If your degree subject is relevantto the type of work you areapplying for, then you shouldnormally list your modules insome detail. You don’t have to listevery single module, but shouldinclude the most relevant;

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5 Your project or dissertation isalso likely to be important if it isrelevant to the work you areapplying for. Even if not, it maystill allow you to demonstrateuseful skills such as problemsolving or team work;

6 It is OK to summarise yourGCSEs as shown here, to savespace. Remember though tomention any important subjects,such as English or Maths and, ifyour grades are very good, youmight still prefer to list all yoursubjects and grades;

7 Even if your maths qualificationsare poor, you can still showevidence of numeracy bymentioning any jobs that youhave had involving maths. Mostemployers are not looking fortrigonometry or calculus, justgood mental arithmetic – theability to multiply and work outpercentages for example, or tounderstand simple graphs;

8 Evidence of organisational skillswill be important for many jobs.Other important skills includecommunication, leadership,problem solving, analysing andpersuading. Different skills willbe required for different jobs, butall are worth mentioning if youcan show evidence for them;

9 The usual things to put inthis section are practicalskills such as driving, word-processing, computing, andlanguage skills;

10 Explain abbreviations andacronyms unless they arecommon. Here computingemployers would know whatthese meant!

11 It is not essential to putreferences on a CV, unlessyou have been specificallyasked for them by anemployer. Even then, youcan put them onto thecovering letter instead.References are often takenup after interview, and if youare running short of spaceyou could leave them outand mention that they willbe supplied on request.

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TYPES OF CV (CONT)

Skills-based

Alex Bucksheath14, Wychurch Road, Canterbury, Kent. CT2 7SJ.Tel. 01227 764521 Mobile: 07844 312223 Email: [email protected]: British Gender: Female

ProfileA graduate with strong communication and organisational skills gained in nursing, now seeking tomove into personnel as a trainee manager.

SkillsCommunication• As Ward Sister it was important to be able to communicate with a variety of staff ranging from

cleaners to consultants;• Working with patients and their relatives required me to communicate complex medical

information and to handle difficult situations with tact and sensitivity;• I presented my degree project on “The Impact of the Corn Laws” as a PowerPoint presentation

at a History seminar as well as in writing. Planning/Organising• As Ward Sister I managed a team of nursing and support staff, which included organising staff

rotas and prioritising tasks. I also managed patient admissions, liaising with staff in otherdepartments;

• As Secretary of the History Society I was responsible for booking speakers and promoting events;• My degree project required work to a tight deadline; researching in local archives and managing

a database;• Bringing up two children whilst working and studying has required flexibility and the patience of

a saint! Teamwork• Worked as part of a team on a busy ward, sometimes under great pressure. Here flexibility and

initiative were essential;• The Psychology module of my Access course involved a group project where I worked with three

other students investigating the effect of returning to work on women’s self-esteem. I wasresponsible for co-ordinating interviews and qualitative analysis of interview transcripts. Ourproject was awarded the highest grade of any in that year;

• As an office temp it was necessary to fit into a team immediately and to pick up information quickly.Training• As Ward Sister I was responsible for the training and induction of new nursing and support staff;• As a volunteer classroom assistant at my children’s primary school I helped children improve their

maths and reading.Computing• Good knowledge of MS Word and PowerPoint;• Designed History Society web page using HTML

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Notes on AlexBucksheath’s CVThis is a skills-based CV from amature student and career changer.

1 It is not usually necessary foryou to identify your gender, butsometimes it can help theemployer, as in this case whenAlex can be either a male orfemale name. Internationalstudents whose name may notclearly indicate their sex toBritish employers may also wantto do this.

2 A Personal Profile, or CareerAim/Goal/Objective, can be auseful way of highlighting yourmain selling points and flaggingan interest in a particular careeron your CV, especially if youhave no directly-relevant workexperience. Keep the profilebrief, focused and relevant anddon’t make it into a list of goodqualities with no evidence thatyou actually have them!

3 Put skills in order of theirrelevance to the job. Focus onskills used in the job rather thantasks done, unless you areapplying for routine vacation andpart-time work such as retail andhospitality, where the ability tooperate a cash till will be moreimportant than higher level skills.

4 Alex wants to enter humanresource management and hastargeted her CV towards thisarea. Any evidence that youhave come into contact with thejob that you are applying for andknow what it is about willenhance your application.Getting work experience willenhance your chancestremendously in the job market.

5 Bullets come in a variety ofstyles: normally round dots asused here but other styles, suchas squares, are OK providedthat they are clear and tasteful.Don’t use more than two differentstyles.

6 A touch of humour can givea CV personality andindividuality, but do use itcarefully – not everyone willshare your sense of humour– and make it relevant.

7 IT skills are useful in mostjobs, so mention anycomputing experience youhave.

8 If you are sending a printedtwo-side CV, it’s a good ideato paperclip (not staple) thesheets together, so they canbe easily separated and thewhole CV read at once, butthis does mean that youneed your name on bothsheets. The best way to dothis is to put “page # of CVfor (your name)” in the footersection, which is lessobtrusive than the header.

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TYPES OF CV (CONT)

Skills-based

Education and qualificationsBA (Hons.) History, University of Kent 2012 – 2015Achieved 63% in second year examinations: expected result 2:1.

Canterbury College Access Course 2010 – 2012Including History (75%) and Psychology (83%)

William Harvey Hospital, Ashford, Kent 1989 – 1992

State Registered Nurse Training CourseStudy of anatomy, physiology, diseases and treatment and practical nurse training

Surbiton High School 1983 – 19895 O Levels including English, Mathematics, Science.

Work experienceElite Nursing Agency, Canterbury 2003 – presentPart-time nurse, whilst bringing up my children and studying for my degree.

Canterbury Hospital, Ward Sister 1999 – 2002Responsible for patient care, clinical procedures, administrative duties and staff training anddevelopment while in charge of a busy surgical/medical ward with a 4 bed critical care unit. Alsoresponsible for staff training and development.

Canterbury Hospital Staff Nurse/Senior Nurse 1992 – 1999Working within multi-disciplinary teams on a variety of wards.

Other jobs have included temporary office work and waitressing.

Additional information•� Full, clean driving licence.

•� On my own initiative I successfully completed the University of Kent Careers EmployabilityAward which covered identification and development of employability skills, self-awareness,relevant career options, researching opportunities, CV preparation and interview skills.

RefereesDr. Ian Bright Mrs Nina Parker,Senior Lecturer DirectorDepartment of History Elite Nursing AgencyUniversity of Kent Russell RoadCanterbury CanterburyKent, CT2 7NP Kent, CT1 8FF

Email: [email protected] Email: [email protected]: 01227 827006 Tel: 01227 888777

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Notes on page 2 of AlexBucksheath’s CV9 If your degree has no directrelation to the job then you mayjust want to give its title withoutany further details such asmodule titles.

10 Include your grades – especiallyif they are good. Begin with yourmost significant and most recentqualification. Here “achieved63%” is a concrete result whichwill carry more weight thanexpected degree class. If yourgrades are not so good, you stillneed to include them – if youleave them out employers mayassume that they are worse thanthey really are.

11 “Other jobs have included.” Thiscan be a good way ofmentioning jobs which were lessrelevant, short-term or which youdid a long time ago. A briefsummary like this is better than along boring list which takes uphalf the CV.

12 Additional Information. Ratherthan putting in a separatesection for interests, which maynot be appropriate if you are amature student or don’t feel thatyour interests will help your CV tostand out, you can use thissection as a catch all, andinclude driving, computing,languages and awards or prizeshere as well.

13 Doing this award will helpimprove your ability to write agood CV and answercompetency questions onapplication forms. Seewww.kent.ac.uk/careers/moodle.htm

14 Referees. Alex provides thefull names and addressesof her referees on this CV.Where space permits this isconvenient for the employer,who can then contact yourreferees directly withoutneeding to come back toyou for this information.However, don’t worry if youcan’t fit it all in: “referencesavailable on request” isusually fine, especially Ifyou are already employedand do not want yourcurrent employer to becontacted at this stage. Donot include full details ofyour referees if you areposting your CV to onlinejob sites or making aspeculative application.

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TYPES OF CV (CONT)

Hybrid

Emma Louise Kirkpatrick129 Dover Street, Rochester, Kent ME1 9ZZ

Tel: 0779 111 1111 Email: [email protected]

Profile A final-year undergraduate with strong communication and organisational skills developedthrough experience in teaching, promotional work and marketing, seeking to begin acareer in advertising account management.

Key Skills:•� Outstanding customer services and organisational skills;• Communication skills developed through teaching English and promotional work;• An impeccable track record in meeting targets and deadlines;• Experienced in managing events and promotional activities;• Able to build relationships with people of all ages and backgrounds;• Excellent IT skills, including social media and web design.

Work ExperienceVolunteer English Teacher: Anglo-Chinese Teaching Exchange, Shanghai, July – August

2012• Volunteered on a cultural exchange introducing Chinese teachers of English to new western

teaching methods that move away from traditional ‘textbook-based’ teaching;• Due to my previous teaching experience I was given the added responsibility of teaching the

lowest class of students whose English language skills needed improvement;• Continued to assist ACTE throughout the year by giving presentations to groups of students

and answering prospective candidates’ questions via social media;• Developed organisational skills through lesson planning and flexibility in adapting to the needs

and demands of students in a new cultural environment.Plum Promotions, Maidstone 2012 to date• Working on behalf of various companies to promote technology products, retailers, concerts,

festivals and other events;• Responsibilities include demonstrating, customer engagement, marketing and leafleting;• Events Manager for a Vodafone internet campaign at universities in Kent and Sussex;• Worked to deadlines, met and exceeded targets and developed persuasive communication

skills.English Language Teacher, King Street English Language School, Brighton, April 2012• Worked on a residential teaching programme, responsible for my own class of 12 students

from 8 different countries;• Organised evening and weekend activities for the 80 students on the programme as a whole,

including outings to London and Windsor.

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Customer Services/Marketing Assistant, Medway Car Sales Ltd, 2010 – 2012• Initially employed as Customer Services Assistant, progressing to Marketing Assistant after

one year;• In Customer Services I worked to ensure good relations and high customer satisfaction

levels for all departments;• Learned complex product information and answered customers’ questions at all levels, from

the basic to the highly technical;• As Marketing Assistant, I reorganised the database in order to make more effective use of

the existing customer base;• Implemented a recycling scheme of paper and card from the offices and publicised this

through the local press.Volunteer Pre-School Assistant, South Africa, Summer 2011• Worked in a township programme, assisting teachers on a community project involving 200

children aged 3-6 years;• Helped children to develop numeracy skills through counting and shape recognition games;• Devised creative and fun learning materials within limited resources;• Raised funds to take part in this programme through sponsored events such as cake bakes;• Developed cultural awareness and confidence.

Interests• Elected Secretary of the Ski and Snowboard Society where my responsibilities included

organising club trips to Austria and Romania and creating the society’s website and othermarketing materials;

• I play lead guitar in a band and regularly perform at local venues and charity events;• Have written many features and reviews for the student newspaper;• Volunteer reader at Medway Talking Newspaper, where I also carried out market research

aimed at increasing the relevance of the paper to listeners’ interests.

Education and qualificationsUniversity of Kent, 2011 – 2014BSc Social SciencesAchieved 67% in second year exams and aiming for a first-class honours degree

The Havisham School, Rochester, 2006 – 2011A Levels: Geography (B); English Language (C); Biology (D)GCSE: 8 GCSE’s at A* or A, 1 B and 2 C’s

References: Available on request

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Hybrid

Notes on EmmaKirkpatrick’s CVThis is a ‘hybrid’ CV, focusing onwork experience but with a shortsection listing the skills thecandidate can offer, includingpersonal skills as well as practicalskills.

1 If you use a personal emailaddress make sure that it issensible and businesslike. Thisone is OK but avoid anything‘funny’, childish or offensive.

2 “Work Experience” is a verybroad heading and can includefull-time or part-time paid workbut also volunteering and evenextra-curricular activities: there isno need to put these underseparate headings.

3 Emma also notes the skillsdeveloped through her variousjobs and volunteering experience.This is particularly helpful wherethe work that you have done inthe past is not related to the poststhat you are applying for now.

4 It is normal for a final-year studentor recent graduate to start withtheir degree, but you don’t haveto do this. Although Emma ishoping for a first-class degree herA-level results are not outstandingand she may have thereforechosen to put her skills andexperience first so that the readerhas formed a positive impressionof her before reaching thisinformation. She has used theprofile to mention that she is agraduate-calibre applicantwithout giving any further detail atthis stage.

Targeting your CVFor examples of CVs targeted ondifferent career areas, including themedia, law, architecture, drama,forensic science, pharmacy andcreative industries, seewww.kent.ac.uk/careers/cv/cvexamples.htm

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COVERING LETTERS

The covering letter is vitalto your CV. This is why itis the first page and not anaddition. “Please findattached my CV” won’t getyou very far. You shoulduse the email text, whichwill be the first thing anemployer sees, for yourcovering letter, and sendyour CV as an attachment.

The covering letter puts flesh on thebare bones of the CV. It gives theemployer detailed evidence that youhave the qualities the job calls for,and makes a statement aboutyourself and your suitability for thejob. It should give the personaltouch that a CV will intrinsically lack.

• Keep the letter clear, concise andto the point: it should normallyconsist of three or fourparagraphs, or no more than oneside of A4 paper when printed out;

• Visual impressions are important,so don’t crowd the paper: spaceout the paragraphs and don’t usemargins that are too narrow;

• Use your own words rather thanformal long-winded clichés;

• Spell-check and then double-check your spelling and grammar.Spell checkers won’t pick up forminstead of from or sex instead ofsix!

• Answer the question “Why shouldI interview you?”

• Demonstrate your understandingof the work/knowledge of thecompany. “I am passionate about....” will not do alone: you must saywhy you decided to pursue thiscareer, what attracts you to thisemployer, what you have found outabout it, etc;

• Relate your skills to the job andshow how you fit the criteriarequired. Show the employer, in aclear and concise manner, thatyou have demonstrated the skillsthat they specify for the job. Giveevidence, using examples fromyour studies and/or previousexperience;

• Say when you are available tostart work (and end, if it’s aplacement) – be as flexible aspossible;

• Match the tone of the letter to theorganisation and try to ‘mirror’ thestyle of language used by theemployer. For example, if the jobdescription and their websiterepeatedly describe theorganisation as results-driven youcan use your application to showhow you could fit in with thisculture – however don’t gooverboard!

• Start and end the letter with oneof the following formats: - Start: “Dear Mr/Ms Jones”;end: “Yours sincerely”

- Start “Dear Sir or Madam”;end: “Yours faithfully”

- (You should address the letterto a named person wheneveryou can, but it is not alwayspossible to find out thisinformation)

• DON’T forget to attach your CVto an emailed covering letter –it’s easily done!

www.kent.ac.uk/ces

CONTINUED OVERLEAF


COVERING LETTERS (CONT)

How to structure yourcovering letterA covering letter is a highlyindividual document and there is noone way to set it out. The structurebelow, though, suggests a way ofcovering the key points in the limitedamount of space that you haveavailable.

Introduction• State the job you’re applying for—the employer may be recruitingfor more than one position!

• Where you found out about it (forexample, Target Jobs, Milkround,a local paper or job site) –organisations like to know whichof their advertising channels areworking successfully;

• When you’re available to startwork.

Why you want the job• Why you’re interested in that typeof work;

• Why the company attracts you.

Why you are the right person forthe job• Using the job description andperson specification, say whatyou can offer in terms of skills,qualifications and experience,and relate these to thecompetencies that will berequired in the job.

For examples of coverletters, see:www.kent.ac.uk/careers/cv/coveringletters.htm

www.prospects.ac.uk/cover_letters.htm

http://targetjobs.co.uk/careers-advice/applications-and-cvs

Remember that you should writeyour own cover letter in your ownwords and not plagiarise any ofthese examples!

Any further relevant information• You may, for instance, want toexplain poor exam results or anygaps in your career history due toillness, course changes, etc.Don’t go into too much detail butkeep this section brief and, as faras possible, positive.

Conclusion• State when you will be availablefor interview (and any dates thatyou won’t);

• Thank the employer and say youlook forward to hearing from themsoon.


Public sectororganisations, largecommercial companies,professional firms andmany other types ofemployer will normallyproduce their ownapplication form andrequire all candidates touse it. Application formsare also commonly usedfor applications topostgraduate courses.

While many employers will have aform designed specifically forgraduate trainee candidates, othersmay use the same form for all postswithin the company, from factory-floor workers to senior executives.The graduate form may be moredemanding but the generalist formcan also present difficulties if it putsmore emphasis on experience thanon qualifications.

To apply by this method, you maybe asked to complete an onlineapplication form or to download aform in Word or PDF format to becompleted and returned by email orpost. However, the basic techniquesfor completing a form successfullyare the same whatever its format.

The questionsApplication forms will usually beginwith straightforward and factualinformation about your education,qualifications, experience andinterests. Some may not ask for verymuch more than this but manygraduate employers’ applicationforms are much more detailed andtesting.

Competency-based questionsThese are used by most largeorganisations and are the hardestpart of the form for most applicants.These questions usually begin“Describe a time when you …” or“Give an example of ...” and ask forexamples of specific skills such asteamwork or leadership.

• Tell us about a situation orproblem that required you to thinkdifferently and come up with acreative solution (RBS)

• Please describe how yousuccessfully overcame difficultiesto ensure that a particularlyimportant piece of work/a projectwas delivered to a high standard.(Microsoft)

• Demonstrate how you haveworked as part of a team andoutline the skills you used toinfluence the outputs of that team(NHS Clinical Scientists)

Remember that these skills will bethe ones that are essential forsuccess with that employer – thesequestions are the most important onthe form. They also now crop up inmost graduate interviews and the

Before you start: somedo’s and don’ts • DO read the form through andfollow all instructions.

• DO try to fill all the spaceprovided for your answers – toomuch blank space makes anapplication look half-hearted. Onthe other hand, DON’T waffle justto fill up the space.

• DO keep your own copy of eachapplication form. When it comesto the interview stage, it isimmeasurably useful toremember what you have told theemployer!

• DON’T use informal language asyou would in an email or textmessage. Your language shouldbe well-structured, grammaticaland businesslike;

• DO use a word-processingprogram to draft out youranswers, rather than typing themdirectly into the online form. Thiswill allow you to use a spell-checker before cutting andpasting the text into the form itself,and also to save your answers torefer to later;

• DO be concise. Online forms mayrestrict the number of words orcharacters which you can use inany one answer but, even if theydon’t, your responses should stillbe succinct and to the point;

• DO save your work as you goalong so that you don’t loseeverything in the event of a crash;

• DO keep a note of yourpasswords – in a safe place!

APPLICATION FORMS

22

APPLICATION FORMS (CONT)

best way to prepare for theseinterviews is to complete a fewapplication forms with thesequestions. You can also practicecompetency questions on the CESwebsite.

Examples could come from vacationor part-time work; university clubsand societies; voluntary work; studyat school or university; holidays andtravel or personal and familyexperiences. Organising a week’sindependent travel in Scotland is asvalid as a trek through theHimalayas. Use our Progress File atwww.kent.ac.uk/careers/sk/skillsmenu.html to “brainstorm” everythingyou’ve done in the past few years.

Compose a paragraph or so foreach situation, outlining whathappened, how you approached itand what the outcome was. Thefocus should be on you – even if thesituation involved a group,interviewers will want to know whatyour specific role was in achievingthe desired result.

As well as looking at what you say inanswer to such open-endedquestions, recruiters will be lookingat how you say it. This includes youruse of English: how well youexpress yourself, your spelling andgrammar.

A good way to answer competencyquestions is via the STAR approach– Situation, Task, Action and Result.

• The Situation forms theintroduction;

• The Task outlines what youneeded to do (it may becombined with the Situation if youhave a limited number of wordsfor your answer);

• The Action you took should formthe main body of your answer.

• The Result should be yourconclusion – try to be specific ifyou can: “We won the cup”;“Membership of the societyincreased by 40%”; “We raised£400 for charity”. If you failed toachieve your objective say whatyou learned and what you woulddo differently next time.

Some recruiters have evenincorporated the STAR approachinto their application forms, as in thefollowing example:

“Please give us an example of whenyou have found it difficult to build aworking relationship with someone.What was the situation? What actiondid you take to ensure the outcomewas positive? (Mars)

ExampleDescribe how your personalplanning and organisation resultedin the successful achievement of apersonal or group task.

• Situation. How, when, where, withwhom?

“During my summer job as anadministrator at a chain of pubs…”

• Task. Describe the task or issueyou were faced with. “… I was given responsibility forreviewing the stock controlsystem.”

• Action. What action did YOUtake? In team tasks applicantsoften fall into the trap ofdescribing in detail the work ofthe whole group withoutmentioning their own contribution!“I looked at factors such as theordering process, where stockwas used and how often orderswere placed for various items. Iworked out a method ofstreamlining this process andcreated a database which I thensubmitted to my manager.”

• Result. What results did youachieve/conclusions did youreach/what did you learn from theexperience? “My ideas wereaccepted and implemented anda 15% reduction in wastagelevels was achieved.”

Many example answers to thistype of question are at www.kent.ac.uk/careers/compet/skillquest.htm

www.kent.ac.uk/ces

23

Unusual or difficultquestionsApplication forms for jobs in popularand competitive fields such asadvertising, the media ormultinational companies often usequestions that are different from,and more challenging than, thenorm. These areas requireoutstanding verbal and writtencommunication skills, which may betested to the limit by the form! Hereare some examples:• Indian restaurants are usuallybusy in the evenings but rarely soat lunchtimes. If you ran an Indianrestaurant, how would youencourage lunchtime custom?(Ogilvy)

• Write a story of no more than 300words about one Euro coin(Publicis)

• You and your best friend … findyourselves the last two remainingcandidates for a job you’d bothdie for. Write two draft letters toyour friend, each no longer than150 words: the first in the eventthat you get the job; the second inthe event that your best frienddoes. (WPP)

• If you were a fictional characterfrom a novel, who would you be?(Withers Solicitors)

We are not offering ideas for how toanswer these questions: if you havethe potential to succeed in thesehighly-competitive areas you willhave the originality and initiative tothink of your own! But be different,make it interesting to read and,although you should always keepthe job description in mind, don’tjust try and give the employer whatyou think they want to hear.

ReferencesGenerally, employers will expectone academic and one personalreference. The academic refereemay be your personal tutor whowill usually be happy to give youa reference. If, though, you feelthat another member of staff knowsyou better, or will give you a morefavourable reference, it’s fine toask them.

The personal referee may give awork-related reference or a moregeneral character reference. Youcan ask current or previousemployers, from vacation, part-timeor voluntary posts as well as longer-term jobs or placements, for a workreference. Character referees maybe family friends, former teachers,religious leaders etc. who know youwell. If you wish to give threereferees this is usually OK.

Always ask your referees’permission to give their names, andtell them something about the jobsfor which you are applying. Sendthem a copy of your CV orapplication form, so they know whatyou have told the employer aboutyourself and can structure theirreference in an appropriate way.Do keep your referees informedabout the progress of your jobsearch: tell them when you get ajob offer and thank them for theirtime and trouble.

www.kent.ac.uk/ces


ADDITIONAL INFORMATION

Most forms have a spacefor you to add anythingnot covered in any othersection of the form. Do usethis space – if you don’t,you are wasting anopportunity to make animpression as anindividual. You mightinclude evidence offurther important skills,awards and prizes; expandon your experience, oryour interest in thecompany, or give moredetail about relevantaspects of your degreestudies such as projects ordissertations.

It can also be used to addresspotential problem areas, but alwaysdo this in a positive way! Exampleshere could include reasons for ayear out or career break (what youdid and what you gained); pooracademic results (if you have aGOOD reason for these, outlineBRIEFLY what went wrong); illnessor disability (if relevant and in apositive manner, emphasising whatyou can do rather than what youcan’t).

Equality MonitoringMany forms include a questionnaireasking for diversity information suchas age, gender, ethnic origin,disability, religion and sexualorientation. This plays no part in the

selection process but is included sothat employers can measure thediversity of their applicants and thesuccess rate of applications from“minority” groups – thesequestionnaires have been approvedby the Equality and Human RightsCommission. They are optional,though, so you are not obliged tocomplete this section if you prefernot to.

DisabilitiesMost employers can provideapplication material in alternativeformats (such as large print or audio)for candidates with disabilities. Ourweb pages for students withdisabilities www.kent.ac.uk/careers/disabled.htm include advice andhelp on making applications,including the issue of how orwhether to disclose your disability atthe application stage, as well as

vacancy information and links touseful resources for students withdisabilities.

Further HelpThe Careers and EmployabilityService web pages atwww.kent.ac.uk/careers/applicn.htmwill give you further help withapplication forms, CVs and coveringletters.

The DVDs “CVs and Applications”and “Your Job’s Online” can beviewed atwww.kent.ac.uk/careers/IntVid.htm

You can bring in your own CV orapplication form for feedback froman adviser at one of our drop-insessions – seewww.kent.ac.uk/ces/advice.html fortimes at your campus.


NOTES


NOTES (CONT)

VISIT USONLINE

The Careers and Employability ServiceUniversity of Kent, Canterbury, Kent CT2 7ND T: +44 (0)1227 823299 E: [email protected] www.kent.ac.uk/ces

www.kent.ac.uk/ces

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