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Prepare for your future today …. CAREERS TEAM\Publications (in-house) 2013-2014 \3 Making Successful Applications Updated March 2014

Perfecting your techniques to secure a job interview

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3.

Making Successful

Applications

Prepare for your future …


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The advice in the publication is designed to help you plan your job search

strategy.

Think about what you have read, turn it into action points and implement

them.

Good luck!

If you require a copy of this publication in large print or another format, please

enquire at Careers Reception

This symbol is used to highlight information of relevance to

students with disabilities and/or learning difficulties.

UCLan Careers Foster Entrance Foyer

01772 895858 / 892584

www.uclan.ac.uk/careers

[email protected]

Opening hours: Monday to Thursday: 9:00 – 5:00

Friday: 9:00 – 4:00

© Copyright licensed to the University of Central Lancashire

To request permission to reproduce any text from this booklet

for commercial purpose contact: [email protected]

Careers Team, University of Central Lancashire

Revised March 2014/V 1

sky’s your limit with the careers service

http://www.uclan.ac.uk/careers

mailto:[email protected]

mailto:[email protected]


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Introduction Many employers require you to complete one of their application forms rather than send in

your CV. In fact many employers explicitly state that information contained in a CV will not

be considered. Never send in a partly completed application form with an attached CV,

believing that your CV contains the relevant information. The golden rule is to do as you

are asked.

From the employer’s perspective their own application form gives them the chance to set the

agenda and to ask for evidence of the key competencies and characteristics that they have

identified as being important. From the job applicant’s point of view an application form is

more work and may even take some hours to complete – but it does enable you to tailor

your responses to the specific job on offer and present yourself in the best possible light.

Some employers will offer you the opportunity or even require you to apply online and may

scan your application form as part of a pre-selection process. Whatever the format of the

application, the guidelines for content are the same.

Our sample application form used in this document is representative of many graduate

application forms and we have used it as a framework for offering some guidelines about

how to write good applications. Don’t forget, of course, you must use the actual application

form which the employer has provided. The questions on our sample application form are

fairly typical of those used by graduate employers and the advice you will find here should

be of use to you in completing many of the forms you are likely to come across.

Although completing application forms in your own handwriting can look more personal than

a typed form, application forms should always be word-processed if possible:

They are easier for the employer to read than a handwritten form;

Typescript takes up less space than handwriting and you can therefore include more

information.

Applying online

It would be difficult to find a modern graduate recruiter who does not use an online

application system in some form or another. This could be something as basic as a website

that allows you to send or input your CV and basic application details; or it could be

something as fancy as a system that might allow you to complete psychometric tests online,

which could include sections where you are able to book the time and day of your interview

and assessment centre, as well as track all the correspondence you have sent or been sent.

As with anything that involves the internet there will be problems: system crashes, lost

forms, delayed responses and contradictory correspondence. However, as employers refine

their systems (and get used to using them) and as more and more incorporate a 'save and

return' facility, the systems are becoming much more reliable and easy to use.

Has technology taken all the flexibility out of the recruitment process? Often the problem

with online systems is that they can reject or accept applications based on absurdly rigid

criteria. Students often complain that their form is scanned for UCAS points and rejected

without even being seen by a human eye; or that the system does not allow for A Level

equivalent qualifications. If this is the case, email the recruitment manager gently and

politely pointing that out. The truth is that they worry about computers taking away the

flexibility as much as you do and will make exceptions; for example, most companies will

accept A Level equivalents.


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Why are online systems useful?

Online applications are just so much quicker than those old-fashioned paper applications.

They are quicker to complete, and you should hear back more swiftly too. You don't have to

wait anxiously by the letterbox every day for weeks on end - you might even get a response

within a day (though you might not like to if the news isn't good).

Online systems are, in theory, more objective and fairer, too. Your application will be

judged on its merits, and not on whether the recruiter has had a bad day, or if they don't

like your handwriting.

Online application forms are much better for people who have difficulties with

handwriting due to a disability.

The whole process is much more flexible too - from booking your own interview time, to

saving the form (if you're getting a bit tired) and being able to come back to it.

Why do employers use online systems?

Employers use them because they help to get the right graduates, more quickly and efficiently. Graduate recruitment is an expensive business – the cost of running an assessment centre can run into thousands of pounds, so companies

have to be sure that their money gets them the best graduates. With so many graduates looking for jobs these days (for 40 places on a graduate scheme there could be over 5,000 applications), employers need ever-more efficient ways of sifting through the applications.

Fast and efficient

Online systems save time, money and paper. In order to deal with huge numbers

of applications, employers need to screen applicants in the fastest and most efficient way. By placing everything online, companies can make graduates complete competency questionnaires, ability tests, personality profiles and other

tests at the beginning of the selection process, rather than having to spend more money and time on bringing them in for an interview. Employers are also quite preoccupied with the way they are perceived, and rightly so. Job-hunters are a fickle bunch, and can be switched off by an employer with the wrong image. Employers like to think that using an online application system makes them look high-tech - in truth, if they didn't use an online system, they

would appear very old-fashioned.

Instant gratification

Online application systems allow employers to access instantly information they

need about their recruitment exercise; for example, the number of applicants in a given week, or from a particular university. That way, they can monitor how

successful their recruitment advertising has been, but also if they need to boost applications from a particular group (like women, for instance). And, like the candidates, they can track the progress of applications and monitor all correspondence.


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How should I prepare to make online applications?

However basic or sophisticated the systems are, you still have to obey the fundamental rule

of all job applications, that is, preparation. Just because email and the internet have

speeded up communication to the point of doing away with the fineries of the English

language, it doesn't mean you can treat online applications with the same brevity.

There is a contradiction here - employers have speeded up the process to make it easier for

you to apply, but they still expect you to do the same amount of research. And so they

should. It's in your interest to research companies and target your applications; otherwise

you are just wasting your time and theirs too.

DVD: Your Job’s Online

AGCAS has developed a 25-minute DVD entitled Your Job's Online to dispel

myths about applying for jobs online. It shows two major employers selecting

graduates using only their electronic applications. You can hear the selectors assessing

the candidates' performances, and see the candidates’ reactions to those comments.

The DVD shows the common mistakes made and how to maximise your chances of success

by:

answering the question

giving evidence

detailing activities and interests

marketing themselves.

To see this DVD online, check out the Careers Toolkit

on the careers website.

Select simulator

You can practise the art of applying online by accessing select simulator, an online tutorial

that takes you through this process.

The website is powered by the same system used by many major graduate recruiters

including Arup and Rolls Royce. With interactive help and advice and a real application form

to fill in, print off and use as a basis for future applications, the website covers everything

you will need to make carefully constructed targeted applications.

Check it out on www.selectsimulator.com/

Remember, if you are disabled and require an application form, test or questionnaire in a different

format or method of delivery, do make sure to

contact the employer to discuss your requirements.

http://www.selectsimulator.com/


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Completing applications (printed or online)

On the following pages we give some general guidelines on completing applications using a

sample application form as an example (with guidance notes typed onto it). However, if you

have any doubts about completing applications you should seek help from the Careers

Advisers in UCLan Careers. Useful advice is also provided on the Prospects website

(www.prospects.ac.uk/links/appsinterviews).

Preparation Stage

Research and think about the job you are applying for and the various tasks it involves.

It may be that the employer has provided a Person Specification, detailing the skills and

experience needed to perform the job, as well as a Job Description. If not, you can make

a list of the key skills and competencies that you think are needed to perform those tasks

well. Employer websites and recruitment material often indicate the competencies they

seek and this can help you to compile your list.

Think about yourself and those areas of your experience – education, work and social life

– where you have demonstrated the use of those skills required in the job. If you don't

meet their criteria, including A-level points or class of degree, then turn your attention

elsewhere.

Many application forms require you to give specific evidence for the skills that the

employer requires for the job. On page 6 we have shown how to answer questions on

the three broad skill areas of:

o Planning, implementation and achieving results;

o Influencing, communication and teamwork;

o Analysis, problem solving and creative thinking.

Some employers require applicants to answer open-ended questions such as ‘provide

information in support of your application’. Don’t panic! This gives you the opportunity

to say what you want in order to market yourself to the employer. Structure is

important here and you may find it helpful to use headings to highlight the different

sections of your answer. Points to stress are:

o Why you have chosen this employer;

o Why you have applied for this job;

o What you can offer based on their specifications (eg. make direct links to the

Person Specification);

o Evidence that you have the necessary skills and experience to perform the job

effectively (include concise examples from your work experience, including

any voluntary work undertaken, degree/qualifications and outside

interests/activities);

o Your commitment and enthusiasm.

When completing an application form, don’t leave gaps in your life. If you have missed

out dates, for example, because you repeated GCSEs or were unemployed for a year, it

could lead an employer to think that you have something more serious to hide.

http://www.prospects.ac.uk/links/appsinterviews


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Now you’re ready to start work on a first draft of the form:

Personal Details

Title Surname First name(s)

(underline the one you are known by)

Home address

Term

address

Post code Post code

Telephone

Include STD/Area

code

Telephone Include STD/Area code

Dates at above

Dates at

above

E-mail Mobile

Nationality

Do you need a work permit for permanent employment in the UK? YES NO

Do you have one? YES NO

Do you hold a full UK driving licence? YES NO

Education - Professional, Postgraduate, First Degree/Diploma

Please list all degrees/diplomas/professional qualifications etc. held or

currently studied for, whether at first degree or postgraduate level. List

most recent first and give all results known whatever the outcome.

From - To

month/year

Higher Education

Institution

Award and Title of Award (HND/Degree/Dipl/MSc/PhD

etc)

List main subjects

below title

Results (expected/ awarded)

If there are too many

subjects, include the most

relevant / those in which you

gained particularly good

grades / final year project or

dissertation

Employers are

familiar with

degree grades,

eg. 1, 2:1, 2:2,

etc.


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Education - Prior to Higher Education

Please list date (year)/qualification/subjects (grade) of all of the highest level

examinations that qualified you for your Higher Education course(s)

(A/AS Levels; Scottish Higher; Irish Leaving; Access; GNVQ; Baccalaureate etc.)

Include all examinations taken at this level whatever the outcome.

Number of GCSE

Standard Grade passes

(Grade C & above)

Date(s)

gained

Grade

for

Maths

Grade for

English

language

Number

of A/A*

grades

Employment and Work Experience

Please describe briefly any work (whether paid or unpaid) which you have

undertaken. Highlight (*) the two most relevant and note what you

achieved.

From To Employer Job Title and

Responsibilities

Achievements

Month/Year

Whatever the job, turn the experience to your advantage. Use work

experience that will help to market you for the job you’re applying

for. In particular, emphasise the skills and qualities you’ve developed

which match those needed in the job.

Don’t ignore menial or hum-drum jobs; sticking at a lousy job shows

perseverance. Bar or cafe work gives you experience of dealing with

the public, working under pressure, handling money, etc. Saturday

jobs can be included here, particularly if you do not have much other

work experience.

Checklists of abilities and skills on ‘Prospect Planner’

(www.prospects.ac.uk ) will help to jog your memory. What you

observed / insight into what is involved in occupations may be as

relevant as what you did.

Achievements might be very specific, eg. completing a project or

reaching a sales target. They could also involve developing a skill /

coping with pressure / establishing your credibility in a team /

earning enough money to buy something you needed, etc.

http://www.prospects.ac.uk/


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Geographical Location

Do you have a strong preference for a particular location? If so, give

details.

Don’t ask for an area where the employer has no site. Be as flexible as you can but

don’t say you’ll go ‘anywhere’ if you won’t!

Personal Interests and Achievements

Use the space below to describe with dates (year) any spare-time activities.

Include organising, leading or group activities. Those requiring initiative,

creativity or giving intellectual development are also of interest.

Take a lead from the suggestions in the question.

Think in terms of the range of your interests - sporting/intellectual/social/individual,

etc., and also the level of your involvement. Employers would probably like to see

that beyond your studies you have the energy and enthusiasm to pursue other things

actively. Include, but with less detail other, more casual interests.

You will usually be free to choose what you do with your spare time and your

interests may be taken as examples of your preferences and personality. Think

about how what you say about yourself relates to the job you are applying for. If all

your interests involve being with others you might not be seen as a strong candidate

for a job that involved working mainly on your own.


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Specific Evidence

The following questions are designed to encourage you to provide evidence of specific abilities.

Your examples can be taken from your education, work experience, placements or spare-time

or other voluntary activities but do not write solely about course work.

Planning, implementation and achieving results: Describe a challenging project, activity or event which you have planned and taken

through to a conclusion. Include your objective, what you did, any changes you

made to your plan and state how you measured your success.

For projects, dissertations or work experience focus on:

How you established what was important;

How you planned the work, and monitored progress;

How you set the timetable;

The outcome.

These skills may also have been demonstrated through:

Working to support yourself whilst studying;

Having family as well as study responsibilities;

Organising inter-railing or backpacking trips;

Organising social or sporting events;

Fundraising for charity or a political party.

Influencing, communication and teamwork: Describe how you have achieved a goal through influencing the actions or opinions

of others (perhaps in a team context). What were the circumstances? What did you

do to make a difference? How do you know the result was satisfactory?

Co-operating is important in many organisations, regardless of the job for which you are

applying, so selectors are often looking for evidence that you have worked with other

people constructively. These types of activity involve co-operation:

Group project work during your course;

Team game or outdoor pursuits such as climbing;

Committee work;

Organisation of social events;

Vacation work;

Amateur dramatics.

Analysis, problem solving and creative thinking:

Describe a difficult problem that you have solved. State how you decided which

were the critical issues. Say what you did and what your solution was. What other

approaches could you have taken?

Problem solving is a core skill that is developed in most degree courses. Some leisure

pursuits involve this skill, eg. chess, computing, logic games and puzzles. Everyday living

often presents challenges where these skills are useful, eg. deciding you were on the wrong

course and changing; or dealing with housing, financial or family problems.


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Additional Information

Please write here any additional information, not covered elsewhere, which will

strengthen your application.

Give reasons (but not excuses) for anything unexplained on your form, eg. repeat years, failed

subjects, etc. Be positive by describing what you learned from the experience.

Where did you hear of us or see an advertisement?

Specific Skills

1. List any languages that you know including level of proficiency (basic/working knowledge/fluent/mother-tongue)

2. Specify your experience with any generic computer packages/programming languages

(limited/working knowledge/extensive) 3. Indicate any other specific relevant skills (laboratory techniques, graphics skills etc)

Emphasise relevant skills.

If you haven’t used the skill for some time you may be ‘rusty’, but would probably redevelop

the skill quite quickly.

(Note that generic computer packages means word processing/spreadsheets/databases, etc.)

Career Choice

Explain why you have applied for the job function(s) that you noted on the first

page. Offer evidence of your suitability (eg. courses undertaken, work shadowing,

skills, strengths and experiences). Emphasise why you consider yourself to be a

strong candidate.

The emphasis here is on what you have to offer the job, not what the job offers you.

Try to give an overview; usually there is more than a single reason why you would be a

strong candidate.


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Health Declaration

Please give details of any health matters of relevance to the work applied for (see

note within Guidance Notes and Monitoring Data)

Referees

Academic Referee

Name

Position

Address

Telephone

Other Referee

Name

Position

Address

Telephone

Availability

Please give any dates when you are

not available for interview:

Please give the date from which you are

available for employment:

Declaration

The statements made on this form are true. I understand any false statements may

jeopardise my application and may lead to an offer being withdrawn. I have

attached the Equal Opportunities Monitoring Data.

Signed .......................................... Name (please print) ..........................................

Date ...........................


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Examples of Good Practice

The following examples are typical of the sort of questions employers ask on their application

forms. Remember that they are examples only and you must draw on your own experiences.

Example One: This is frequently asked on application forms. Note how the answer deals

with all the issues raised in the subtext.

Planning, implementation and achieving results Describe a challenging project, activity or event which you have planned and taken through to a conclusion. Include your objective, what you did, any

changes you made to your plan and state how you measured your success.

During my second year I chose to do an assignment on e-commerce and SMEs. The objective

was to establish some measure of the extent to which SMEs were involved and to identify

obstacles to the use of e-commerce.

I anticipated that gaining interviews with managers in small companies might be difficult and

time consuming so I organised that part of the project first.

I gained the support of the local chamber of commerce who wrote a covering letter for me to

use and assured the participating companies of confidentiality. I was then free to focus on the

desk research part of the assignment using www and cd-rom sources.

In the event, no changes to my original plan were necessary, though I had thought about the

possibility of using a postal questionnaire if employers had been unwilling to be interviewed.

As well as gaining a 2.1 grade for the assignment, the Chamber of Commerce published a brief

summary of my work in their monthly newsletter.

Example Two: This is about problem solving, often asked. It’s also an example of the way

in which disclosing information about disability can be integrated into application form answers.

Problem-solving Describe an occasion when you encountered a blockage or barrier to

something you were trying to achieve. Describe how you identified the problem and the plans you made to overcome it.

Entering higher education was a major challenge to me. I am a visually impaired person and

there have been additional obstacles to success.

Within the first month at university I had to orientate myself to a larger location than I was

used to. I did this independently, enlarged the university map and found my own way about.

In my studies I negotiated with the Learning Resources Unit to receive copies of the acetates

used by lecturers. I converted text to large print when a magnifier did not help me.

I have always taken my own notes and have enlarged print for myself on computer through

Windows.

By deciding to find my own way round difficulties, I have learned facts and absorbed ideas more

effectively, become confident in my abilities and grown resourceful and assertive. Technology

has been a major tool and factor in helping me to achieve good results in higher education. I

have been able to explore its potential and use it fully and am expected to achieve a 2:1.


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To summarise..

1. Employers are looking for skills and attributes as well as relevant experience. If you don’t

have direct experience, highlight to the employer where you have used similar skills in

other contexts – remember you must make the links and not leave it up to the employer.

2. Selectors want evidence, not opinions.

3. Your task is to use the application form to help you present evidence of the skills you have

which match their requirements. Sell yourself by giving evidence from all aspects of your

life (including part-time jobs, work experience, voluntary work, sports and social life).

4. It is vital that you answer the question.

5. Don’t rush your online applications! You will get very fast feedback — make sure that what

you submit is your best possible effort. Take just as much time preparing an electronic

application as you would a paper-based one.

6. Read the employer’s recruitment literature:

What skills are they looking for?

What have you got to offer?

Why do you want to work there?

7. You may only be allowed a very few words to explain why you are suited to the job. Write

your answer away from the computer, and show it to a careers adviser, friend, family

member, and (ideally) someone who works in the area you’re applying for.

8. Get help from a careers adviser or a friend if you can’t think how to answer any of the

questions.

9. Many applications fail because of careless errors:

Pay attention to detail. Employers won’t be impressed if you get their name

wrong, or leave out important information.

Spelling mistakes will be obvious to the employer.

Get someone else to look through your application before you send it off. They

should look for mistakes in spelling and grammar but you will also want to know if

they think your application does you justice. For example, have you chosen the

best examples of achievements and skills?

10. In brief, the secret of effective applications is in the preparation and thought you put in

before you start filling it in.

If you have a disability, you need to think about how, when, where and if you

want to disclose it to an employer. To look at the issues, you can find an

information sheet about disclosing disability in the Careers Centre and/or talk it

over with a careers adviser.

Remember that under the Equality Act you can also request an application form

in an alternative format, eg. if you have a visual impairment and require large

print or an online version of the application form.


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What next?

The information and examples contained in this handout should help you make a good start on

completing your own application forms. This is a crucial stage of the application process. The

forms you submit will usually be the first impressions that employers will have of you. Try to

learn from your mistakes and if you’re not sure about something, do ask for help.

Further help is available from the team in the Careers Centre. You can either come into the

Centre in Foster Entrance Foyer if you want to talk through some issues or you can email

queries from our website www.uclan.ac.uk/careers .

You may find if you are completing your first graduate application forms that they are

demanding and it can be difficult to think of experiences that will adequately demonstrate that

you have the competencies that employers are looking for. To some extent we all take for

granted our own experiences. Talking the issue through with an adviser may help you to

identify or remember situations where you used the particular skills that employers seek.

Reviewing a draft copy of your application may also be useful in helping you to relate the

experiences you are writing about to the demands of particular occupations or employers. It is

also a very useful way of preparing for the next stage of the application process – the interview.

Further Information

You may find other publications in this series useful, including ‘Succeeding at Interviews’. To

download this publication and others in the booklet series, go to

www.uclan.ac.uk/careersbooklets

You can also find information on the Careers website www.uclan.ac.uk/careers about

relevant events, workshops and elective modules.

You might also want to check out the recorded online events, covering a number of topics, at

www.uclan.ac.uk/futuresondemand

If you would like further help or want to speak to a careers adviser please call

at Careers Reception, ring us or use our e-guidance system on the Careers website to email us with queries.


http://www.uclan.ac.uk/careersbooklets


http://www.uclan.ac.uk/futuresondemand

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