Applying for a Job in the Qld Public Sector

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Applying for a Job in the Qld Public Sector

• Presenter
• Shane Bowering
• Director (Red Tape Busters)

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Course Outline

• The Qld Public Sector recruitment and selection
  process
• Writing a Job Application
• Preparing a Resume and Covering Letter
• Study exercise preparing an application for a
  position
• Feedback regarding your application
• The Interview Process
• Course Review

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Session 1 - Overview

• Introduce Presenters/Company etc
• Participants Introduction
• Legislative requirements of the recruitment
  process
• How do positions become vacant how can they be
  filled
• Selection Panel Processes
• Documents used in the process
• Tasks to be completed prior to deciding to apply
  for a Position

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Session 1Introduction

• Overview of Presenter
• Overview of our Company and our services
• Our experiences in the public sector and in
  preparing job applications, conducting interviews
  etc.

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Equal Opportunity in Employment Act

• Purpose of the Act is to provide equal employment
  opportunities (EEO) in the public sector
• Agencies required to develop an EEO management
  plan
• Act refers to target groups, these being women,
  ATSI people, people with an ethnic background,
  people with a disability

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• Nothing in the Act requires any actions that are
  incompatible with recruitment, selection,
  promotion and transfer being dealt with on a
  basis of merit
• This Act is about broadening the opportunities of
  the target group to be in a better position to
  attain employment on merit

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Anti-Discrimination Act 1991

• An Act to promote equality of opportunity for
  everyone by protecting them from unfair
  discrimination in certain areas of activity and
  from sexual harassment and certain associated
  objectionable conduct

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• There is specific mention of a need to ensure
  workers are not discriminated against in the
  areas of promotion, transfer, training, dismissal
  etc.
• However an employer may impose genuine
  occupational requirements for a position eg. An
  Actor, Political Adviser

9
Public Sector Management Standard for Recruitment
and Selection

• Primary objective is to detail the framework for
  the Qld Public Sector recruitment and selection
  processes
• The Standard highlights the Qld Governments
  commitment to appointment based on merit

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The Standard outlines the principles and
guidelines relating to

• the recruitment and selection process
• selection committee
• selection strategy
• shortlisting
• information gathering
• information verification
• selection recommendation
• selection decision and
• post selection process action

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How do Positions become vacant and how are they
filled?
How do they become Vacant

• Natural Attrition
• Restructures
• Position upgrade

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How are they filled

• Normal recruitment processes
• Compassionate Transfers
• Redeployment
• Equal Transfer
• Temporary Appointments
• Secondments/Relief

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Processes used by Selection Panels

• Ensure the Position Description (PD) is current
• Make changes to the PD
• Advertise the Position
• Determine weightings for the various Selection
  Criteria

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• Assess the applications and short-list
  applicants
• Determine appropriate interview questions and the
  most appropriate responses
• Determine the selection techniques to be used (at
  least 2 required)
• Advise applicants who are short-listed of the
  Interview and the process to be used

15

• Conduct Interview as per required standard and
  advice given previously to applicants
• Assess Interview results
• Conduct referee checks
• Reconvene to discuss recommendation

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• Submit recommendation and upon approval advise
  both successful and non-successful applicants
• Supply applicants with Feedback on their
  performance
• Appeals Process

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Working Documents Used in the Selection Process
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• Position Description
• Question sheet which includes predetermined
  responses
• Applicant Shortlisting Grid
• Selection Summary Grid
• Interview Guide

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• Reference Recording Sheets
• EEO Statistical Data Sheet
• Vacant Position Nomination Form

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Tasks to be completed prior to deciding to apply
for a position

• Obtain a copy of the PD
• Research the reason for the vacancy and the
  likely future requirements of the position with
  the Manager of the position
• Assess yourself honestly regarding your ability
  to meet the selection criteria and perform the
  duties of the position

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• Research the organisational structure within
  which the vacancy exists
• Establish and consider whether the position
  offers future promotional opportunities
• Ensure you have time available to prepare a
  worthwhile application

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Session 2

• Things to be done prior to writing your
  application
• Basic rules in writing an application
• Generic Selection Criteria
• Addressing Selection Criteria
• The Covering Letter
• Resumes
• Presentation and Fonts

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Things to be done prior to writing an application
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• Ensure you have taken everything into
  consideration as per the last session
• Obtain and research from documents relating to
  the position, eg. Corporate plan, Strategic
  Plans, Operational Plans Business Plans etc.
• Discuss the specifics of the position with the
  previous holder of the position and other people
  in the same field

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• Determine if there are any peculiarities
  resulting from the geographic location of the
  position
• Talk to the Manager of the position to determine
  where they see the position going and what
  priorities they have for the next 12 months
• Talk to Clients of the position to gain an
  insight into their perceptions of the service
  provided

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Basic rules in writing an application

• An application contains the following elements a
  covering letter a departmental application form
  a statement addressing the selection criteria
  individually and a resume, as a minimum
• Ensure that you submit at least the departmental
  application form prior to the closing date of the
  application

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• Utilise as much of the Departments in-house
  information as possible in your application
• Keep the content succinct and to a readable
  volume, ie. Dont make the panel read a novel,
  but dont sell yourself short
• Ensure your presentation is to the highest level
  possible (appearances count)

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Addressing Selection Criteria

• Elementise the criteria to ensure you cover all
  of the components in your response
• Present your response in a structured manner
  which includes the processes used to meet the
  requirements of the criteria and examples where
  you have demonstrated your ability to perform the
  required skills

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• Try to limit your response for each criteria to
  no longer than 2 A4 pages
• You may wish to demonstrate some strategic
  thinking by explaining how you would use these
  skills in the new role

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The ESTEP Theory

• Experience
• Skills
• Theory
• Example
• Proof

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The Covering Letter Should include the
following

• Details of the position for which you are
  applying
• Reference to your experience
• Commitment to the organisations goals
• A desire to be interviewed

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The Resume

• Your Resume should always start with your most
  current career details and document back to your
  first position
• The Resume should contain the following
  information
• Each position you have held (back 5 to 10 years)
• the period you held the position
• key duties you performed
• achievements you accomplished whilst in the
  position
• and any other notable information

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• Where possible only give 3 5 examples of each,
  ie. The most notable 3-5 achievements etc.
• Ensure that if you have had regular or large
  periods of relief that these are included in your
  resume as a position held
• You may also wish to document academic
  achievements in your Resume in detail, at a
  minimum all qualifications should be documented

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• Training course and other qualifications should
  be recorded
• Your personal details are required so that
  contact can be made with you at any time
• Your referees details are required including
  their names, positions and contact details (These
  should include current and past
  Supervisors/Managers)

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Presentation and Fonts
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• Always utilise a header and a footer to
  re-inforce your details in the panels mind
• Ensure that you use the same structure of fonts
  sizes and features throughout the document
• Use indents and bullets to emphasise individual
  messages

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• Utilise fonts that improve peoples recognition of
  your message
• Colour where practical will make your application
  appear more readable and professional
• Your application should always be bound with a
  cover sheet and backing board and transparent
  plastic cover unless otherwise specified by the
  Department.
• You should always prepare at least 3 copies of an
  application (1 for each panel member)

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• Dont be afraid to do things differently as this
  will make you stand out, however always remember
  it must be professional

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End of Session 2 Hooroo!!!
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Session 3

• Different Interview Styles in the Public Sector
• Interview Preparation

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Different Interview Styles in the Public Sector

• Casual
• Round Table
• Behind the desk
• Standard Structure
• Hyperthetical/Theoretical

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Interview Preparation

• Ensure you obtain the weightings of each criteria
  from the panel when you are advised of your
  interview time. Those criteria weighted more
  heavily require extra attention.
• Try and find out as much as you can about the
  interviews/interviewees/process etc from the
  panel chair/friends etc
• Commence preparing for the interview

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• Re-read your application thoroughly
• Prepare notes on particular aspects of each
  criteria that you want to address in the
  interview (including examples)
• Try and ensure that you bring new examples to the
  interview (as opposed to the application).

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• Select some documents/work that you have
  previously produced to take to your interview as
  proof that you meet the criteria.
• Ensure you have examples for all criteria
• Prepare a diagram of some description to use in
  the interview
• Prepare a Business Plan or Action Plan for the
  position

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• Prepare a folder for each selection criteria and
  have everything associated with that criteria in
  that folder.
• Visit the office where your interview will be
  conducted to familiarise yourself with its
  location
• Have a friend do dummy interviews with you so
  your comfortable with your content (can be
  difficult and is questionable)
• Have a summary prepared for the end of the
  interview.

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The Interview

• Dress appropriately and professionally for the
  interview, for the position you are applying for
  and for the environment in which you will be
  working.
• Arrive early for the interview allowing time
  for the nerves to settle.
• If questions provided prior to interview take
  your time read them thoroughly take notes on
  what you want to say.

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• Greet the panel chair
• Thank them for the opportunity.
• Greet other panel members.
• Set yourself up at the interview table.

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• Fill glass of water
• Take your time.
• Speak slowly
• Maintain eye contact

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• Refer to your notes.
• Monitor body language of panel.
• Be positive and project your voice clearly.
• LISTEN!!!!!!

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• Make sure you cover off everything you want to
  say with each criteria.
• Draw a diagram/use whiteboard if possible and
  confident enough.
• Deliver your summary.
• Add anything else you had forgotten

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• Have an intelligent question prepared.
• Thank the panel individually

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Be Confident and Project your Confidence
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Session 4

• Reflection on areas of concern
• Summation of key points
• Course feedback

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Summation of key points

• Preparation in each phase of the process is the
  key to success
• If you want the job you will have to put in
  considerable effort to get it
• Confidence is essential, both in your own
  ability, that you have prepared adequately
  application and interview and when dealing with
  the Panel or Panel Chairperson

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• Be careful about the jobs you select to apply
  for, as you dont want to do all this if your not
  right for the position or its not right for you
• Select your Referees carefully, they need to be
  totally on your side
• Start doing projects in your work environment now
  that you can use as examples at interview
• Keep your application up to date

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• Project confidence at the interview.
• Use the glass of water.
• Again preparation is the key.

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Red Tape Busters

• Job Application Writing
• Interview Coaching
• Quality Assurance
• Consulting to Public Transport Operators
• Consulting to Government
• Training
• Making Government Work for You!!