Conducting an Interview
Discussion
I've finally got the go ahead to get a much needed assistant and I need to interview people for the role. It's just a boring Admin related post but I've never interviewed anyone before, always been on the other side of the table, and interviews I've had have differed vastly from the hungover bloke more interested in ordered a bacon buttie with his colleague to the uptight woman who appeared so ill at ease that it made me the same.
I've drafted an inital prompt list of questions starting with company overview, that it's a new role to be developed by the person appointed and the reasons why the role has come about. I have some other questions but not totally sure what you can, and cannot ask. Are you allowed to ask them about their actual current salar,y or only ask what they want to move jobs and the reasons they want to move?
What else should I ask?
I've drafted an inital prompt list of questions starting with company overview, that it's a new role to be developed by the person appointed and the reasons why the role has come about. I have some other questions but not totally sure what you can, and cannot ask. Are you allowed to ask them about their actual current salar,y or only ask what they want to move jobs and the reasons they want to move?
What else should I ask?
Think about questions that speak to character and attitude more than skills unless any specific skills are a "must have". The only must have I can think of in an assistant position is ability to communicate effectively and that is something you will be able to assess without specific questions during the interview itself.
You will probably want someone who is a go-getter who can work on their own initiative without needing to be micromanaged...someone positive, proactive, professional. And, if inexperienced, someone who has the attitudes and aptitudes to be molded. Some things I would find useful to assess character, communication, and attitude are:
Tell me about a work-related accomplishment you are most proud of?
Tell me about when something went wrong at work and how you handled it and helped put things right?
If you are asked to do something and you finish earlier than expected, what would you do next if no one is around to assign anything new?
How would you handle things if you took a call from a client who was angry/upset and I wasn't available to take the call?
What were some of your favourite things about your last job?
(A bit of an odd question) but describe yourself in 3 words.
The last one of those is not easy....3 is actually a low bar version. I have had 5 in an interview once. I managed to rattle off 4 good ones no problem and the 5th required a pause. They said most people can only make it to 3. It tests ability to think on your feet and self-awareness. It also tests if they have read the job spec. If the spec wants someone who is organised, reliable, adaptable, flexible, personable, etc... You want to hear back at least some of those or versions of those things because if they are applying for the job they should feel they are right for the role based on those characteristics. And, if they really want the job they should have re-studied the spec before coming in for the interview.
You will probably want someone who is a go-getter who can work on their own initiative without needing to be micromanaged...someone positive, proactive, professional. And, if inexperienced, someone who has the attitudes and aptitudes to be molded. Some things I would find useful to assess character, communication, and attitude are:
Tell me about a work-related accomplishment you are most proud of?
Tell me about when something went wrong at work and how you handled it and helped put things right?
If you are asked to do something and you finish earlier than expected, what would you do next if no one is around to assign anything new?
How would you handle things if you took a call from a client who was angry/upset and I wasn't available to take the call?
What were some of your favourite things about your last job?
(A bit of an odd question) but describe yourself in 3 words.
The last one of those is not easy....3 is actually a low bar version. I have had 5 in an interview once. I managed to rattle off 4 good ones no problem and the 5th required a pause. They said most people can only make it to 3. It tests ability to think on your feet and self-awareness. It also tests if they have read the job spec. If the spec wants someone who is organised, reliable, adaptable, flexible, personable, etc... You want to hear back at least some of those or versions of those things because if they are applying for the job they should feel they are right for the role based on those characteristics. And, if they really want the job they should have re-studied the spec before coming in for the interview.
How large is the company and do they have a HR department? If they do, you should really involve them as this is their wheelhouse (or should be). If you don't have a HR team, try looking for advice on the CIPD.co.uk website for tips and guidelines.
Anomie's advice is good to RE questions to ask; make sure to keep them objective and ask the same question to every candidate.
Anomie's advice is good to RE questions to ask; make sure to keep them objective and ask the same question to every candidate.
I'd imagine anyone who's got through the CV screening would be ale to do an admin job standing on their head. So you're probably going to need to understand what this person wants to do with their day, their life outside of work, and whether a) you're OK with that b) whether you'd get on with them and c) whether they're OK with what the job is.
It's a really really simple transaction that goes wrong so many times because people tell each other what they think they want to hear, rather than just have an honest conversation about the good, the bad and the ugly.
You'll likely find out more about the prospective person coming to work with you from a chat about who they are and what they're up to than any pre-prep questions or MustAsks you'll read. Gut feel, fit to the company and 'are we all happy' is the 3 areas to focus on.
It's a really really simple transaction that goes wrong so many times because people tell each other what they think they want to hear, rather than just have an honest conversation about the good, the bad and the ugly.
You'll likely find out more about the prospective person coming to work with you from a chat about who they are and what they're up to than any pre-prep questions or MustAsks you'll read. Gut feel, fit to the company and 'are we all happy' is the 3 areas to focus on.
To select a new hire well is a very challenging task; that's the reason why so many get it wrong. It's about much, much more than just the interview (interviews alone by the way are just about the worst way of finding that perfect hire).
If you've never led the recruitment and selection of a new hire before, please do seek advice and close support from those with suitable experience, either from within or without your organisation. Getting it wrong, regardless of the seniority of the role, can have a huge negative and lasting impact upon you, the candidate and the organisation. Getting it right though is a joy!
Good luck!
If you've never led the recruitment and selection of a new hire before, please do seek advice and close support from those with suitable experience, either from within or without your organisation. Getting it wrong, regardless of the seniority of the role, can have a huge negative and lasting impact upon you, the candidate and the organisation. Getting it right though is a joy!
Good luck!
Hoofy said:
andy-xr said:
I'd imagine anyone who's got through the CV screening would be ale to do an admin job standing on their head.
If only. A lack of attention to detail would mean mistake happen regularly.Consider some practical tests as well as the interview.
e.g. if it involves client contact... drafting an email to set up an appointment... drafting an apology email/letter.. proofing an important document for obvious errrrrrors, etc
Essentially testing some aspects of what you would expect them to do in the day job.
Different level (and I'm not suggesting this, just sharing the story), but we recruited some sales people and insisted on an interview + dragons den approach... you'd be shocked (or not) how many of them interviewed well but couldn't present or pitch.
e.g. if it involves client contact... drafting an email to set up an appointment... drafting an apology email/letter.. proofing an important document for obvious errrrrrors, etc
Essentially testing some aspects of what you would expect them to do in the day job.
Different level (and I'm not suggesting this, just sharing the story), but we recruited some sales people and insisted on an interview + dragons den approach... you'd be shocked (or not) how many of them interviewed well but couldn't present or pitch.
The key thing is to find out why they want THIS job and not just A job . And if they use the word 'passion' in any response don't believe them.....
The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bulls
tters from the can do-ers
Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bulls
tters from the can do-ers Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
It's easy to over-think what to do as an interviewer. To my mind it's a simple as:
Or do what a few of the team on my first contract role did (and still swear by). Take the candidate to the pub. If they insist on getting the first round, they're too keen and a bit wet. If they don't buy the second unprompted they're not the type of person you'd want to spend your time with.
Ideal candidate accepts the first round gratefully but not gushing and moves to get the second round when, having noticed discreetly, that the quickest drinker is a mouthful or two away from finishing.
Or, alternatively, go a bit out of the box. Get a flip chart and a pen and get them to draw a pair of boobs (if male) and penis (if female) - laugh and say "not really". Then with a dead pan face get them to draw a person on all fours. Ignore the ones that do it side-profile and employ the one that draws the rear profile.
- Establishing whether you could spend 5 days a week with this person
- Establish whether they're being honest/genuine - nothing worse than being stuck with a bullstter
- Establish if they've done this sort of thing before and, if they haven't, why they are looking to do so.
- Bants
- Straight-up
- On it
Or do what a few of the team on my first contract role did (and still swear by). Take the candidate to the pub. If they insist on getting the first round, they're too keen and a bit wet. If they don't buy the second unprompted they're not the type of person you'd want to spend your time with.
Ideal candidate accepts the first round gratefully but not gushing and moves to get the second round when, having noticed discreetly, that the quickest drinker is a mouthful or two away from finishing.
Or, alternatively, go a bit out of the box. Get a flip chart and a pen and get them to draw a pair of boobs (if male) and penis (if female) - laugh and say "not really". Then with a dead pan face get them to draw a person on all fours. Ignore the ones that do it side-profile and employ the one that draws the rear profile.
coppice said:
The key thing is to find out why they want THIS job and not just A job . And if they use the word 'passion' in any response don't believe them.....
The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bullstters from the can do-ers
Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
I think if anyone jumped that one me I'd wish them all the best with their search and leave them to it. The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bulls
tters from the can do-ers Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
I believe it's completely fine for people to come in, do the bits they're asked to do and leave it at that. The role should be clearly defined and by doing the tasks, it moves the company on where it wants to go. If you want people to do more than their job, you've not written the spec up properly. If they want to do more than the job, they've got ambition and it should be addressed/coached/dealt with in the right way for all.
I also think that tripping people up by asking them to tell you about you is horrible. A better way would be to explain what the company does, why it does it, how long they've done it, and how long they're going to keep doing it. Explain that the role they're after has a part in that. Then ask them if they want to know any more about how it all comes together.
I absolutely hate a stitch up interview with a) people more interested in hearing how great the company they work for is and b) try to set you up to segregate people. You dont fight between your own team, you go out and fight with your competitors.
In any interview, it's a 2 way street. If you want my skills and experience and we agree it's a good fit, show me why it's better for you to have it than the other guy I'm interviewing with.
coppice said:
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
This is not a good way to approach an interview as a potential employer and will only get brown nosed Yes Men (or women) through your scoring rounds. coppice said:
The key thing is to find out why they want THIS job and not just A job . And if they use the word 'passion' in any response don't believe them.....
The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bullstters from the can do-ers
Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
I'd have thought that approach would put the right people off wanting the job.The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bulls
tters from the can do-ers Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
schmunk said:
Hoofy said:
andy-xr said:
I'd imagine anyone who's got through the CV screening would be ale to do an admin job standing on their head.
If only. A lack of attention to detail would mean mistake happen regularly.
Was on the phone to a customer at the time.
MarshPhantom said:
coppice said:
The key thing is to find out why they want THIS job and not just A job . And if they use the word 'passion' in any response don't believe them.....
The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bullstters from the can do-ers
Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
I'd have thought that approach would put the right people off wanting the job.The killer question is to ask them a bit about your own organisation(what it actually does, what it turns over)as this always show up the lazy ones who haven't done any research into their potential employer.
Never , ever, interview alone. Some nutjob will complain you were unfair/flirty/prejudiced and always make and retain notes .
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
A practical test - written exercise - sorts out the bulls
tters from the can do-ers Sometimes ,getting a couple of colleagues to do an informal interview before the formal one with you can help as their feedback will inform your overall view.
Our HR department have a set list of questions we ask our admin staff (it's a receptionist-type role) across all offices. Ssome questions have notes to clarify the skills being looked for. Hope it helps.
Our Standard Questions said:
1 What do you know about the company?
Knowledge and understanding of [company]
2 What do you think are the key elements of being [position]?
Able to demonstrate knowledge and understanding of the role and its requirements
3 What skills and experience are you able to bring to the role?
Confident and personable – Able to mix with all types of people and provide a professional public image.
4 What attracted you to apply for this position?
5 Tell me about a time when you really had to pay attention to what someone else was saying, actively seeking to understand their message?
Communication skills and eye for detail
6 Tell me about a time when you solved a problem in the workplace?
Conscientious about their workload, selfmotivated
7 How would you deal with a colleague at work with whom you seem to be unable to build a successful working relationship?
Always able to find common ground – Perhaps sometimes takes longer than others.
8 Give an example of how you provided service to a customer beyond their expectations. How did you identify the need? How did you respond?
Able to demonstrate a flexible approach
9 Describe a time when you altered your own behaviour to fit the situation?
10 Describe a time when you established and maintained a relationship with a group outside of the organisation that impacted on your work or you on theirs.
Demonstrates relationship building skills
11 Describe a time when you had to adjust your work priorities to meet changing demands?
Proactive / Time management / Can deal with changing needs
12 Tell me about the type of documents you have had to produce using Word/Excel/Powerpoint?
Basic IT skills
13 Tell me about the worst boss you’ve ever had, how did you manage the working relationship?
Communication skills – Confident, persuasive, tactful
Knowledge and understanding of [company]
2 What do you think are the key elements of being [position]?
Able to demonstrate knowledge and understanding of the role and its requirements
3 What skills and experience are you able to bring to the role?
Confident and personable – Able to mix with all types of people and provide a professional public image.
4 What attracted you to apply for this position?
5 Tell me about a time when you really had to pay attention to what someone else was saying, actively seeking to understand their message?
Communication skills and eye for detail
6 Tell me about a time when you solved a problem in the workplace?
Conscientious about their workload, selfmotivated
7 How would you deal with a colleague at work with whom you seem to be unable to build a successful working relationship?
Always able to find common ground – Perhaps sometimes takes longer than others.
8 Give an example of how you provided service to a customer beyond their expectations. How did you identify the need? How did you respond?
Able to demonstrate a flexible approach
9 Describe a time when you altered your own behaviour to fit the situation?
10 Describe a time when you established and maintained a relationship with a group outside of the organisation that impacted on your work or you on theirs.
Demonstrates relationship building skills
11 Describe a time when you had to adjust your work priorities to meet changing demands?
Proactive / Time management / Can deal with changing needs
12 Tell me about the type of documents you have had to produce using Word/Excel/Powerpoint?
Basic IT skills
13 Tell me about the worst boss you’ve ever had, how did you manage the working relationship?
Communication skills – Confident, persuasive, tactful
coppice said:
Remember - it's not a normal conversation but a candidate's chance to impress you (and not vice versa) .
WRONG!!!The best candidates will probably have a few interviews lined up and may get offered more than 1 job. If you've been impressed by them, you need to make sure they've been impressed by you / your firm. Otherwise they'll take another offer and you have to start again.
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