Many recruiters ask graduates to apply using a company application form. This enables an employer to compare applicants on a like-with-like basis in terms of their approach to and completion of a standard form. The use of application forms usually indicates a more transparent and scientific approach to recruitment on the part of the employer.
There is more likely to be a ‘job specification’, with notes provided on how to complete the application form. When you submit a CV, you might imagine selling yourself to a reluctant reader whose attention you need to capture. When you fill in an application form, imagine a systematic reader checking that you meet clearly set criteria.
Education
Some forms are short on space for listing all your qualifications or modules. It may be possible to summarise key results or modules and refer to a fuller listing on a separate sheet, in the additional information box, or as ‘available upon request’. If in doubt, contact the employer to confirm. Similarly, if your qualifications don’t translate into UCAS points and there’s no room for explanations, contact the employer to ask how to proceed. The UCAS website has a section on the comparability of international qualifications, which may help.
Employment/work experience
List your jobs in reverse chronological order by job title.
If you didn’t have an official job title, try to think of one that describes your position well.
Full addresses are not usually required.
Describe your responsibilities or achievements in your job experience roles, bearing in mind the skills the employer is seeking.
You can group together or prioritise some experiences if space is limited.
The section on power words has some useful suggestions for terminology.
Interests and achievements
Similar principles apply as for your work experiences.
Emphasise key words that demonstrate evidence of your skills.
Focus on demonstrating appropriate behaviours rather than seeking to impress an employer with an amazing achievement.
Competency based questions
Some recruiters will have an application form (on paper or online) made up of competency based questions. These ask the applicant to provide detailed answers based on personal experience to demonstrate a skill required in the job.
An example might be: ‘Think of a time when you have had to influence others to do something they were reluctant to do'.
What was the situation?
How did you do it?
What was the outcome?’
Often there will be a word limit attached to the answer.
The employer is looking for a clear succinct and disciplined answer.
For this question you should try to:
briefly outline the situation;
explain what you did in terms of skills and processes that YOU used in some detail;
describe a positive outcome or personal learning point.
There is likely to be a series of questions covering a range of personal skills such as;
problem solving;
teamwork;
communication.
Avoid using the same scenario twice. Provide a spread of evidence in your answers, drawing on the breadth of your work, life and study.
This type of application form is most commonly used for public sector graduate training schemes. It may be useful to consult with your university careers adviser, who is likely to have seen many attempts at tackling these questions and can give you some first hand guidance on the standard required.
Personal statements
Many application forms require you to complete a personal statement in support of your application. You will usually be asked to give your ’reasons for applying’ and other information relevant to the job specification, including your knowledge, skills and experience.
Your personal statement should relate directly to the specifications of the job or course you’re applying for. It’s important that you address all the points in the job specification in the order in which they appear. Imagine this being used as a checklist by the person short-listing.
Address each point on the job specification in a clearly themed paragraph:
In your first sentence you might make a short STATEMENT summarising how you meet or relate to the requirement.
The next few sentences should provide a concrete EXAMPLE of the assertion(s) you’ve just made.
A final sentence that shows REFLECTION will add depth to the point you’re making.
Sample personal statement
When addressing a criterion asking for a commitment to promoting Equal Opportunities:
‘I have always tried to ensure in my personal and work life that I am sensitive and inclusive of the cultures and circumstances of other people. In 2006, I worked as a mentor/facilitator to a group of students on the Aim Higher project to encourage pupils from non-traditional backgrounds to consider applying for university. I designed projects and activities that recognised and focused on the diverse experience within the group to ensure participation. The programme was successful for the pupils and a rewarding learning experience for me, as it showed the potential and understanding that results from working with mutual respect.
[The first sentence is the STATEMENT, the second and third sentences describe the EXAMPLE, and the last sentence is your REFLECTION.]
Avoid simply repeating the words used in the job specification in your responses (e.g. ‘I am committed to Equal Opportunities’). Make a personal interpretation of the criteria.
You will often be asked in a personal statement to give your ‘reasons for applying for this post’. You may choose to introduce or conclude your personal statement with a summary of why you’re applying for the job and what attracted you to the organsation.
Use language and phrasing that shows enthusiasm for both the role and the company.
Provide a brief summary of how your set of skills matches the post advertised.
Show that you’ve done your research on the company and highlight their strengths as an employer.
References
Two referees are the norm, one academic and one work-related, or a character referee if allowed.
Give their phone number and email along with their title and full contact address.
Always ask for their permission first and remember to keep them informed of your career aspirations and achievements to date.
If a reference from your immediate manager is not possible, consider using someone else in the company.
If using an international referee, it’s a good idea to confirm with them that they can provide a fax or email in English.
Approaching difficult questions
There’s only one strategy - ensure that you understand the question, provide relevant evidence, use concise language, and perhaps include key words if there’s a chance the form will be electronically scanned.
Remember to use a variety of experiences to evidence your skills and attributes. Do not use the same experience to demonstrate more than one skill. Also beware of trying to take credit for the work of a team of people. This is particularly important when answering competency based questions aimed at finding out your role.
Before you send the form
Ask someone with a fresh pair of eyes to check through the application. You may not be able to see your own mistakes. Print a copy of your application and keep it with the job advertisement details. You may need this later for interview preparation!
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