Interview Process

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Basic guidelines for interviewer

Create a two-way conversation to find the best qualified applicant for a specific job
Provide accurate and appropriate information to the applicant about the job and the working conditions
Reinforce a positive image of the Institution
Following steps are to be followed by an interviewer in the interview process:
1.Preparing for the Interview
2.Opening the Interview
3.Continuing the Interview
4.Types of questions you may wish to ask
5.Testing (If applicable)
6.Legal Considerations
7.Closing the Interview
8.Evaluation and selection

Preparing For The Interview
Review Job Needs
What is necessary for success in the position?
Knowledge
Skills
Abilities
Traits or characteristics
Review Applications/Resumes
Does the applicant possess the minimum education/experience required?
Are there gaps in the work record?
What additional information is needed?Think about separating applications/resumes into three groups.
"A" = Meets Key Criteria You may wish to screen these candidates by telephone before having an interview set up, particularly if they would be coming from a distance.
"B" = Does Not Meet Key Criteria But could be considered.
"C" = Does Not Meet Criteria After completing Applicant Cover Sheets, return "C" files promptly to Human Resources so the H.R. Rep can complete the tracking process.
Prepare Format and Setting
Formulate questions to meet objectives set for the interview.
· questioned about the same job-related areas,
· allotted the same amount of time to answer questions,
· given the same test(s), if any. Select a setting that will provide privacy and physical comfort.

Opening the Interview
Some basics
Be prompt and welcoming.
Give your name/title clearly.
Address the applicant by name.
Initiate Relaxed Flow of Information
Draw the applicant into small talk -- weather, hobbies, etc. Ask a transition question such as "How did you happen to become interested in the Institution?"
Explain Interview Process
You might say something like "Before we start, let me give you some idea of what I'd like to cover in the next in this interview session with you. I want to review your background so we can see if this position is suited to your talents and interests. So, I'd like to hear about your jobs, education, interests and anything else you'd like to tell me. And after we've covered your background, I want to give you some information about our organization and the job, and answer any questions you may have."
Take Notes
Take notes to ensure you remember important points
Jot down key words or phrases in an unobtrusive way.
Continuing the Interview
Your Job As Interviewer
Ask questions that are:
Broad, open-ended,
Job-related, objective, meaningful,
Direct, clear, understood,
Related to the applicant's:
Education/training,
Work history in chronological order,
Attitudes toward work, people, working conditions,
Goals, motivation and self-evaluation,
Possible reaction to specific situations with the job
e.g., pressure, peak loads, supervision.
Listen -- the more you talk, the less you learn about the applicant. Ask follow-up questions -- "how", "why". Maintain control of the process. If pace lags, or if the applicant talks too much or focuses on irrelevant subjects, say, "Let's go back to..." or "Tell me a little more about..."
Provide honest information about the job:
Provide a full job description,
Explain the operation of the department/group,
Describe working conditions, hours, special policies or procedures of the department/group
Be realistic -- don't undersell or oversell.
Types of Questions You May Wish To Ask
(If applicable to position)
Work History - Descriptive
· To obtain specific information and to fill in gaps on the application:
Tell me a little more about the duties of your present/last job.

What are/were the major responsibilities in your present/last job?
What do/did you spend the most time doing and how much time is/was spent doing it?
What do/did you particularly enjoy doing in your job?
There are generally several reasons for leaving a job. What are/were some of your reasons?
Work History - Evaluative
· To obtain information about attitudes and motivation toward work:
· What are/were some of the aspects of your job that you feel particularly good about, and why do you feel that way about them?
· What are/were some of the more rewarding aspects of your work/job?
· How has your job prepared you to assume greater responsibilities?
· What do you feel are/were the greatest frustrations in your present/last job? Why?
· What is your general impression of the present/last organization/department for which you worked?
· What do/did you particularly like or dislike about your job?
· How do you feel your work history reflects your job objectives and your abilities?
Working Conditions and Work Relationships
To obtain information about personality characteristics in the work environment:
· How do/did the people you worked with affect your job?
· If there are/were negative interactions, how can/could they be/have been improved?
· What is/was the working environment in your present/last job?
· Describe your working relationship with your supervisor and co-workers.
· In all jobs, there are heavy and light periods. What do/did you do in such cases?
· If there an are/were difficulty in your job/how was the situation handled?

Applicant's Goals and Job Objectives
· To determine the appropriateness of your position for the applicant:
· Why did you apply for this particular position?
· How do you feel your qualifications can best contribute to getting the job done?
· What is important to you in a job and why would those factors be important?
· What are your career objectives and how are you preparing yourself to reach them?
Applicant's Self-Evaluation
· What gives/gave you the most satisfaction in your present/last job? Why?
· How do you feel you could make the best contribution to the Institution?
· What do you feel are your outstanding strengths? Your primary weaknesses?
Testing
· Conduct the test in a private, comfortable area free of distraction
· Explain instructions clearly.
· Give the applicant sufficient practice time if needed.
· Avoid the word "test" by saying "We need to check your ability in...."

Closing the Interview
Insure that you and the candidate have concluded on common ground:
· Ask if s/he has any other questions.
· Summarize what has been discussed.
· Review the next steps with a clear and honest timetable (and stick to it).
Be friendly and honest to the end of the interview; don't give false encouragement or go into details for rejection.
DO NOT MAKE A JOB OFFER OR ANY COMMITMENT WITHOUT PRIOR APPROVAL FROM THE HUMAN RESOURCES DEPARTMANT
Thank the applicant for his/her interest.

Evaluation and Selection
Evaluate:
· Work experience, education/training,
· Motivation and attitude,
· Ability to perform the job,
· Needs of the work group,
· Departmental needs,
· Affirmative action goals of the department and Institution,
· Input from others who interviewed the applicant,
· Employment verification and references (Human Resources will assume this responsibility if you choose).