Completing an Application Form
It is very important that you complete your application form to the best advantage. The application form is your way of making a good first impression and is therefore your route to securing an interview.
Written communication skills are very important in selling yourself to a potential employer, and your style of presentation and content will influence the reader's opinion about you.
To give you the best chance of producing a well written, concise and accurate form the following guidelines may be useful: -
Top Tips
- Use black ink (stands out well and photocopies easier).
- Don't leave completing the form until the last minute. You need time to think about what you're going to include. If you are completing your form on-line remember you can save it and come back to it later.
- Complete a rough version first. This prevents making too many mistakes and gives you a chance to re-read and amend. You should retain a copy as you may be asked to elaborate on items you have mentioned on your form, at interview.
- If you are requested to apply by application form, you should always make sure that you actually complete the form rather than simply forwarding your CV, and writing 'SEE CV' all over the application from.
The people responsible for short listing would normally prefer candidates' information to be provided in a consistent and standard format.
- It is advisable to present your form neatly written and with correct spellings. This is particularly important if you are applying for an administrative / clerical post. If you are applying on-line or using a downloaded application form remember you will not be able to rely on the spell-checker so make sure you proof read. Try to keep fonts styles and sizes consistent.
- Any additional sheets that you include with your application form should be clearly marked with your name and the title and the reference of the post you are applying for.
- If a contact name is given for making enquiries prior to forwarding an application, it is worth doing so. Not only does it give you an opportunity to gain some valuable insight into the job, which will assist you in the completion of the form, but it will also be useful in registering your interest and 'flagging up' your name.
Completing the Details of the Form
Education
Unless particularly relevant, only list secondary schools, colleges / universities and adult education etc. Try to summarise on the form but if you have a lot to list, use a separate sheet rather than cram too much in so that it is unreadable.
You generally do not need to detail lower graded qualifications if you have already achieved the next level up. The same goes for listing courses attended. Please note that the Council will ask you to produce documentary evidence of qualifications, so don't be tempted to exaggerate.
Present / Last Employment
Be as accurate as you can when completing this section. When summarising your main duties and responsibilities do not simply copy a list of duties from your current job description. Emphasise the ones that directly link in with the duties of the job you are applying for.
If you supervise / manage staff, explain what the relationship is e.g. "I supervise a team of 4 staff providing word processing and clerical support to personnel specialists". If you have authority to negotiate and purchase goods or services, say so.
Your summary should however be brief, as you can expand on specific areas related to the job you are applying for in the 'Experience / Additional Information' section.
Previous Employment
Be as accurate as possible with dates; do not just put years - e.g. 1992 to 1995. This could mean as little as 2 years if it is December 1992 to January 1995 or as much as 4 years if it is the other way round.
If you cannot remember the exact dates, then at least estimate the month of starting. If your employment history has gaps, then also mention these with dates and any non-paid activities you were involved in which would have relevant skills. Do not forget that actively seeking work, running a household and looking after dependants all acquire many transferable skills.
Sometimes a job title does not give much of a clue as to what the job was about, e.g. 'Technical Officer'. You should describe very briefly what the job entailed, particularly where there may be some relevance to the job you are applying for.
Experience / Additional Information
This section can often be daunting and can take some time to prepare. The following are some dos and don'ts to help you pull this section together.
Do:
- Read the job description and person specification very carefully. Summarise the skills and personal qualities you have that are relevant essential and desirable criteria.
- Give examples of particular projects you have worked on or any significant pieces of work that you consider will demonstrate your competence in areas relevant to the post.
- Make sure you include some details on how you contribute to team working; team skills are highly valued.
- Include statements about who you produced work for and what type e.g. "I produce Committee reports in relation to….."
- Highlight personal qualities in relation to employment e.g. punctuality, loyalty, willingness to learn, a flexible approach to work, an ability to prioritise tasks and use initiative etc.
Don't:
- Leave this section blank, this is your opportunity to sell yourself so don't let it go to waste.
- Simply state things like "I have excellent communication skills". Try to demonstrate your belief e.g. state that you have "extensive experience in dealing with customers / people at all levels, both face to face and over the telephone".
- Be tempted to use technical abbreviations or 'jargon'. You cannot assume others will know what you mean.
- Forget to include relevant experience gained through training rather than work. For example, when completing projects or assignments the skills you gain are often transferable.
- Similarly you may have gained very relevant experience thorough home responsibilities - like running a household and caring for children, disabled and / or elderly members of your family. So once again DO NOT forget to mention this in your application.
References
Most good / major employers will insist on a reference from your most recent senior / line manager. If you are worried that you may not receive a good reference, do not try to mislead your potential new employer by not quoting your most recent manager for a reference - it is likely they will query it.
You should always let people know if you have quoted them as a referee. It is good manners, creates a good impression and therefore encourages a favourable opinion. It will also give you an opportunity to ask what kind of reference you could expect, if you do have doubts.
Disclosure Checks
If the post you are applying for is subject to a disclosure check do not be tempted to skimp on the truth. If you have any kind of police record, even minor, and some categories of 'spent' issues, must be declared. Where posts require disclosure checks they will always be pursued, therefore your police record will be discovered when the police return the details to us. If you have not declared any warnings or convictions already, you have given a very poor impression of the accuracy of your application, which will be difficult to justify.
Finishing Touches
Finally, when bringing all this information together ensures that it is clear, logical, relevant and easy to read. Make sure you have signed and dated your form and check for any spelling or grammatical mistakes and make sure you return the form ON TIME and to the right address. Also, do not forget to complete the Monitoring Form. It will not be taken into account for short listing purposes; it is for Equal Opportunities purposes only and is separated from the form.
For more help, guidance and advice on applying for jobs within the Council you can visit our Job Club pages. The Job Club is a new initiative which hold workshops in local libraries attended by the Councils' HR team who assist applicants on applying for jobs and improve applicants interview techniques.