Sample Interview Questions for Receptionists - PDF

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					                           SUNY CANTON CAREER SERVICES




                           Preparing for an
                           Interview
The character of           First Dates are Interviews
a man is known             In the movie VanWilder, a cute college newspaper reporter (Gwen) is trying to schedule an interview with the
                           main character (Van) who would rather that interview be something more. When a time is finally decided
                           upon, the following conversation takes place.
       from his
                                                            Van Wilder:             It's a date.
  conversations.                                            Gwen:                   It's an interview.
                                                            Van Wilder:             Gwen, first dates are interviews.

       Menander            Finding a job is like dating, and interviews are, as Van Wilder points out, first dates. One might laugh at the
                           analogy, but let us look at the numbers.
  (342 - 292 BC)
                                                            Total hours per work week (M-F):             120
                                                            Hours spent at work:                         46*
                                                            Hours spent sleeping:                        34*
                                                            Hours per week commuting:                    3.5**
                                                                                                         36.5 (30%)
Inside!!
                           Subtracting your time at work, commuting to work and sleeping, average Americans are left with 36.5 hours
Dressing for Success   2   of free time per work week. When you start adding things like bringing work home, having a hobby,
                           shuttling kids to practice, cooking meals, cleaning the house and the other details life throws us, that 36.5
                           hours is cut down even more. So, the amount of time spent at work with colleagues is more than the time
Researching the        2   one will spend with family during the week.
Company
                           It becomes obvious then that a key to being happy in life is finding a career that is a good match to one’s
Questions You Should   2   personality and at which spending 46 hours a week is not a burden. So, thinking about ‘getting a job’ should
Ask                        be thought of more like on-line dating: check out possible matches, do some research and read about them,
                           initiate contact in a written form and then, if both parties are interested, set up a first date...or interview.
Interview Checklist    3



30 Second Pitch        4
                           * The National Sleep Foundation: 2005 Sleep in America Poll. The average employed American works a 46-hour work
                           week; 38% of the respondents in their study worked more than 50 hours per week. The average American gets 6.8 hours
Behavioral Questions   4   of sleep during the week and 7.4 hours on the weekend.

                           ** The US Census Bureau: American Community Survey (ACS). If you live in or around large cities your commute will
                       5   be more than 3.5 hours/week (20 minute one-way). People in New York city on average will spend almost 8 hours a week
Sample Interview
Questions and Tips         commuting or one full week each year.
Preparing for an Interview                                                                                              Page 2


                                                                             Researching the Company
                                                                             Hopefully, you did some research when you wrote your cover
                                                                             letter and applied. In preparing for the interview you should do
                                                                             continue where you left off and begin more in-depth research on
                                                                             the company and the profession in which you work.

                                                                             Start with the company website. Learn about what they do and
                                                                             how they approach what they do. Many companies have annual
                                                                             reports or similar documents through which you can learn much
                                                                             about the organization.

                                                                             The website www.lexisnexis.com
                                                                             is a great source of public
                   Dressing for Success                                      records. You can learn much about a company, institution or
                                                                             organization through that service.
  While much preparation goes into preparing answers for interview
  questions, an interview can be won or lost in the first few seconds.       For research about the profession in which you want to work
  For an interview and career success you need to put away the jeans,        including salary, job outlook and much more, the US
  sneakers and a book bag, and get your ‘look’ together.                                        Department of Labor through the Bureau of
                                                                                                Labor Statistics puts out yearly the
  The rule for interview attire is to dress the way someone in a position
                                                                                                Occupational Outlook Handbook
  two levels higher than the one for which you are interviewing would
                                                                                                (www.bls.gov/oco/). Other websites offer
  dress. For most situations, interview attire should be traditional busi-
                                                                                              information on salary and benefits by region
  ness (see below). When in doubt, dress up. You also want to consider
                                                                             and profession (salary.com) . You should also research the local
  the culture of both the company and the geography: business people
                                                                             culture, cost of living, schools, etc if the prospective job entails
  on the west coast dress more casually than those on the east. Business
                                                                             moving. Local chambers of commerce and tourist sites often
  casual is a good rule for technical positions.
                                                                             have information for people moving to their area.

  Traditional Business Dress for Men
  Two-piece suit in dark grey or blue                                        Questions YOU should ask!
  White long-sleeve shirt and conservative tie (no big patterns or pic-
      tures)                                                                 Based on the research you do and the information you want to
  Dark belt that match shoes (cleaned & polished leather wingtips or
                                                                             know, you should generate at least five questions to ask the
      loafers)
  Dark color dress socks                                                     interviewer about the job, company or situation. Here are some
                                                                             examples.
  Traditional Dress for Women
  Professional/conservative looking pants or knee-length skirt with a        What kind of supervision can I expect?
       jacket, or a suit.
  Clothes should fit appropriately: not baggy or tight                       What opportunities exist for me to advance?
  Neutral colored nylons
  Closed-toe low-heeled shoes that are clean and polished                    I noticed on the website                    . How is that going?
                                                                             Would you tell me more about that?
  Business Casual for Men
  Dress or khaki pants                                                       Are there any professional development opportunities?
  Shirt with a collar (no polos or t-shirts)
  Sport coat (optional)                                                      Why is this position available?
  Clean, polished shoes
                                                                             What do you like the most about working for this com-
  Business Casual for Women                                                  pany? The least?
  Dressy skirt or pants with coordinating jacket
  Blouse, shell or sweater
                                                                             What are the most challenging aspects of the position?
  Closed-toe low-heeled shoes
          Preparing for an Interview                                                                                          Page 3


The Interviewer’s Checklist
Preparing and sitting for an interview is nerve-wracking enough without having to keep track of lots of the
details. Below is a checklist to help prepare you for the interview and help you remember details during and
after. You might even want to carry this list or a shortened version with you to the interview.

Week Before Your Interview
    Make a list of your strengths and weaknesses paying particular interest to those strengths that relate to
    qualities for which the company is looking.
    Research the company, the industry and their competition.
    From your research write five questions to ask the interviewer about the position, supervision, company         There are many
    culture and/or whatever else you want to know about.
    Research cost of living in the area where you would be working and the typical pay for positions in the     websites with valuable
    area.
    Prepare your 30-second personal statement -- your answer to the "Tell me about yourself" question.           information for your
    Write at least five success stories to answer behavioral interview questions
    Drive to the location where you will have your interview so you know where you are going and how long
    it takes to get there.
                                                                                                                job search, not the least
    Make sure you have clothing appropriate for the interview. If you don’t, go shopping. You might also
    want to buy a nice portfolio in which to carry your career documents and a pad of paper.                      of which is YOUR

Night Before Your Interview                                                                                     SUNY Canton Career
    Lay out your clothes making sure everything is clean and ironed.
    Make sure you have printed 4-5 extra copies of your resume, cover letter and references on good paper.           Services site.
    Your portfolio contains your career documents, pad of paper with questions for you to ask the employer
    and a pen.
    Directions to the interview site have been checked and are in your portfolio along with the name of the
                                                                                                                  www.canton.edu/
    person with whom you are interviewing.
                                                                                                                         career
At the Interview
    Arrive 10-15 minutes early.
    Be kind and professional to everyone you run into including secretaries and receptionists. Announce
    yourself to the receptionist in a professional manner.
    Take a ‘last check’ trip to the bathroom. Do you look professional? Is your hair right? Nothing in your
    teeth? Spit out your gum.
    Review your prepared stories and answers.
    Stand and greet your interviewer with a hearty -- not bone-crushing -- handshake.
    Smile and look into the interviewer's eyes.                                                                     www.jobweb.com

During the Interview
    Try to focus on the points you have prepared without sounding rehearsed or stiff.
    Sit with both feet on the ground. Don’t cross your legs.
    Sit up straight and don’t slouch or put your hands or elbows on tables, desks or chair arms.                   www.monster.com
    If you ‘talk with your hands’ try to keep them under control as much as possible.
    Maintain good eye contact.
    Relax and enjoy the conversation. Learn what you can about the company.
    Ask questions and listen; read between the lines.
    At the conclusion, thank the interviewer, and determine the next steps.
    Ask for the interviewer's business card so you can send a follow-up letter. This is important iso you can
    address the thank you letter (see below) correctly.

After the Interview
    As soon as possible, write down what you are thinking and feeling.
    Later in the day, review what you wrote, and assess how you did.
    Write a follow-up thank-you letter. Include information about a topic you enjoyed talking about with the
    interviewer or restate an answer you thought made an impact or reiterate why you are excited for this            www.vault.com
    position.
Preparing for an Interview                                                                                                  Page 4


                               30 Second Elevator Pitch
                               One of the questions you can bet on being asked in just about every interview is “Tell us a little about yourself
                               and why you are interested in this position.” The question is your opportunity to say succinctly what it is
                               about you that makes you a compelling candidate. It is the one question for which you should have a
                               memorized answer.

Good Grooming for              This answer is your ‘30 Second Elevator Pitch.’ It gets its name from the fact that you will run into
   Interviews                  people...maybe even in an elevator...who you need to tell about yourself in a short period of time. The danger
                               of this question is due to its being open ended. If you don’t plan your answer and memorize it you could go
You may be tempted to ‘get     on and on about any number of things. The task is to communicate the best information in the shortest
spiffed up’ for your           amount of time. You need to be succinct and compelling. Think of it as a commercial for you.
interview. When it comes to
grooming, keep it clean and    Especially coming out of college, you can start with your name and your major. Then, think about what it is
simple.                        about you that best matches with this position. Describe that and then tie it to why you want the job. For
                               example, lets assume Betty is applying for a position as a nurse at ABC Hospital.
•   Shower and style hair
    neatly                     My name is Betty Johnson. I am graduating this May from SUNY Canton with an Associates degree in nursing. My aunt
•   Clip fingernails           is a nurse, and she often talked about her career. When I expressed interest in nursing, she encouraged me to take every
•   Use no or very light       opportunity to shadow nurses at work, to volunteer at hospitals and expose myself to the nursing profession. I have seen the
                               good and bad and continue to find an energy and enthusiasm for the work. It is those qualities I see in ABC Hospital and
    aftershave/perfume/
                               it is those qualities that I want to bring to this position.
    cologne
•   No gum chewing during      Don’t take the ‘30 Second Elevator Pitch’ for granted. Practice. Practice. Practice.
    the interview
•   Keep jewelry to a
                               Behavioral Questions
    minimum and keep it
    simple                     Standard interview questions like the ones on page five ask you to speculate or theorize about an answer. In
•   Rings: no more than        an interview, an employer is trying to find out how you will act as an employee. Given that the best indicator
                               of future behavior is past behavior, behavioral questions seek to find out how you acted in similar situations.
    one per hand
•   Remove any pins or
                               Sample behavioral questions include, “Tell us about a time when you had to make a hard decision and what
    buttons from suit lapels
                               decision did you make,” “Describe a time when you had to work hard to overcome an obstacle,” “Tell us
•   Do not eat strong          about a time when you showed real leadership,” “Describe a situation in which you were able to use
    smelling food before       persuasion to successfully convince someone to see things your way,” “Give me an example of a time when
    your interview             you set a goal and were able to meet or achieve it. “


                               When you get a behavioral question use the STAR technique which helps you give a STELLAR answer.
                               STAR stands for S = Situation, T = Task, A = Action, R = Result. For example, Situation: your high school
                               no longer had money for band uniforms. The Task was that without raising $5000 for new uniforms 30 new
                               players wouldn’t be able to march and the band would not be able to compete at state. What you did to
                               handle that challenge is the Action: you and 10 others coordinated a series of fundraisers over two months.
                               Finally, you describe what happened. The Results surprised everyone: the band raised $10,000, new uniforms
                               were purchased and the morale boost helped you to win the state band competition.


                               To prepare for behavioral questions in your interview, you should think about your successes and projects you
                               were a part of and even teams with which you worked or played. You could even sketch out those situations
                               using situation, task, action and results and keep them in your portfolio to reference during the interview.
Preparing for an Interview                                                                                             Page 5


Sample Interview Questions                                              Other Interview Tips
The key to success at any endeavor is practice. Answer as many ques-    On any career website you will find more information and tips about
tions as you can on your own or with friends. In addition to the ones   preparing for an interview. Some web resources are listed on Page 3.
below, you can also check out Monster.com’s Virtual Interview           Use them, and get all the help and insight you can. Here are some
(http://tools.monster.com/virtualinterviews/random/). It randomly       other nuggets of information.
generates questions like interview flashcards, but also give you some
advice about how to answer or handle each question.                     Anticipate the Hard Questions
                                                                        Having compiled your resume and drafted a cover letter, you know
These sample questions taken from QuintCareers.com. Visit their         where the weaknesses in your candidacy lie. Rather than hope an
website for more.                                                       interviewer will not ask you about things like employment gaps or ‘job
                                                                        hopping’ (where you don’t stay in jobs long), low GPA, or lack of
Why did you leave your last position, or why are you leaving your       experience, prepare good answers to the questions of which you are
current position?
                                                                        most afraid.
What do you know about this company?
                                                                        Don’t End the Interview Before It Ends
What are your goals?                                                    If you begin realizing that you are failing an interview, don’t panic and
What are your strengths and weaknesses?                                 whatever you do don’t give up. Not that you would actually walk out,
                                                                        but you may start to have your enthusiasm drop and your attention
Why do you want to work for this company?                               wander. Even when you think you are doing poorly, composure can
What has been your most significant achievement?                        make up some for bad answers. Continue answering questions as best
                                                                        as you can...confidently. When it is over, shake the hand of the
How would your last boss and colleagues describe you?
                                                                        interviewer and thank her/him for the opportunity.
Why should we hire you?
                                                                        Money Questions
How would you describe yourself?                                        You generally do not ask about salary and benefits in an initial
                                                                        interview. Discussion about pay is reserved for after they have offered
What do you see yourself doing five years from now? Ten years from
now?                                                                    you the position and before you have accepted. However, an
                                                                        interviewer may ask you about salary in an initial interview. That is
What are the most important rewards you expect in your career?
                                                                        why it is important to do some research about average pay for the
Can you explain this gap in your employment history?                    position and the cost of living in the area. Have a salary range in
                                                                        mind and describe how you came to that range based on good data,
How well do you work with people? Do you prefer working alone or in
                                                                        not personal desire.
teams?

How would you evaluate your ability to deal with conflict?              Illegal Questions
                                                                        In the U.S., interview questions that ask about information that could
Describe the best job you've ever had.                                  be used to discriminate against you are not allowed. Questions about
Describe the best supervisor you've ever had.                           age, race, disability, gender, national origin, religion or family
                                                                        situation are generally not asked, but they can be. If you get asked an
What would your last boss say about your work performance?
                                                                        ‘illegal’ question you basically have three options: answer it, refuse to
What motivates you to go the extra mile on a project or job?            answer it or redirect the question. For example, if you are asked about
                                                                        martial status or if you have kids you could answer “I like to keep my
What makes you qualified for this position?
                                                                        personal life private” It is also important to point out that just
What are the attributes of a good leader? Do you consider yourself a    because you have been asked an ‘illegal’ question doesn’t mean a
leader?                                                                 crime was committed. The question for an interviewee is whether
What’s the most recent book you’ve read?                                there is a good reason for an illegal question to be asked; is it related
                                                                        to the job. Being asked an ‘illegal’ question may tell you a lot about
Do you have plans for continued study? An advanced degree?              the company.

				
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