Sample Interview Questions for Receptionists - PDF
Sample Interview Questions for Receptionists document sample
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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.