HEALTHCARE

Career Planning Handbook

Preparing for the Interview

The best way to avoid having a bad job interview is to prepare ahead of time.  So practice, practice, PRACTICE your answers to the following questions:

Knowing yourself

• Please tell me about yourself...
• Why should we hire you?
• What are your plans for the next year? Two years? Five years?
• What do expect to get from this job?
• What are your biggest weaknesses?
• What are your biggest strengths?

Knowing your skills

• Why did you leave your last job?
• What would your former employer say about you if I called them today?
• Why did you get into this line of work?
• What makes you want to apply to this company?
• Tell me about a time when you... or Describe a situation where you...
• Delegated a project or job effectively
• Adapted to a new and difficult situation
• Had to make an unpopular decision
• Handled a difficult situation with a co-worker
• Made a bad decision
• Overcame what seemed to be an insurmountable obstacle
• Persuaded others to follow your suggestion
• Showed creativity in solving a problem
• Were disappointed by the way you handled a situation
• Worked effectively under pressure
• Anticipated potential problems and developed preventative measures
• What are your career goals?
• Where do you see yourself in five years? Ten years?
• How can this position help you achieve your goals?
• In what type of position are you most interested?
• What sort of a manager do you work best with?
• If given this position, how long do you plan to stay?
• What do you know about us?
• How can you make a contribution to our organization?
• What interests you about our facility?
• What is your understanding of the nature of the job and our facility?

Questions for the interviewer

The interview is a two way street.  Remember you are also interviewing the employer to see if you want to work for that company.  You should have a list of questions in mind to ask the interviewer. Here are some suggestions.

• What would you expect of me? What would my main responsibilities be?
• How would my performance be evaluated?
• Is there room for promotion?
• Would there be any travel involved with this position?
• Where do you see this company in two years?
• How would you describe your management style?
• How do you see me fitting into this company?
• Are there any changes expected in the responsibilities of this job?
• What organizational changes do you anticipate?
• What personal qualities would you expect the successful candidate to possess?
• What are the greatest challenges facing the person in this position?
• Why is this position open?
• Who would I be interacting with the most in this position?
• Do you have an employee training program?
• When can I expect to know your decision?

Most hiring decisions are made at the first interview.  How you come across in that interview could be as important as your experience and job skills.  Here are some more tips to help you get the job you really want.

Before the Interview

Know the Company you are interviewing with

Your knowledge of the prospective employer will contribute to the positive image you want to create. Research the company before the interview. Talk to others who work there; ask for information about the firm and for a job description when the interview is set up; use the Internet and your local library reference books on public and private organizations.

Know the position you are applying for

Learn everything you can about the job you're interviewing for and how your previous experience and training qualify you for this position.

Know yourself

Review your resume before the interview to have it fresh in your mind, because it will be fresh in the mind of the person who interviews you. Better yet, have it in front of you on the table.

Prepare questions of your own

Employers are as interested in your questions as they are in your answers. And they'll react favorably if you ask intelligent questions about the position, the company and the industry. (Examples: Where does this position fit into the company as a whole? Is there any problem on this job with waste/accuracy/meeting quotas, etc.? What is the largest single problem facing your staff now?).

Get the big picture

Visualize the entire interview, from start to finish. See yourself as performing with style and confidence. How will the interview end? Will you get a job offer or be called back for a second interview? How much salary do you want? What kind of benefits? The research you do ahead of time will give you an idea of what to expect.
Be ready for any eventuality.

During the Interview

Making a good first impression

The outcome of the interview will depend largely on the impression you make during the first five minutes.  To succeed, you must project a professional, competent and enthusiastic image. Your aim is to convince the interviewer that you would be an asset to the company. Keep the following in mind.

Be punctual

Do whatever it takes to arrive 15 minutes early. If necessary, drive to the company the night before and time yourself. Allow extra time for traffic, parking and slow elevators.  Ensure you have written the directions down and have brought them with you.

Resume

Although you have already sent them a copy of your resume, always bring extra copies in case you meet with more people than you expected.  As well, sometimes cannot find where they stored your resume so this is a chance to prove your organization skills.

Dress proper

Wear clean, professional-looking attire, this is the best way to go, even if the company has a casual dress policy; polish your shoes, wear simple jewelry, go light on the perfume or aftershave and remove excessive body-piercing if you wear it; clean nails and simple hair are best.

Shake well and maintain eye contact

A firm handshake is appropriate and projects confidence. Make eye contact when you shake.

Speak correct body language

Send the right message by standing straight, moving confidently, and sitting slightly forward in your chair.  Try not to move around and or loose eye contact during your conversations.

Let the employer lead into conversations about benefits

Your focus on salary, stock options and vacation time can turn off an otherwise-interested interviewer.  This should never be discussed during the first interview.   Do not state a starting salary.  A suitable response if asked is always, “this is a great career opportunity for me.  If you feel I am the right candidate for this position, I am sure your offer of employment and salary will be fair and will reflect my experiences.”

Be honest

Tell the interviewer about your work skills, strengths and experience, including any volunteer work you have done. If you haven’t had a particular kind of experience, say so, but also demonstrate your ability to learn new skills by changing the focus back to a time when you did so for a prior employer.

Be enthusiastic

Show your clear interest in the job you are seeking and in the business. Smile and make frequent eye contact. Listen attentively and take notes.

Find a common ground

Pictures, books, plants, etc., in the office can be conversation starters.
But beware! I once heard of an applicant who, spotting a picture on the employer’s desk said: "Hey, Tommy Lasorda. Have you met him?" "Her", corrected the hiring manager. "That's my wife".

Have your own agenda and know where the interview should be heading

This will give you confidence and help you move from one area of questioning to the next.  Remember: Most interviewers are as uncomfortable as you are. They just want the position to be filled as fast as possible.  If you can put the interviewer at ease by helping things move smoothly, you'll improve your chances of being hired. Remember the following:

Listening skills

Listen carefully and ask questions to probe deeper into what the interviewer is telling you. Most interviewers are delightfully surprised by a question such as, "How could I help you solve the problem you've just described?"

Negative statements about previous jobs or employers

NEVER speak negatively about a previous employer. Instead, be diplomatic. No matter how bad your last job or boss was, there's probably something good you learned from the experience. Emphasize the positive - with a smile.

Closing the Interview

Regardless of your style or how you choose to close the interview, here are some key points to keep in mind:

1. Leave your interviewer with the right picture of you. Think of at least five skills or traits you want remembered after the interview. Choose something "concrete." When you answer with, "I have great communication skills, and I am a hard worker," you will not stand out.

Example: "I have two skills that are distinctly different but that define my personality. “I am a very good at assisting patients deal with their health issues” and “I am excellent at performing in a fast paced environment where we are expected to perform many testing procedures in a short time span."

2. Ask if there is anything else you can provide. Examples include references, transcripts, background information, and samples.  You should have samples of these with you as it could speed up the process and put you at the top of the list of candidates.  This also eliminated them having to contact you for them and also shows how prepared you are for the interview.

Example: "Is there any other information that I can provide that would convince you that I am the right person for this job?"

3. State your interest in the position. Sound interested and tell what added value you can bring to the job.

Example: "From what you have been telling me about this position, and from what I know about your facility, I know that I have the right mix of experience and education to bring value to this position. Based on past experiences I can ‘ramp up’ quickly and be on board as soon as I start."

4. Ask about the next step in the process. It's important for you to know the next step for follow up. Ask for the decision date, if possible.

Example: "I’m interested in knowing what the next step in the process is and when you will be making a decision so I can follow up."

5. Find out how to contact the interviewer. If you don't hear back, you will need to know whom to contact and whether the employer will accept calls to check the status.

Example: "I’d like to stay in touch and follow up with you in a week or two to see how the process is going and where I stand. How do you prefer that I communicate with you -- email or phone?"

Closing the sale is important, but your closing should be tailored to the position; your personality and interviewing style, and the interviewer. Keeping these things in mind will help you determine which closing is appropriate for you and the situation.

After the Interview

Follow Through

This is a crucial and often-overlooked final step in the interviewing process.
Remember: No home run or 350-yard golf shot was ever hit without a proper follow-through. 

It's essential that you write a thank-you note to every person you met at the company.  Your most important letter(s) should go to the interviewer(s).

In your letter, be sure to summarize your conversation and re-emphasize the skills you would bring to the position.  Thank them for their time and ask if it's all right to call later in the week to see how their search for a candidate is going; that candidate may well be you!

• Always ensure that you follow up with a letter no later than 24 hours after your interview.
• This is your opportunity to pitch or sell yourself one more time.  Reaffirm why your are interested in this position and why you believe you are qualified to fulfill the job responsibilities.
• If there were any issues during the interview, ensure that you handle these objections once more to ensure there are no concerns if they chose to hire you.
• If there was anything that was missed in your interview that you wanted to talk about now is the time to mention it.
• Ensure that you send everyone you interviewed with or spoke with in getting the interview a Thank you letter.
• If you are interviewing for other positions and you choose not to accept their offer, ensure that you send a thank you note and respectfully withdraw from the interview process.
• It is often a good idea to send your letter or email to a friend to take a look at it for spelling and or grammar.  It never hurts to have a second set of eyes.

Sample Follow up letter

Handling Salary Negotiations

What is the best way to handle employers who ask for your current salary?

Start with why the employer wants the information. In most cases, the employer really wants to know your general salary expectations, so he or she knows whether there is a possibility of a fit. In some cases, the employer wants this information to determine what to offer you assuming he'll give you an increase on what you are making, he wants to know if you are in the low, middle or high end of the range. Having gotten that information, you can provide your current salary with the caveat that you are seeking more, or provide a range for what you are earning depending on raises, bonuses and the like. In any event, the employer can usually obtain this information through other means, so it does little good to avoid the question.

How do you negotiate for a job that pays less — I want to relocate to a region where salaries are lower, but I cannot convince potential employers that I am serious.

It must be tempting to lie, either about what you are currently making or why you want to move. But the consequences are pretty dire should you get caught. For that reason, I advise taking a more open and honest approach. Be up-front about all of your reasons for moving (e.g., better place to live, closer to family, greater chance for promotion) and that you accept the fact that you will earn less. If you have plausible reasons for relocating and your skills are valuable, you will most likely find an employer happy to take you. Be prepared to address other concerns they might have — e.g., they may fear that you will soon leave to take a higher-paying job in the same region or change your mind and relocate.

Can you negotiate for extras — like having health insurance start immediately or taking a short vacation just after starting — without jeopardizing getting an offer?

My operating assumption in every negotiation is that you can ask for anything, as long as you do it in a reasonable manner. If you have legitimate reasons for negotiating a change in those "extras" — such as your family needs insurance coverage right away or you need vacation time to help your children adjust to a new environment — put them on the table. You will likely have even more success if you frame the issue as a joint problem that you would like their help in solving. Almost every employer will listen to you and try to be helpful, even if he or she doesn't agree to give you exactly what you ask. Finally, if an employer is so ruthless as to rescind a job offer because you wanted to negotiate low-cost benefits, imagine what kind of a place it must be to work at.

How can you effectively negotiate unnecessary benefits into your base salary (besides just outright saying "I want X instead of your health plan")? Are most employers willing to negotiate salary for their savings?

It is certainly worth asking the company to share, or give you, any savings it receives. Even if there are no monetary savings, if you are creative, you can seek additional compensation in exchange (i.e., more vacation time or a better package of benefits). This is a situation in which some preparation will help you find out if there are savings (you can ask human resource departments at similar companies) and if it is common for this employer — or its competitors — to share them.

How do you negotiate a better salary when during the first interview they tell you what they are budgeted for and you want a better salary?

The company's budget, while a realistic constraint you have to deal with, is an arbitrary figure that has little to do with the amount you ought to be paid. So, assuming you have a salary figure (or range) that you feel is appropriate, you should not let the budget stop you. One way around the budget is to ask if part of your compensation can be counted against next year's budget (hopefully, you can be paid now — if you have to wait, it makes sense to receive an additional amount). Similarly, you could see if the extra amount can be paid out of a different pot of money this year — perhaps there are separate budgets for fixed salaries and for bonuses or raises. You can also seek greater compensation that does not count in the budget, such as stock options, benefits, a promise for more rapid promotion, etc. Finally, you always have the option of turning down the job and looking for a place that will pay you what you feel you are worth.

Preparing a Cover Letter

The cover letter is often your first impression.  Take advantage of the opportunity to sell yourself and your abilities.  Here are some tips to get you started:

1. Use simple good quality paper - nothing fancy or colorful (in most cases, your application is photocopied anyway).   Font and style should be plain and simple and kept consistent for both cover letter and résumé. 
2. Keep the letter short and simple.  Two to three paragraphs is sufficient – never more than a page.  Avoid legal jargon and gimmicks.  Best letters are concise and interesting providing a quick and easy read.
3. Introduce yourself and indicate what position you are applying for. 
4. Tell us why you are interested in joining Davies.  For example, did you meet someone at a Career Fair, do you know someone working for that facility. 
5. Highlight a skill or strength you think would be of value to us; for example, leadership, entrepreneurial, creativity.  However, do not simply list the skill but show it by example when describing an experience. 
6. Highlight any accomplishments or activities that truly excite you and reflect your interests.  We want to learn about you. 
7. Do not go overboard on the flattery/sales pitch or repeat the firm's marketing materials in your letter.  The overall tone should be business-like and professional – it is not a sales pitch.
8. If necessary, provide a short explanation of anything unique to your situation that may otherwise be confusing or unclear in the résumé.  For example, any gaps in your education or work experience. 
9. Proofread, proofread, proofread.  Spelling mistakes, document merge errors, awkward grammar and inconsistent verb tenses are distractions and can sometimes muddle your message.  Consider having a classmate or your Career Development Officer take a look with a fresh pair of eyes.
10. Sign your letter.

Common Cover Letter Mistakes:

1. Standard letter which is generic enough for any firm.  
2. Incorrect addressee: check firm's website for correct and up-to-date information.
3. Typos and lack of proofreading: spelling of firm or contact name, merge problems etc. 
4. Format/Style: lack of white space, too narrow margins, loud gimmicky paper or font use.  
5. Legal jargon and use of defined terms.
6. Overboard sales pitch and regurgitating the facilities brochure or website. 
7. Repeating information already clearly outlined in résumé.
8. Length: some letters are just too long.
9. Excluding information such as phone or email: include on both letter and résumé. 
10. Forgetting to sign-off and check for enclosures.

Cover Letter Template   

Preparing a Résumé

Your résumé tells us about your education, work experience, extra-curricular involvement, interests and accomplishments.  Think about your life experiences and highlight those which are most relevant to your line of work Here are some tips to get you started:

1. Use simple good quality paper - nothing fancy or colorful (in most cases, your application is photocopied anyway).   Font and style should be plain and simple and kept consistent for both résumé and letter. 
2. Keep the résumé short and simple.  Omit personal information such as age, health or marital status.  A two-page résumé is sufficient – i.e. just enough to spark interest so they  want to learn more. 
3. Include all post-secondary education identifying the school, years attended, degree obtained and major area(s) of study. 
4. Include awards, accomplishments, skills, interests and community involvement.  These help to spark conversations during an interview and give us an insight into your achievements beyond work and school.
5. Include recent and relevant work experience identifying the dates, employer and position held. Provide a brief description and use active verbs to describe achievements. Try to avoid writing too much information about your job duties as most employers already know what you did and are most interested in your achievements and or accomplishments. 
6. Do not exaggerate work experiences or job titles as this may come back to haunt you in an interview or reference check. 
7. Repeat contact details on résumé from cover letter in case the documents get separated.  It is advisable to staple the entire application together. 
8. Do not include anything in your résumé you do not wish to discuss during an interview. 
9. Proofread, proofread, proofread. Spelling mistakes, awkward grammar and inconsistent verb tenses are distractions and can sometimes muddle your message. Consider having a classmate or your Career Development Officer take a look with a fresh pair of eyes.

Common Résumé Mistakes

1. Including a heading such as "Résumé" or "Curriculum Vitae": not necessary.  
2. Including irrelevant information: personal details (age), high school etc.
3. Format/Style: lack of white space, too narrow margins, loud gimmicky paper or font use.
4. Ordering of information: not in reverse chronological order. 
5. Months of employment.  While you must include the years you were at each job, don’t include the months. This is perfectly acceptable and helps cover up any short gaps in employment. Your dates should look like this: (1997-1998).
6. Reasons for leaving.  This information is irrelevant and uses valuable space. You can always discuss these facts in a job interview. If you feel compelled to explain why you left a job after a few weeks or months, just leave it out of the resume.
7. Age, sex, religion or health.  In Canada and in many other countries, it’s illegal to discriminate against you because of these. Don’t refer to them in your resume.
8. References.  Write these on a separate sheet and bring them to the interview. And don't include the phrase: "References available upon request". It's understood that you have them so this line wastes space.
9. Salary.  Never discuss this until you have a job offer.
10. Exaggerated job titles and descriptions: brevity is key. 
11. Including motherhood statements like "good listening skills", “strong management skills”.
12. Excluding information such as phone or email: include on both résumé and letter.
13. Attention to detail: spelling mistakes, grammar and use of consistent tense. 

Resume template

Writing a Letter of Resignation

You can use this template to write a Letter of Resignation from your current job.