Professional Employment Program

Professional Employment Program

Writing effective resumes and cover letters: telling your story through written applications

Presenter: Olivia Doyle

Career Practitioner,

Centre for Career Development

15 September 2014

Swinburne

SCIENCE | TECHNOLOGY | INNOVATION | BUSINESS | DESIGN

Telling your story through written applications:

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Seminar objectives:

Students will gain an insight into key features of written job applications:

- Resumes

- Cover letters and emails

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Tell your story to stand out from the crowd

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Most jobs require written applications to assist recruiters to identify the candidates to short list for interview

You need to ensure ALL aspects of your written application tell your story in the most effective manner to market you as a qualified, talented individual who matches the employer’s selection criteria (often essential and desirable) required for the vacant job

Swinburne


A key document for job applications is your resume

What is a resume?

• A marketing/sales tool - a brochure that tells your story

and QUICKLY promotes your skills and achievements

• A document that presents you as a professional

• Maps why you are a match to the job on offer AND to the

organisation

• The key to gaining an interview

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How long does it take for a recruiter to assess a resume?

Often less than 20 seconds

So what makes a good resume?

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Common mistakes in written graduate applications

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- Bland applications - candidate does not stand out from the crowd

- No obvious links to the job – the reader has to join the dots

- Not addressing selection criteria

- Poor written communication skills- - Spelling- - Grammar- - Expression - - Presentation- Expression

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SCIENCE | TECHNOLOGY | INNOVATION | BUSINESS | DESIGN 7

What makes for a winning resume?

Content

- Matches the requirements of the employer

- Uses short, clearly written phrases and paragraphs to demonstrate your skills & experience

Layout

- Clear and easy to scan

- Uncluttered

- Appropriate format

- Adequate margins and whitespace white space

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- Make the résumé as simple and easy to read as possible

- Consider type styles and font size (eg Times New Roman, 12)

- Avoid font mania - use only one plain font – Arial or Times New Roman set at 11 or 12 point in size

- All indents are in alignment (use Tab & indent settings NOT spacebar)

- Use bold / italics / boxes (borders) wisely

- Avoid italics or underline as they don’t fax or scan into a database well

- Don’t OVERCAPITALISE

- Use page breaks so lists and paragraphs are not split

Resume Layout / Presentation

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Vital resume content

• Targeted to the requirements listed in the advertisement

• Use of key words

• Highlights the strengths of your brand

• Tell a positive story

• Achievement focused

• Concise

• Honest

Swinburne It’s a crowded market!

Source: The Recruiters Lounge

The average time a recruiter spends

looking at a resume is 5.7

seconds

On average 250 resumes are

received for each job position

76% of resumes are ignored if your email address is unprofessional

The first applications are

received 200 seconds after a job

is posted

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Recruiters often short list job applications into three categories

Which pile will your story end up in?

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YES MAYBE NO

SwinburneResume Styles- Reverse Chronological

Arranges your experience and education in reverse chronological order (from most recent to least recent)

- FunctionalHeadings relate to your relevant skills and competencies rather than time-line order

- CreativeUsing the resume as a tool to demonstrate your design/creative skills using colour and images etc

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Resume builder & example resumes

- Sam Chronology template

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- Access SwinEmploy at www.swin.edu.au/careers

http://www.swin.edu.au/careers

Resume content – sample headings

Contact Details Education / Qualifications

Associations / Memberships

Professional Development

Extra Curricular Activities

Demonstrated Skills Summary

Employment History

Project Work/Industry

Projects

Referees Hobbies Volunteer WorkCareer

Objective/Career Profile

NOTE: Not all of these headings are required for all resumes.

Resume content – irrelevant information

• Date of birth / age

• Place of birth

• Nationality

• Ethnic origin

• Marital status

• Number of children

• Religion

• Political persuasion

• Health

• Height / weight

• Photograph

WHY?

Contact details

Name (first name and surname)

Address (optional)

Telephone Number

Email Address

Link to your LinkedIn profile

Link to on-line portfolio (Ensure email is professional i.e. [email protected] NOT [email protected] or [email protected])

* Work visa status for international students

mailto:[email protected]


Swinburne University of Technology, Melbourne Australia 17

Professional profile / career objective (optional)

EXAMPLE

IT professional with substantial experience in commercial software development

Highly experienced in:

HTML5 CSS3 JavaScript J Query C#.NET

Skilled in translating client requirements into effective end products

Targeting senior development role within a commercial environment

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Professional profile / career objective (optional)

EXAMPLE

Cisco specialist (CCNA) with eight years’ experience, providing:

First-level help desk technical support and troubleshooting on IT network

Installation, configuration and administration of Cisco IT infrastructures: Cisco switches, routers, VOIP telephony, QoS, security applications, firewalls and network protocols.

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Education

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Provide a detailed insight into your studies

Don’t just list qualification title and university

Include:

- Key or relevant study areas- Highlight good results- Exchanges / study abroad tours / internships- Awards or scholarships

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EDUCATION

2011 – Present Master of Information Technology

Swinburne University of Technology, Melbourne

Key areas of study:

Network Design and Security

Web Applications Development

Distinction average results achieved to date

2008 – 2010 Bachelor of Information Systems (Software)

Ho Chi Minh University, Vietnam

High Distinction results achieved

** Do not need to include your secondary school education if completed overseas

Education EXAMPLE

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Additional headings

Professional Development - seminars, short courses, conferences RELATED to the position you are seeking

Industry specific headings

Eg Endorsements / Certifications / Software Licences

Industry Projects / Capstone Projects

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Certifications

- 2013 CCNA Cisco Routing & Switching

- 2012 Microsoft Certified Desktop Support Technician

Academic Awards

- 2014 Swinburne University Dean’s Award for Outstanding Results in Networking

Major Academic Projects

- 2013 Networking Design Proposal for Davis Jells Pty Ltd – involving review of

organisational requirements, budget and preparation of detailed design proposal

- 2013 Internet Security Project for Tiger Toy’s Pty Ltd on-line shopping cart –

involving infrastructure and programming in C++

Additonal headings EXAMPLES

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2013 – Current Student Member

Australian Computer Society

2013 – Current Student Member

Australian Institute of Management

(Gym Membership is NOT a professional membership)

Professional memberships

Swinburne Employment history

A chance to demonstrate how your brand differs from others

Present in reverse chronological order

Include dates and duration

Do not include any position beyond 10 years (unless highly relevant)

Document Responsibilities and Achievements

Consider separating relevant employment / experience from other experience (this is especially useful when your most relevant experience is not necessarily your most recent)

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- Promotions

- Increasing sales figures or improving efficiencies - quantify

- Being part of a team that….(what your team did) – implementing or designing systems or processes

- Winning an award or prize – even a trivial one

- Employee of the month / year

- Customer service / quality awards

Use of achievements

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PROFESSIONAL EMPLOYMENT

Jun 2010 – Present Web DesignerColours Media Pty Ltd, St Kilda(Specialist web designers for print media)

Responsibilities:- Liaise with clients to determine design specifications- Design web pages using ASP> NET, MySqul- Intranet development using Java Servlets, JSP, Taglibs

Achievements:- Development of award winning website www.surfshow.com.au- Consistently receive positive feedback from customers

regarding my excellent customer service focus

Dec 2007 – May 2008 Software Programmer / AnalystArayeh-Nullah Co, Tehran, Iran(Largest software developer in Iran)

Responsibilities:

…

Employment history EXAMPLE

http://www.surfshow.com.au/

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Other Employment (or Casual Employment)

June 2008 – Present Crew MemberMcDonalds, St Kilda

Responsibilities:- Customer service- Food preparation- Working in team of approximately 10 people- Handling cash and balancing tills- Following OH&S practices- Training new staff members

Achievements:- Crew Member of the Month on two occasions- Regularly exceeded sales targets

Employment history cont.

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EMPLOYMENT HISTORY

2011 Manigrida ShireNorthern TerritoryTrainee EngineerAs an employee of the council I worked as

part of a design team consisting of three members Mr C. Vill, Mr D. Sign and Ms N. Inear. We developed extensive computer models for local drainage networks which are very important to this part of Northern Australia. I also had the opportunity to analyse the various models and to present recommendations to council. I was also requires to design and prepare costing for various culverts according to Australian Standard Design codes. I had much opportunity to liaise with many people both within and outside teh organisation. I was also very fortunate in being given some on site experience at local construction sites and took part in the management of contractors who worked on the project.

EMPLOYMENT HISTORY

Engineering Experience

Dec 2010 – Dec 2011

Trainee Civil Engineer

Manigrida Shire Council, NorthernTerritory

Responsibilities :

Team member in design department Designed computer models Prepared detailed costings Supervised project elements Liaised with council staff and clients

Achievements:

• Promoted to Project Supervisor after 12months

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Employment history - layout comparison

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Demonstrate relevant industry projects or case studies you have been involved in:

- Relevant capstone university projects

- Team projects

- Final year projects

Industry engaged learning

Swinburne Industry engaged learning EXAMPLE

2014 Recruitment Campaign for Whizz Telemarketing2nd Year Human Resource Subject

This university project focussed on the development of a recruitment campaign for 20 telemarketers. This involved:

• Development of position descriptions and selection criteria• Identification and costing of appropriate advertising• Writing a job advertisement• Specification of screening and selection criteria• Preparation of behavioural interview questions• Achieved a High Distinction

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Swinburne Skills summary

• Opportunity to match yourself to the job and to convince employer of your potential

• Highlight 4-5 professional skills that you can offer an employer which are relevant to the position you are applying and match the selection criteria

• Give two examples of how you have demonstrated the skills

• Focus on providing strong examples that highlight your capacity and that differentiate you from other applicants

Swinburne Skills summary EXAMPLE

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Information Technology Skills

Databases MS Access, SQL, Oracle

Publishing Adobe Acrobat, Adobe Photoshop, Adobe Illustrator, MS Publisher

Web HTML, Java Script, Java Beans, Flash, Dream weaver, Fireworks

MS Office Word, PowerPoint, Publisher, Visio, Excel, Outlook, Project, Access

Operating Win 2003 server, XP, UNIX/Solaris, Linux, MAC

Systems Installation, configuration, monitoring and optimisation of the above

Hardware PC Maintenance, troubleshooting and upgrading modems, sound and video cards, digital Cameras, scanners, printers

Network Admin Managing LANs over different platforms, including; Linux, Novell and Windows 2000/XP

Miscellaneous Development, testing, documentation, implementation and training of a number of non-commercial software

Swinburne Skills summary EXAMPLE

Communication Skills

Highly developed interpersonal skills strengthened through four years of customer service experience as a Supervisor at Coles Supermarket.

Excellent written communication skills successfully demonstrated in university assignments and in preparation of position descriptions and training manuals at Blue Chip IT

Swinburne Leadership (Initiative and Enterprise)

- Proactively taken leadership roles during group projects, leading and guiding teams into meeting deadlines and providing effective solutions to problems.

- Actively managed, organised and co-ordinated team workload and tasks, set due-dates and deadlines for components of system design and implementation for university projects and assignments.

- Ensuring involvement and support of team members as a critical part of working as a team to ensure productivity while allowing the expression of individual talents.

- Undertaken leadership camps and teamwork courses provided by the co-op scholarship program with companies such as Operation Challenge and Oxygen Learning.

Planning and Organising (Organisational)

- Prioritised daily, weekly, monthly tasks to meet university deadlines.

- Effective at managing time and balancing full-time study with part-time work, as evidenced by handing in all my assignments on time.

Swinburne Problem Solving

- Undertook and solved many information technology and business-related problems by undertaking real and simulated projects during undergraduate studies at Swinburne University.

- Working as an IT Help Desk Technician, I was required to conduct a thorough analysis of the email software in order to identify potential errors. I was then required to make recommendations to improve the system.

- Projects include systems analysis, design and implementation; evaluating systems results and making appropriate recommendations based on analysis on information technology management issues.

- Transformed and translated organisational processes and procedures into written documents to assist business line competencies in streamlining or automating current processes such as the Business Performance Management process at Microserve.

Swinburne Interests

Employers are always interested in you ‘the person’ and your potential fit to the organisation

They are curious to know about your hidden talents or interests – especially if they relate to the profession you are seeking to enter into the organisation

Make sure you highlight a wide range of interests

Clubbing, swords, surfing the net, Facebook, meeting new people and hunting are NOT appropriate on resumes

Swinburne Referees No matter how good your application and interview were –

if your referees do not give positive feedback – you may not get the job.

No one is obliged to give a positive reference – make sure you choose someone with whom you had/have a good rapport

Should be work or study related (i.e. ideally someone you have reported to who can comment on your performance)

Show your referees the courtesy of asking for their permission and notifying them when you apply for jobs

Make sure their details have not changed

Provide at least 2 referees

Always include Full Name, Position, Company, Address, Phone Number and Email Address

http://www.google.com.au/imgres?imgurl=http://www.blogosis.com/wp-content/uploads/2008/07/business_interview_reference_questions.jpg&imgrefurl=http://www.employeerightspost.com/2009/07/articles/defamation/fear-of-defamation-lawsuits-for-employee-references-is-overblown/&usg=__nJRoytBXdmug6ZlZVBuoRPSLlsc=&h=396&w=338&sz=109&hl=en&start=11&zoom=1&itbs=1&tbnid=tnRip5_dzFKGXM:&tbnh=124&tbnw=106&prev=/images?q=employment+references&hl=en&gbv=2&tbs=isch:1&ei=WE4-Ta2hC8eVceDgwecB

Swinburne Questions & Answers

… any questions?

Swinburne Writing effective resumes and cover letters:

Cover Letters

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What is a cover letter?

A formal letter of introduction

States your interest in the position or organisation – why do you want

to work for the organisation and your skill match

Provide an overview of your qualifications

Outline your employment history or relevant experience

Match your skills to those required for the job – technical and generic

Great indication of your communication skills

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Written specifically for each application – refer to criteria outlined in the job advertisement

Shows reference number and position – where you saw the job advertised

Demonstrates your skills and knowledge – provide examples as proof

Tell the employer what you have to offer – not the reasons why they shouldn’t give you the job….

Demonstrates your knowledge of the company

One page

NB: work out if the job is advertised through a recruitment agency, if it is, you will be working for their client, NOT for the recruitment agency!

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Cover letter – useful tips

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Amanda Kaur22 Henderson RdEpping Vic 3071Ph: 9878 4456 Mob: 0432 907 123Email: [email protected]

26th August 2013

Mr Robert BrownGeneral ManagerC & E Pty Ltd26 Smith StreetThomastown Vic 3074

Dear Mr Brown,

Re: Book Keeper and Office Assistant

Please accept my application for the position of Book Keeper and Office Assistant with C & E as advertised on the Seek website on the 5th July 2013. I believe my skills and relevant experience would enable me to make a significant contribution to C&E.

I am undertaking a Bachelor of Business majoring in Accounting at Swinburne University of Technology (TAFE) and am looking forward to utilising the skills I am gaining in my course to join a company devoted to environmentally friendly car care products. This course is providing me with the knowledge and skills to efficiently work in an accounting and office administration role and the assignments have strengthened my ability to process accounts payable and receivable; update customer accounts records; produce a variety of financial records; and enhanced my office administration and keyboard skills. I am a confident internet user and familiar with MYOB and the full MS Office suite. This can be supported by my referees who will also be able to confirm my enthusiasm and ability to problem solve client and financial discrepancies.

Utilising my good organisational skills I have balanced full-time study with part-time employment with Mumbai Property Exchange. My duties include reception and general office administration. As Mumbai Property Exchange is a market leader in the area, I was expected to demonstrate high level communication skills, professional standards and client confidentiality. At times, I am in charge of the office so I am very capable of dealing with high volume customer service and a wide range of client enquiries.

Enclosed is my resume for your consideration. I look forward to discussing the position and my application further and can be contacted on 0432 907 123.

Yours sincerely,

Amanda Kaur

Your name and address

Date

Employer or agency name, title, address

Salutation (eg Dear Mr Brown or Dear Sir / Madam)Reference line

Paragraphs

Yours sincerely / Yours faithfullySign and type your name

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Online applications

- Often used in graduate recruitment and are a vital

component of selection criteria

- Ensure you research the role and company

- Address key selection criteria and provide specific

examples of how you have demonstrated skills

- Follow the instructions

- If possible, type responses in MS Word then copy into

online document

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Cover emails

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Most applications are submitted via email also require a short cover email

Tips

- Mention the job title and reference number

- Express interest in the position highlighting you possess relevant qualifications and experience

- Refer to attached cover letter and resume

- Ensure your written expression, spelling and grammar are perfect – or the attachment will not get opened!

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Selection criteria

- Separate document often used for government and academic positions

- Cut and paste the key criteria and these become your headings

- Demonstrate your skills by providing specific evidence of your past experience in relation to the criteria

- Can use examples from study, part time jobs, extra curricular activities etc

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Additional Swinburne resources to assist you

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Resumes

- Resume builder

- Developing your resume handout

- Resume podcast

-Cover Letters

- Cover letter handouts

- How to write a cover letter podcast

-Selection Criteria

- Online applications and selection criteria handout

-Access at www.swin.edu.au/careers

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References

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Resumes that Get Shortlisted – Jim Bright and Joanne Earl (2008)

Brilliant Graduate CV – Jim Bright, Joanne Earl, David Winter (2013)

Transition to Graduate Employment Conference

REGISTER NOW

19 Sept

swinburne.edu.au/careers/conference

For science, engineering and technology students in their last 2 years of study

• Network with recruiters and employers • Improve your career readiness• Refine your employability skills• Look at future workplace trends

Swinburne University of Technology CRICOS Provider 00111D

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Career Seminars – Semester 2

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Future workplaces 25 Sep

The global worker 1 Oct

International student visa information 2 Oct

Personal branding 8 Oct

Key employability skills 9 Oct

LinkedIn 14 Oct

Transitioning to the workplace 23 Oct

International student job search intensive 24 Nov

PLUS MORE – check out www.swin.edu.au/careers for details


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Centre for Career Development

We are here to help you with career management assistance and advice

Your professional career starts NOW – let us help you with your career journey

All services are FREE and CONFIDENTIAL

Swinburne


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Services - Career counselling

- Job search assistance

- Interview skills

- Resume builder

- Employer information and on campus presentations

- Going Global international job search data base

- Career conferences, workshops and webinars

- Range of handouts / podcasts:- Interviews - What can I do with my qualification- Resumes - Networking- Cover letters - Job search- LinkedIn profiles - Assessment centres etc

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Location….Monday to Friday

8.30 am – 5 pmLevel 2 The George Building, Hawthorn Campus

Tel 9214 5360

Email [email protected]

Web www.swin.edu.au/careers



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