Art of Interviewing Candidates

PURPOSE
The interview is the most common "tool" used in the selection process. Interviews
provide both the client and the candidate with an opportunity to gain an
understanding of each other and to make an informed decision.

The object of the interview is to determine the best applicant for the position and
who best fits the organisation's culture.

PURPOSE
The interview process is divided into three stages.

A telephone or brief interview

First Interview
Second Interview

1. Telephone or brief interview

The telephone or brief interview is normally conducted by the recruitment consultant

or by the Human Resource Department. These interviews are used to introduce the
organisation to the candidate and to confirm the candidate's interest. It is also a
good opportunity to see how the candidate presents, and to identify the candidate's
understanding of the role.

2. First Interview

Recruitment consultants are usually responsible for organising the first set of
interviews. The short list is forwarded to the organisation with a copy of the
curriculum vitae. Any existing consultant reports are normally submitted with the
short list.

From the short list choose the candidates you feel are best suited to the role and
schedule a time for an interview.

Ensure that the candidate is provided with the following information:

Day and date of the interview

Time
Address
Contact Details
Telephone Number
Duration of the interview
Interviewers' names and positions
Type of interview (Structured, Panel, Group)
Format (Q & A, Business Simulation, Test,or presentation)
Decide who will conduct the interview. It is advisable that the hiring manager be
included in the interview process. Some organisations require a panel to conduct the
interview.

3. Second Interviews

A second interview may need to be conducted to validate the selection and to assess
candidates for senior positions.
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TYPES OF INTERVIEWS
Structured Interview

The structured interview is the most frequently used method of interviewing. The
interview is a one on one meeting between the client and the candidate.

Questions are based on key selection criteria such as qualifications, work experience,
key responsibilities, achievements, reasons for career change, motivation, team
work, adaptability and aspirations.

The advantage in using this technique is consistency. All candidates are assessed
against the same criteria and have an equal opportunity to demonstrate his/her
strengths against the selection criteria.

Panel Interviews

Panel interviews are often conducted by large organisations, particularly in the public
sector.

The panel may include a Human Resource practioner, a line manager, senior
manager, consultant or an employee who has the relevant technical expertise. The
panel usually consists of 2-5 people.

It is a good idea to have at least one member who is of the same gender of the
candidate.

Prior to the interview, panel members should be given a copy of the position
description, selection criteria, and the Interview Questionnaire to assist them in the
process. The aim of the panel interview is to ensure that an impartial and fair
decision is made.

Remember that this form of interview could intimidate some people and could favour
those who are very confident, or are used to presentations. A one-on-one interview
could be a better option.

Group Interviews

Group interviews are also conducted by large organisations where several candidates
are brought together to discuss work related issues and to provide a solution in a
simulated business environment. It is designed to assess candidates on workplace
behaviours, team playing, leadership, human relations, communication and
presentation skills, and problem solving abilities.

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EQUAL EMPLOYMENT OPPORTUNITY (EEO)

The principles of EEO must be applied in the interview process. The interview process
is an opportunity to assess the candidate's ability to do a job. Therefore, questions
should focus on skills, experience, career plans, aspirations, behaviour, and technical
expertise. It is a good idea to avoid any questions which do not relate to the position
or to the selection criteria, as these could be misconstrued.

In Australia, it is unlawful to discriminate on the basis of, but not limited to: age,
religion, gender, nationality, status as a parent or carer; race; marital status; trade
union activity; political beliefs; pregnancy; physical appearance and disability.

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PREPARATION

The aim of the interview is ensure that the most suitable person for the role is
selected. Therefore, it is in your interest to spend some time in preparing for the
interview.

Tips

Analyse the Position Description. Determine which are the key competencies and
skills you require
Prepare an Interview Questionnaire. This will allow you time to consider what
information you are seeking. Target your questions around key interest areas
Review the candidate's Curriculum Vitae. Consider the candidate's experience and
target some questions around his/her experience
Allow a maximum period of one hour for the interview. This could vary according to
the level of the position being selected
Allow 20-30 minutes between interviews to assess candidates and to prepare for the
next person
Ensure that each candidate is assessed against the same selection criteria
Ensure that EEO principles are applied in the interview. If it is a panel interview
ensure that at least one member is of the same gender as the candidate
Provide each member of the interview panel with a copy of the position description,
curriculum vitae, selection criteria and interview questions and format

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INTERVIEW TECHNIQUES
The object of the interview is to determine who is the best candidate for the position
and who best fits the organisation's culture. To meet this objective interviewers need
to ensure that the candidate feels comfortable and is not rushed through the
interview.

Tips

Choose a comfortable room to conduct the interview

Arrange seating to facilitate the interview. Seating which reflects authority can be
intimidating
Use the candidate's name wherever possible
Provide an overview of the organisation
Provide the candidate with a copy of the position description
If you plan to take notes during the course of the interview advise the candidate
Ask some general questions first
Ensure questions are consistent. It will make it easier for the candidate to
understand the aim of the questions
Use open questions. Avoid yes/no responses
Listen to the candidate. This could lead you to ask other relevant questions. It also
shows the candidate you are interested
Provide feedback. Avoid a lengthy discourse. A few words are enough to show that
the candidate is being listened to
Ensure that the candidate responds to each question
Be patient. Allow the candidate time to respond and to elaborate upon the answer
Re-phrase anything that seems unclear or is misunderstood. Remember the
candidate may be nervous. It is your aim to obtain as much information as possible
from the interview
Allow the candidate time to ask questions. This is a fact finding exercise for both
parties
If the interview includes a presentation ensure that all of the required materials are
supplied. Keep the presentation short. 10 -15 minutes is sufficient
Ask for permission to approach the referees. Ask the candidate whether he/she has
any preferences
Thank the candidate for coming to the interview
Advise the candidate of when to expect a response to the interview
Avoid

Irrelevant questions
Questions that may be deemed discriminatory
Negative body language
Lack of interest in the candidate's responses
Lengthy discourses
Irrelevant or excessive information
Confrontational or complex questions at the beginning of the interview
First impressions. Do not allow them to affect your judgement
Self identification. Value diversity in people
Excessive note taking. It may distract the candidate and make him/her feel
uncomfortable. Write down key words and finish the report at the end of the
interview