The Behavioral Interview for General Administration Positions

There is a new trend in Government and privates sector job interviews - The Behavioral-Based Interview.

Behavioral-based interviews focus on discovering how a candidate performed in specific work related situations. This interview technique seeks to uncover how a potential employee actually behaved in a given situation; not only how he or she might behave in the future. The premise behind this technique is that a good predictor of future performance is how someone performed in the past in a similar situation. Behavioral-based interviews are becoming more common throughout industry and government. If you have not already, it is in your best interest to familiarize yourself with this technique and be well prepared for these interviews. You can and should draw on previous work related experiences as well as non-work related experiences (e.g., school projects, community involvement) that are relevant to the interview questions.

What to expect from the Interviewer:

1. Most questions will relate to experiences that have occurred in the last 2-3 years.
2. Most questions will focus on what you did, said, felt or thought in the past. The interviewer will be looking for phrases such as “I did….”, “I said….” etc.
3. Don't expect to be asked questions about what you would do in a given situation or what you would have done differently. The interviewer will be more interested in asking you questions related to what you actually did/said/thought/felt in the past. Remember, don't start your answer with “I would,” or "I could have." If you do... the interviewer will most likely probe by saying, “What did you actually do at that time?”
4. Keep in mind that the interviewer will be looking at what you did, rather than what “we” did. While working as part of a team is very common and desirable, it is important for you to let the interviewer know what your individual role was within the team. If you don't describe your specific duties within the team, chances are the interviewer will probe your answers to find your specific role(s) within the team. For example, if you say “We implemented the new order supply system by…..,” the interviewer will likely ask you what your role was and what you actually did (as an individual).
5. Be prepared to provide a brief (30 second) overview of each situation you want to use as a sample of your work experience by highlighting the beginning, middle, and end. This helps the interviewer to keep the interview on track.

In this blog we are focusing on interviews that deal specifically with General Administration jobs. We will be covering additional jobs in the near future. So keep checking!  So…. What is General Administration position? What are the competencies generally associated with administrative jobs?

Administrative Support positions perform and facilitate execution of administrative activities and procedures for the operation of an office or facility. Competencies include:

• Internal Resource Management - Identifies, selects and coordinates relevant resources to deliver solutions
• Policy and Procedure Awareness, Development and Implementation - Compiles and analyzes regulations, policies, and processes in order to provide the company or agency with a consistent, well-defined infrastructure
• Project/Program Administration - Completes procedures, documents, forms, reports and budgets that are essential to the day-to-day operations of a group, project, or program
• Qualitative/Quantitative Analysis - Examines and evaluates data to manage and achieve results

The interviewer is going to be looking for Key Behaviors associated with this job. For example:

• Serves as a trusted partner providing support on administrative and business management matters/activities
• Manages office/facility repositories and record keeping systems for storage, tracking and retrieval of information and materials
• Prepares and/or updates reports, correspondence and other documents
• Manages correspondence and communicates organizational information to appropriate parties as required
• Coordinates planning and/or scheduling of meetings and events
• Utilizes and stays current on available technology and office equipment
• Monitors and recommends methods for improvement of office/facility procedures and functions

Likely Interview Questions

1. Describe a time when you used your analytical skills to solve a problem. What technique(s) did you use? What was the result?
2. Tell me about a time when you had to analyze qualitative or quantitative data to make an important decision. What was the impact of the data? What obstacles did you face? What was the outcome?
3. Give me a specific example of a time when you used good judgment and logic in solving a problem.
4. Please share some of the models or tools you have used in analyzing data. How have these tools helped you make sound decisions?
5. Describe a time when an analytical problem perplexed you. What resources did you use to try to work through the problem? Were you or anyone else able to solve the problem? What would you do differently, if anything, to approach this problem?

How your Answers will be scored

Following is an example of how an interviewer may score your answers. Each time you answer a question, you will score from 0 points to 4 points.

A "0" would mean that you have not demonstrated this competency and likely have not had related training or experience.

A "1" is usually the baseline and it means that you have theoretical knowledge of the position. It means that you have shown basic knowledge and understanding sufficient to handle routine tasks. Focus is on learning. For example:

• You are training or on-the-job training; beginning to develop this competency and have completed formal training
• You understand and can discuss terminology, concepts, principles, and issues related to this competency
• You utilize the full range of reference and resource materials in this competency

A "2" would mean that you are progressing or have limited practical application and experience. In other words, you have depth/breadth of knowledge to handle non-routine situations. You're starting to take initiative. Focus is on applying and enhancing knowledge or skill.

• You have applied this competency in occasional situations and still require minimal guidance to perform successfully
• You understand and can discuss the application and implications of changes to processes, policies, and procedures in this area

A "3" means that you are proficient. You possess practical application and experience. You are an expert who can handle broad organizational/professional issues; works independently; has long-term perspective; coaches, guides and empowers others. For example:

• You have consistently provided practical/relevant ideas and perspectives on process or practice improvements which may easily be implemented
• You are capable of coaching others in the application of this competency by translating complex nuances relating to this competency into easy to understand terms
• You participate in senior level discussions regarding this competency
• You assist in the development of reference and resource materials in this competency

A "4" is the top score. You are the master! A recognized thought leader. Your advice is sought out by others, from both within the company and from the industry or other organizations; Shapes the organization/profession; you are a visionary; Your focus is strategic; You can cope with the unknown. Examples of this behavior include:

• You have demonstrated consistent excellence in applying this competency across multiple projects and/or organizations
• You are considered the “go to” person in this area from within and outside your agency
• You create new applications for and/or lead the development of reference and resource materials for this competency
• You are able to diagram or explain the relevant process elements and issues in relation to organizational issues and trends in sufficient detail during discussions and presentations, to foster a greater understanding among internal and external colleagues and constituents.

For additional information on Administrative jobs, please visit http://dreamfedjob.com/careers/0318_Secretary.html