Applying for University Positions
The following guidelines may assist you to apply for a position at the University of Waikato, and, if selected for interview, help you to plan for the interview process.
Application Form, Position Description and Person Specification
Application forms, position descriptions and person specification are available from the Human Resource Management Division; contact phone 64-7-838 4003, fax 64-7-856 0135 or email: hrm@waikato.ac.nz.
The Position Description describes the main purpose, key tasks and expected outcomes of the position. The Person Specification sets out the essential and desired qualifications, knowledge, skills, abilities and personal qualities that are required.
Appointment committees use the criteria set out in advertisements and person specifications for shortlisting and selection purposes.
Ability to Meet the Selection Criteria
You need to make a personal assessment of the essential/desired criteria against your own qualifications, skills and abilities to assess whether you should apply for any particular position.
Preparing your Application
Most application letters and CV's are word processed, although clear handwriting is also acceptable. Your application should include the following:
1. University Application Form
This should be completed in full. You can either complete this electronically (as an online form or a PDF document), or print the PDF version to send by mail or deliver in person. Contact us if you would prefer to have a copy sent to you.
List only referees whose consent has been obtained and who may be contacted for a confidential reference. Where possible they should be able to give work-related information and should have supervised or been senior to you in your current or most recent employment.
2. Covering Letter
It is important that your application form is accompanied by a covering letter. This applies equally to internal applicants. The covering letter is an introduction to your application and typically includes:
- reference to the position for which you are applying;
- information on the extent to which you match the requirements of the position;
- any other matters relevant to the position (including unpaid work);
- your reasons for applying;
- any special contact details and/or limitations on your availability for interview.
The letter should be reasonably short.
3. Curriculum Vitae
There is no set format for a CV. It is an up-to-date statement about yourself and usually includes information such as full name, address, education and qualifications, work experience, research outcomes, publications (for academic positions) and personal skills & abilities.
Carefully proof read the information you are providing before submitting your application. You may wish to retain a copy of your application for your own reference. Please do not send original documents; the University does not return applications or supporting material.
Closing Date
Check the closing date for the position and ensure that your application reaches us by that date.
Acknowledgement of Application
All online applications are acknowledged immediately. All other applications received are acknowledged in writing, normally within one working day of receipt.
Shortlisting
Shortlisting is completed as soon as possible after applications close. If you are selected for interview you will be notified of the interview time - you will usually receive a few days notice if you are a New Zealand based applicant, or longer if you are applying from overseas.
Candidates who are not shortlisted will be advised in writing as soon as possible.
Preparing for the Selection Interview
Interviews are generally conducted in person at the University by an appointment committee; telephone or teleconference interviews are also used. You can expect to be interviewed by three or more people depending on the position. Interviews normally take place during the University's normal office hours - 8.30am - 5.00pm, Monday to Friday, New Zealand time - but special arrangements are often made to accommodate time differences in the case of phone or teleconference interviews with overseas candidates. All interview questions will be focused on the position for which you have applied. The same broad questions will be asked of all candidates.
To prepare for the interview questions you should:
- familiarise yourself with the advertisement, position description and person specification;
- reflect on specific examples of work and non-work situations where you have applied your relevant skills and abilities in the past;
- focus on the key tasks of the position and think about how you might carry them out;
- consider the responsibilities of the position, the types of problems that you might encounter and how you would tackle them;
- think about why you are applying for the position and what you need to find out from the interview.
The Interview
Appointment committee members will try to ensure that you are comfortable in the interview situation. Take time to answer each question. A well thought through answer that addresses the question will be appreciated even though you may need to take a few moments to gather your thoughts. Try to give relevant and detailed examples of your previous experiences where possible.
Internal applicants should not assume that appointment committee members have knowledge about their skills and experience. They should approach the interview as if for a vacancy outside the University.
Whanau or other Support at Interviews
Candidates may opt to bring family members or friends to the interview. This option is made available in advance on the application form. Please advise the HRM Division, prior to the interview, the number who will be attending so that appropriate seating arrangements can be made. Whanau members or support people will be welcomed and will have the opportunity to respond. The interview structure will be as follows:
- welcome (a mihi and/or karakia for a whanau interview as appropriate);
- whanau members or support people will be invited to speak about the applicant, outlining the person's qualities and suitability for the position;
- the committee will interview the applicant, finishing with an opportunity for the applicant to ask questions of the committee;
- whanau members or support people will be invited to ask questions of the interview committee;
- the chairperson will indicate when the interview is complete;
the whanau members or support people will be thanked for attending and will have the opportunity to respond.
Applicants and whanau members or support people may speak in either English or Māori.
Other Selection Activities
Sometimes you may be asked to participate in additional job-related selection processes. Depending on the nature of the particular position, these may include:
- undertaking written or oral exercises;
- undertaking specific skills tests (e.g. word processing);
- giving a lecture or seminar to departmental staff and/or students;
- giving presentations to members of the campus community and/or the appointment committee.
You may also have the opportunity to tour the workplace and/or meet with other staff or students. You will be given advance warning of any additional selection processes. These types of activities are aimed at broadening the selection process and examining skills that are not easily evaluated through interview questions.
Feedback
You may wish to seek some feedback on your application either from the relevant Human Resources Advisor or (for internal applicants) from your line-manager. This may be helpful in assisting you to prepare for further opportunities that may arise. Please note that confidentiality issues mean that feedback may need to be fairly broad in nature and can relate only to your own application.
Human Resource Management Division
September 2007
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