Phoning for a job (Experienced Job Seeker)

It’s a pain calling strangers on the phone, isn’t it? But sometimes you just have to. The oftener you do it, the easier it gets.

The phone can be a good pal when you’re on the job-hunt.

Answering an advert (see example 1)

• The phone gets an answer right away to questions like “Is the job still open?” “What are the conditions?”
• If that job’s gone, you can go on to ask if there are any other jobs.
• Phone calls are two-way. The boss gets an idea of your personality.
• If appropriate, the boss can arrange the interview there and then.

Phoning “on spec” (see example 2)

Only 25% of jobs are ever advertised. It’s worthwhile asking if any vacancies are coming up. A letter with this question might go straight into the bin, but a phone call will get some response.

Plan the call

• Time – best between 9.30am and 4pm. Avoid lunchtime – 12-2.
• Place – not a public pay-phone. Best an ordinary fixed phone. Mobile – choose somewhere quiet with a good signal and make sure neither battery nor money is about to run out.
• Have to hand: a pen (that writes!), paper for notes, diary (for dates), your CV (for reference, in case the phone call turns into a mini-interview).
• References – the job advert, reference number, contact name or extension.
• Conversation - plan what to say before starting the call.
• Opening – ask the receptionist for the person or extension you need. When you get through, check you’ve got the right one (“Is that Mrs….?”) and say your own name in a clear voice.

Speak slowly and clearly

Most people talk too fast when they’re nervous.

Get right to the point

Don’t pussy-foot about – it wastes everybody’s time.

Listen carefully

• Don’t interupt.
• Write down details – names, dates, directions.
• Ask the person to repeat or spell words if necessary.

Questions to ask

If the employer asks if you have any questions, choose from the following:

• What does the job involve?
• When would I start work?
• What are the hours? Are there shifts or weekend work?
• What’s the starting pay?
• Is there overtime?
• If it is a ‘fixed term contract’ (for a set period of time such as 6 months or 1 year), is there a chance of it being extended at the end?

Telephone Troubleshooter

Possible problems  – and how to zap them!

Confirm

At the end of the call, confirm anything you have agreed, for example:

• the correct address for the interview
• the date and time of the appointment and directions for getting there
• if you don’t already know it, get the name of the person you have spoken to.

It's a good idea to read these points back to the employer to make sure.

Finally … thank the person for his or her time. 

You might be phoning about a particular job you saw advertised.

Example 1

Few people make the perfect phone call, but this is a good effort …

ALI: Good morning. Can I speak to Mr. Brown - extension 208 please?

(Good, Ali had a name and extension - this saves time.)

RECEPTIONIST: I’ll try to connect you.

ALI: Is that Mr. Brown?

(Ali checked he had the right person.)

MR. BROWN: Yes.

ALI: Hello, my name is Ali Malik. I’m phoning about the job advertised in the Daily News. I believe you’re looking for an operative.

(He introduced himself and explained how he had found out about the vacancy.)

MR. BROWN: Yes, that’s right. Have you had any building site experience?

ALI: I left school nearly two years ago. I’ve been working as a trainee

building operative. My training’s nearly up, so I’m looking for a new job.

(Ali explained why he would be suitable - he made the most of his experience.)

MR. BROWN: Oh well, I really wanted someone with a bit more experience … (silence).

ALI: Yes, I understand. But I’ve done quite a lot with my present firm. I’d be happy to tell you about it and the skills I’ve built up since leaving school.

(Ali showed enthusiasm and wasn’t put off.)

MR. BROWN: OK, I might as well see you. You know where we are, do you?

ALI: On the corner of Main Street …

MR. BROWN: No, we’ve moved. We’re on the new estate … Findle Road … Do you know it?

ALI: Did you say a single road …?

MR. BROWN: No Findle … with an F - F for Fred I. N. D. L. E …

ALI: Yes, I’ve got that. I’ll find it on the map.

MR. BROWN: Can you be here today for 12 noon and report to reception?

ALI: Yes, that’s fine. 12 noon and report to reception. Thanks for your time. I’ll look forward to meeting you …

(Ali  confirmed that he had all the details correct, and he thanked the employer.)

You might be phoning “on spec” to find out if there are any vacancies

Example 2

ALISON: Hello, can I speak to Mr Ritchie, please?

RECEPTIONIST: What’s it about?

ALISON: I’m looking for work….

RECEPTIONIST: I don’t think we’ve any jobs going at the moment.

(She is trying to put Alison off.)

ALISON: I heard there might be vacancies coming up towards Christmas. I'd like to know if that's correct.

(She is intent on reaching the person who really knows.)

RECEPTIONIST: What’s your name?

ALISON: Alison Douglas.

MR RITCHIE: David Ritchie.

ALISON: Hello, Mr Ritchie. My name’s Alison Douglas. I was wondering if Toys Galore would be taking on more staff soon.

MR RITCHIE: We probably will, though I haven’t put out the advert yet…

ALISON: When would the interviews be?

MR RITCHIE: Oh, let me see…you could maybe call back in a couple of  …..What did you say your name was?

ALISON: Alison Douglas. My friend Joyce Grant said you might have some vacancies soon.

(Employers often prefer to take on workers who already have some link to the firm.)

MR RITCHIE: Ah yes, Joyce…she works in the pram department. (Pause) Could you come for interview tomorrow?

ALISON: What time would that be?

MR RITCHIE: Say 11 o’clock? Go to Customer Services and ask them to show you up to the office.

ALISON: 11 o’clock, Customer Services. Thanks for your time, Mr Ritchie. I’ll see you tomorrow.

(Repeats details of time, place and person she is to see to make sure she’s got it right.)

MR RITCHIE: Look forward to it.

Sometimes you’ve to stick with it…

Example 3

JIM: Hello. Can I speak to someone in the hairdressing department, please?

(Jim explained the department he wanted.)

RECEPTIONIST: Who would you like to speak to?

JIM: I’m sorry - I don’t have a name, but I’d like to speak to the person who

deals with applications for trainee hairdressers.

(He made clear who he needed to talk to.)

RECEPTIONIST: What would you like to know?

JIM: I’d like to know what the training involves and if I’d be going to college. Also I’d like to know if all my modules would count.

RECEPTIONIST: Oh I see … well, we’ve got a leaflet about the scheme.  I’ll send you one.

JIM: I’ve already got a copy of that. I’d like more details.

(Jim wasn’t put off. He was determined to be put through to the department and his firmness paid off.)

RECEPTIONIST: Hold on … I’ll see if Mrs Graham’s available.

JIM: Who’s Mrs Graham?

RECEPTIONIST: She takes on the trainee hairdressers.

JIM: Thanks. That would be helpful …