Applying for work: by phone

Phoning about job vacancies takes a lot more preparation than most phone calls.

 

Whether you are phoning about vacancies in general, or calling about a job advertised in the press, it’s important to get it right.

 

Phoning with confidence

 

Phoning with confidence is an important skill. This will be your first contact with the company and if you do well, it could help you to get an interview.

 

If you’re applying for a job, using the phone also gives you the chance to ask for more information, so you can decide whether or not to ask for an application form, or go for an interview.

 

Sometimes, the employer will even use the first phone call as an informal interview to help them to decide whether or not they want to see you in person!

 

You will feel much more confident if you are well prepared.

 

When you are phoning an employer:

 

  • phone from a quiet place – so you won’t be disturbed or distracted
  • use a landline phone rather than a mobile one if you can 
  • sit somewhere comfortable where you can take notes (it can take a while to get through to the right person)
  • make sure you have enough credit if you are using your mobile, and that your phone is fully charged
  • make sure you have enough change if you have to use a payphone, or enough credit left on your phone card
  • speak clearly and be polite.

 Make sure you have:

 

  • paper and a pen (check that the pen works before you call)
  • the advert and any reference number for the job
  • the correct telephone number
  • the name of the person you want to speak to, and their extension number (if you have it)
  • your CV (Curriculum Vitae); or a checklist of your personal details.  

When someone answers the phone

 

It’s unlikely that you’ll get through to the person you want to speak to right away. Often, a receptionist answers the call and then transfers it to the right person. So, when phoning you should ask for:

 

  • a person by name; or
  • a person by job title (for example, the Personnel Officer or Human Resource Officer); or
  • a department; or
  • an extension number. 

Always check you are speaking to the right person.

 

When the receptionist transfers your call, check you’ve got the right person.

 

“Is that …………………………………………………?”

 

Say why you are calling

 

This part really is worth preparing. Decide what you’re going to say before you telephone. Explain briefly:

 

  • the vacancy you are interested in (“I’m phoning about the vacancy for a… “)
  • how you heard about it (It was advertised in the…”).

Be prepared to answer, and ask, some questions

 

The other person may only want your name and address so they can send you out information or an application form. But, be ready to talk about yourself and ask for more information if, and when, you need it.

 

For example, they might ask you to send in your CV. In this case, be sure you get the name and address or email address of the person to send it to.

 

They might even offer you an interview! You’ll need to know:

 

  • the date and time of the appointment
  • the name of the person who will be interviewing you
  • the correct address (the interview might be in a specific department or floor)
  • if you need to bring any particular documents with you (for example, exam certificates)
  • directions for getting there.  

In some cases the phone call might turn into a mini-interview, so have your personal details handy so you don’t get into a panic trying to remember dates and results. Be prepared to talk positively about your skills and personal qualities. This is not the time for false, or even genuine, modesty!

 

You could use your CV, or you might want to create a ‘personal information checklist’. 

 

In some cases, you will have the chance to ask questions. You can also note these on your personal information checklist.

 

Here are a few examples of questions you might want to ask:

 

  • What does the job involve?
  • When would you need me to start work?
  • What are the hours of work?
  • Is weekend work required?
  • Do you expect staff to work shifts?
  • What is the starting salary?
  • Is there any overtime?
  • What are the chances of the contract being extended? (This will only be useful if the job is based on a fixed-term contract. This means it’s limited to a set period of time, such as 6 months or 1 year)
  • What are the prospects for promotion?

Remember it’s unlikely you would need to ask all of these questions or even get the chance to! What you ask will depend on what information is already in the advertisement, and on the way the phone conversation develops.

 

Listen carefully

 

  • Give the other person time to speak.
  • Listen carefully to what he or she says and take notes, such as the time and place of the interview.
  • Don’t be afraid to ask the person to repeat something if you don’t catch what they have said, or to spell out names that are unusual.

Confirm

 

At the end of the call, repeat the details of any arrangements you’ve made to the person you are speaking to, to make sure that you’ve written them down correctly.

 

 

Finally, if you don’t already know it, ask the person you have been speaking to for their name – and thank them for their time.