2015/2/13

Professional Preparation Programme 1

Science students 2014-5 Workshop Outline

CV/Cover Letter Writing &
Interview Skills  Creating a compelling CV – its purpose,
structure and writing guidelines with
illustration
 Writing an effective cover letter – its purpose,
format and dos & don’ts with illustration
 Preparing a successful face-to-face
interview
 Applying ‘S-T-A-R’ formula in answering
Date : 12 February 2015, Thursday competency / behaviourial questions
Time : 1:30 pm – 4:00 pm

Speaker : Mr. YC Chiu

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What is a Curriculum  What is a Curriculum Vitae (CV)

Vitae (CV)?
 A marketing tool for yourself

 Highlight things of interest to a potential employer

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Purpose of a CV CV Writing Guideline

 No such thing as a perfect CV
 To obtain an interview  Not one size fits all
 Reflect employer’s expected & latent needs by 
 To complement cover letter making it a strong reflection of one’s 
qualifications, experiences, skills & qualities
 Limit to one page
 Honesty & Integrity

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CV Writing Guideline CV Writing Guideline

 Use action words ( e.g. negotiated or evaluated etc  Do not use unprofessional email address
solidly confirming an achievement)  hellokitty@gmail.com

 Use a font style that is easy to read (e.g. Times   happyfeet@gmail.com

New Roman, Arial)  Present information in order and consistency –
 Use a font size of 12 point chronological order with the recent experience 
first
 Avoid jargon and abbreviations 
 performed product test by CAT
 Keep to standard headings (education, work 
experience, extra‐curricular activities, skills)
 identified carriers of HepA

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Structure of CV Structure of CV

Personal details

 Name CHAN Tai Man
Room 808, Kwun Lung Lau, 8 Lung Wah Street, Kennedy Town, Hong Kong
 Address
Tel: 8088 8808 email: tmchan@hku.hk
 Tel
 Email

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Structure of CV Structure of CV

Personal statement  Educational information

 University graduate with profound knowledge   Include name of institution, dates attended, 
in statistical modelling  as well as highly  programme of study (degree),  grade and relevant 
developed analytical and communication skills courses taken (major or minor)

 Optional

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Structure of CV Structure of CV

Work experience
The University of Hong Kong Sep2012‐Jun2013
 Master of Statistics
 Provide information such as job title, employer and dates of 
 GPA : 3.3
each experience with the most recent one first
 Courses included : 
 Summarise under each employment key responsibilities and 
The University of Hong Kong  Sep2009‐May2012 accomplishments 
 Bachelor of Science (Major : Actuarial Science)     Focus experience to the key requirements of the job applied
 CGPA : 3.5

 Courses included :               

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Structure of CV Structure of CV

Extra‐curriculum activities
Tutor, DNY English Excel Jun‐Aug2010
 Conducted English tutorial class to a class of P6   State position and name of 
students (10) including organising activities clubs/societies/committees including dates
 Established planning, communication and leadership 
 State responsibilities and achievements
skills

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Structure of CV Structure of CV

Skills

Organising Committee, HKU Student Union Jun ‐Aug 2012  Draw a match between skills and the employers’ 

requirements
 Designed orientation camp programme for 1,000 new 
students
 Solicited more than 50% of the financial support from outside 
corporations

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Structure of a CV Views from Recruiters

What is the first thing catching your attention?
 Language: state degree of proficiency in speaking 
and writing of English, Chinese ….
 Computer: list familiarity with computer systems,  
applications and program, even if it is 
only word processing skills

 Layout – Clear, logical & easy to follow?
 Length – too long / too short?

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Views from Recruiters Views from Recruiters

What is likely to make you consider a CV seriously?
What is likely to make you reject a CV?

 Good academic record
 Spelling mistake
 Something about the applicant as a person, e.g. ECA, 
hobbies, interests
 Bland CV
 Practical work experience
 Other evidence of ability to work with people or 
showing initiative
 Relevant skills
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Job Ad
Chan Tai Man
Ocean Park Hong Kong is inviting applications for Winter Internship. Room 201, Block B, 93 Pokfulam Road, Hong Kong
Application Deadline on 18 October (Posted on 3 September 2014) (652) 6111 4657 taimanchan@gmail.com

Education
To : All HK students,
2012 – Present The University of Hong Kong
 Bachelor of Science (Major in Environment Science)
Related courses of
Ocean Park Hong Kong (http://www.oceanpark.com.hk) is inviting applications for Winter  Overall GPA : 3.50 study
Internship in their Education Department.
2005 – 2012 St Antonia School
Hong Kong Advanced Level Examination (2012) – Best 3
Job Specifications  Biology (B) Use of English (C ) Chemistry (B) Relevant Work Experience with
achievement
Hong Kong Certificate of Education Examination (2010) - Best 4
Internship Period : mid-October 2014 to mid-January 2015  Chinese Language (5*) English Language (5)
- Interest in conservation
- Presentation skills
Biology (A) Mathematics (B)
- Interpersonal skills
Job Description:
Work Experience
To conduct and prepare for education programme in Ocean Park (There will be one week
intensive training before practicum). Jun 2014 –Aug 2014 Summer Internship, HKU Sustainability
 Worked with faculty staff in research projects to improve sustainability at HKU
 Developed further interest in environmental protection
Requirements:  Developed interpersonal, presentation and leadership skills
University students with interest in Science and eager to promote conservation and
Good Dec 2013- Feb 2014 Administration Assistant, IDP Education Centre
education use of  Assisted in organising exhibitions of overseas university to secondary school students
Good communication and presentation skills, especially in oral Cantonese, English and  Developed presentation and communications skills
action
Putonghua words Jan 2012 –Aug 2014 Part-time tutor, Lutheran Music Centre
Physically fit to work in both indoor and outdoor environment  Conducted piano classes to students up to grade 5
 Honed planning skills
Available to work in weekends and public holidays
Students from all disciplines are welcomed

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Extra-Curricular Activities Purpose of Cover letter

Sep 2013 – Jun 2014 Member, Lung Fu Shan Environmental Education Centre Volunteer Team
 Involved in 2 conservation activities
 Developed interest to promote conservation to secondary school students

June 2013 – May 2014 Student Ambassador of Faculty of Science

 Held sharing sessions in 5 Secondary Schools about University Life
 Express your interest in a position
 Promoted the study programmes of various faculties to about 500 Form 6 students
 Developed presentation skills  Detail why you are a good match
Through ECA experience:
Jan 2013 – Jan 2014 Participant, HKU Buddy Programme
 Took care of 3 mainland exchange students
 Developed language, communication and interpersonal skills
- Interest in environmental
protection  Demonstrate your abilities
- Various soft skills were
developed
Sep 2012 – May 2013 Participant, HKU Mentorship Programme
 Prepared discussion topics for discussion for 50 mentees
 Draw reader’s attention to specific qualifications 
 Developed initiative to contact mentor and confidence in expressing opinion
on your CV
Sep 2012 – May 2013 Member of Environment Life Science Society
 Arranged visits to 2 organisations engaged in environmental protection
 Established leadership and communication skills
 Provide a sample of your written communication
 Fostered interest in promoting conservation

Skills
 Is a complement to CV
Language : Proficient in both spoken & written English and Chinese (IELTS : 7.5)
Statement of Proficiency in Putonghua HKU Good Language skills
 Get an interview
Computer : Proficient in Microsoft Office (Words, Excels & Powerpoint), C++ as required

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Effective Cover Letter Cover Letter Presentation

 Highlight qualifications/skills/competences related   One inch margin on all sides
to the position as required
 Prove that you align well with  Use single space throughout
the organisation and that you
meet the job requirements  Limit to one page
 Make you stand out from other applicants
 Mention only a few of accomplishments & skills  Use one blank line between paragraphs

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Cover Letter Format Cover Letter Format

Salutation Opening Paragraph

 Address letter to name of person   Grab reader’s attention
responsible for hiring and if not available,   State the position you are applying for 
use “ Dear Hiring Manager “  State where you saw the job ad
 Don’t use “ To Whom It May Concern ‘ or   Indicate your interest in the job
“ Dear Sir or Madam “

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A Sample Job: Key Information

Cover Letter Format

Body Paragraph

 Write 1 – 3 concise paragraphs, each for a 
distinct skill or a set of skills or experience 
relevant to the job that the company will 
benefit from hiring you 
 Use phrases and descriptions from the job ad

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Effective Cover Letter Sample (2)
1. Introduce yourself to Employer 2. Present yourself as Good Fit
Why you interested to work for them You can meet the requirements and do a good job.
 2-3 relevant qualities

Paragraph 1 Paragraph 2

As a member of the Environment Life Science Society, I have organized

I am a year 2 student at The University of Hong Kong, working
towards a Bachelor Degree of Science with major in Environmental Show interest and
passion in
Science and minor in Music. I am interested in environmental issues environmental
conservation with
and was chosen as a HKU representative in Forum for Global evidences of various
solid & transferable
experience
University Students 2010 in Shanghai. In addition, by nomination, I
was offered a Sustainability Internship 2010‐2011 in the HKU
Sustainability Office to find ways of improving sustainability in HKU. I
believe with my relevant education background and strong interest in
promoting conservation, I will be able to contribute as an summer
visits to various outside organizations engaged in environmental
conservation. Through these activities, I have increased the level of Show
awareness of the importance of environmental protection and become commitment &
passion
more determined to engage in this area of work after graduation.
Besides, my involvement in the conservation work in the Lung Fu Shan
Environment Education Centre has further developed my interest in
promoting conservation & education.
On the other hand, being a part‐time music tutor in summer 2009 in a Good soft
music centre, I have developed good presentation, communication & skills

intern. interpersonal skills. I believe my commitment and personal qualities

Slide 33 of 38
make me suitable for the job. Slide 34 of 38

3. Enticing Employer to Read Further  4. Closing to get an Interview
Prompt the interviewers to read your resume, in which more details are included Ask for an interview
Paragraph 4
Paragraph 3

In the first semester last year, I was elected ambassador of the I am pleased to enclose my CV and look forward
Faculty of Science. I held sharing sessions in some secondary to an opportunity to meet with you at an interview Standard &
Presentation & polite closing,
schools about university life and at the same time promoting the communication to discuss my application. I can be reached at asking for an
skills were
university programme. Through this experience, I have further 9xxxxxxx. Thank you for your time and interview
enhanced with
developed presentation & communication skills. Also, as a evidence consideration.
member of the HKU Buddy Programme responsible for taking Yours faithfully,
care of mainland exchange students, I have sharpened my
language and communications skills further.

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Cover letter - Dos Cover Letter - Don’ts

 A targeted letter to each employer  Use clichés and phrases (e.g. I have always had an 
 Get their attention even from the first sentence interest working in your company / working in 
 Use active lively sentence like “ 5 years of strong  Mannings is just what I am looking for)
financial experience at the big 4 accounting firms   Mis‐spell of name or use incorrect address
makes me an ideal fit for the post “
 Address to “ Dear Sir “, “ Dear Madam “ or “ To 
 Use employer’s terminology Whom It May Concern “
 Organise each paragraph according to a relevant 
attribute, skill or type of experience  Send out letter with grammatical / spelling 
mistakes
 Spell check and proof‐read

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Cover Letter - Don’ts Address Difficult Issue

 Over use of “ I “ (appears self‐centered) Request for Salary Information
 Emphasise a weakness or a negative (e.g. I   Not recommend to indicate 
am very interested in the job though I have   If required as when not provided may 
not got any sales experience as required) disqualify application, then state a salary 
 Over one page range instead of an exact amount with the 
 Write general and unsupported statement  emphasis that the job challenge is the priority 
(e.g. I have strong leadership skills) and salary is negotiable

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Assignment

Assignment Submit Before

Job Ad + 27 February, 2015 (Fri)
Application Letter +
CV Submission

Steps to Follow:
1.Visit available Job Sites
2.Search for a job you are interested to apply
Preparing for Successful Interview
3.Construct your Letter & CV
4.Send your Letter, CV & Job Notice to ceceling@hku.hk

Questions – please email to ceceling@hku.hk or call 2859-2314

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Preparation Prior To Interview Preparation Prior To Interview

 Research thoroughly  the job, the company   Dress appropriately and arrive early
through co websites or talking to friends or any   Prepare a few questions to ask at the end
other sources
 What are the company’s plans for the 
 Go over CV / cover letter to anticipate  future?
situational / hypothetical / biographical 
 What characteristics do achiever in this 
questions and prepare answers
company seem to share?
 Be prepared to provide support where 
 Give the same level of preparation in the 
experience is stated
case of telephone interview
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During Interview During Interview

 Listen carefully and answer clearly  Keep answer short – don’t add irrelevant
 Stay calm and relaxed information
 Show enthusiasm and don’t rush  Use positive words – “Yes, I can…” “I
 Have good eye contact know how…”, “I am able to …”
 Smile naturally  Show confidence in your abilities
 Focus on what you can do for the
company

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When the interview ends After Interview

 A thank you note by email to the interviewer
 Don’t get up to leave until the 
interviewer signals
 Immediately after interview
 Smile, shake hands and establish eye 
 Short & sweet, clarifying points which were 
contact not presented clear enough at interview
 Thank the interviewer for the   Reiterate interest
opportunity to interview
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Familiarize with Competency / Behavioral

Reasons for not getting an offer Questions

 Could not express clearly
 Did not show interest and enthusiasm  To predict how you would handle a 
 Showed nervousness, but did not show confidence  situation is by knowing how you did it in 
 Had no lack of tact and courtesy  the past under similar situation
 Show low level of maturity
 Had not eye contact with the interviewer
 Gave vague responses to questions
 Failed to ask questions about job
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STAR – Tell me about a time that you demonstrated your ability to cope
Practise STAR Formula with pressure
SITUATION
51
In my second internship at ABC Insurance Co, my supervisor told me that
the company would like to capture a bigger market share as the MPF
service provider. The company policy is while maintaining the existing
customers, we need to increase our clientele base.

S : Situation T : Task TASK

Background of situation:
When, What (project
title/objective), Where
Specify your responsibility, I was therefore assigned a project in that I had to promote our MPF service
e.g. member of a project to a newly established primary school in the same district within the period
of internship, i.e. 2 months
team (how many members),
or leader of a project ACTION

(a) I gathered the service fee charged by other service providers in the market to see if
STAR Organisation Skills
the fee charged by us was competitive.
(b) I also worked out with our investment team to see the performance of the various
funds that we offered for investment for the past three years.
( c ) With the above information, I then performed the analysis to see how
Pro-active approach competitiveness our service was and where we could relax a bit to get our service across
to new customers and accepted by them

R : Result A : Action (d) I then made an appointment to meet the principal and gave him a presentation of our
service including administrative procedure, fee charged and type of funds available with
reference to those provided by other service providers in the market.

Describe outcome of
actions, what you have
learnt from this
experience
Describe what you did, e.g.
I planned, coordinated, RESULT
designed & executed The principal was very satisfied with my presentation which was done in a
fair way and agreed to sign up the service agreement with us. I was
appraised highly by my supervisor and he even indicated that should I like
to seek employment with them after my graduation next year, he would
52 take me in.

Prepare & Rehearse Your “ Example/Story” Past Questions & Practice

Talk about YOUR How YOU received  CEDARS has some past interview questions in:

Summer exchange and handled change
 Government jobs
 Large corporation MT
Name one failure  Consulting
in YOUR life  Public transport/utilities
 Bank/finance
 Audit
 FMCG/retail

Give me an example on how

Tell me a situation
YOU solved problem
53
YOU acquired the knowledge  Please enquire at 3/F help desk at Meng Wah Bldg
on the Industry and the
Product
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Mock Interview Sessions

What’s Next For You? Feedback on Mock Interview Sessions 17 March, 2015 (Tue)

Assignment + 19 March, 2015 (Thurs)
Further Practice

Get into Action

Slide 56 of 38

Contact CEDARS Reference

Address : 3/F Meng Wah Complex, The University of

Hong Kong, Pokfulam Road, Hong Kong
 M. Reber, Executive Upgrade Consulting – “Cover 
Letters”
Telephone: 2859 2314  Writing Centre, Oklahoma State University –
Email : careers@hku.hk “Writing Cover Letters for Job Applications” 
 David Henderson, Durham University – “Writing 
Website : www.careers.hku.hk
CVs”
Other : 1-on-1 career advisory and
Honorary consultation service are available

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Thank You!

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