Application Writing For The Australian Public Service Ebook

Application Writing for the Australian Public Service
March 2011
Table of Contents
ABOUT THIS WORKBOOK.............................................................................................................3 DO YOUR RESEARCH.......................................................................................................................5 ACTIVITY BACKGROUND RESEARCH ............................................................................................................6 ACTIVITY WHAT QUESTIONS ARE YOU GOING TO ASK THE CONTACT OFFICER? .................................9 GATHER YOUR EXAMPLES......................................................................................................... 10 ACTIVITY BRAINSTORM YOUR EXAMPLES ............................................................................................... 11 CHOOSING YOUR BEST EXAMPLES ......................................................................................... 14 PUTTING IT INTO WORDS ......................................................................................................... 15 WRITING UP YOUR EXAMPLES ...................................................................................................................... 15 ACTIVITY QUESTIONS TO FRAME YOUR EXAMPLE AROUND THE CAR METHOD .............................. 16 USING ACTIVE LANGUAGE .............................................................................................................................. 19 LAYOUT AND FORMAT .................................................................................................................................... 20 WRITING YOUR RESUME OR CURRICULUM VITAE ............................................................ 21 FORMAT ............................................................................................................................................................ 21 LENGTH ............................................................................................................................................................. 21 OTHER TIPS ...................................................................................................................................................... 22 EXAMPLE OF CHRONOLOGICAL CURRICULUM VITAE ................................................................................. 23 REFEREE REPORTS ...................................................................................................................... 25 REFERENCES, RESOURCES AND FURTHER READING........................................................ 26 ABOUT THE AUTHOR - SUE ADAMS........................................................................................ 27
SUE ADAMS COACHING AND FACILITATION SERVICES

Phone: 02 6161 3565 Mobile: 042 335 6575 Email: sue@sueadams.net.au Web www.sueadams.net.au Sue Adams Coaching and Facilitation Services, 2011
About this workbook

This workbook is designed to help make it a little easier to apply for positions in the Australian Public Service. You can dip into sections that interest you or you can methodically work through each section to revamp your application from beginning to end. A series of activities have been included to assist you prepare the best possible application. The main thing to remember is that this publication is a guide only. You must thoroughly read any job selection documentation, policies and guidelines of the Department you are applying for to ensure that you follow their format, suggestions and requirements.

Application writing traps

Dont fall into the trap of: Simply dusting off a previous application. Start fresh, make sure you have your best examples and that you substantiate your claims. Relying on your CV. Write your application assuming that the selection panel has not read your CV. Not taking into account what the job requires you to do. This is particularly important when working with the generic capabilities. When you select your examples be driven by the duties and job description. Using statements of belief rather than evidence based responses. Do not use statements like I have superior analytical skills or I believe I possess well developed communication and interpersonal skills. Using passive language, words like 'believe', 'I was involved in', 'I was required to' these do not make for a strong application. Use active language such as I planned, I drove the team to deliver, I managed, I administered. Spending too many words describing the context of the task, situation or the organisation and not spending enough words on what you actually did the actions or approach you took. Not stating what the result or outcome of your work was. Responses to selection criteria must not only provide examples but show what results you achieved. Exceeding the word limit. If a word limit is stated you must write each of your claims against the selection criteria within that word limit. Often an application that exceeds the word limit will be viewed as non-compliant and be rejected. Not proof reading your application. You must proof read your application for spelling, grammar, brevity, clarity of argument, variety and depth of examples. Not leaving yourself enough time to write a good application. Do not leave it to a couple of days or the night before to begin writing your application.

Do your research
Application writing takes a lot of energy. You need to find out if this job is one you want to invest your time in. Do some basic research before applying for any position even if you currently work in the agency. Where to look The Departmental website can give you a wealth of information. Role of the organisation, vision, mission and values Organisation structure charts Corporate documents such as annual reports, corporate plans, portfolio budget statements, policy documents and publications Legislation and policy Media releases and Ministerial and Secretarial speeches Links to other relevant sites
Other APS websites to look at The Minister(s) or Parliamentary Secretaries website Australian Public Service Commission www.apsc.gov.au Australian Government Website to gain an broad overview of Government www.australia.gov.au Government online Directory a guide to the structure, organisations and key people in the Australian Government www.directory.gov.au
Application research, preparation and writing take a lot of time. Make sure this is the job for you!

Activity Background research

You might like to complete the following to gather some background information prior to telephoning the contact officer. 1. Why does the agency exist? What is the vision or mission of the agency? 2. What are the key issues facing the agency? 3. Has the work of the agency been in the media lately? What are the hot issues?

4. Who is the Minister for the agency? What speeches have they been giving lately that relate to the work of the agency? 5. What work does the particular area you are interested focus on? What are they responsible for? 6. Anything else you have found that is relevant and important to the position?

Talk to the contact officer

Only telephone the contact officer after you have done all the previous research. Even if you think that you fully understand the position, the contact officer can give you some insights that may increase the quality of your application. Remember the conversation with the contact officer should be considered the first phase of the interview process. So, be prepared. After your research, prepare a list of questions to ask the contact officer. Flavour the questions with what you already know. You are asking the contact officer questions to deepen your knowledge about the position, to assist you choose the most appropriate examples for your application and to decide if you really wish to proceed with applying for this position. You will also be able to use the information obtained to assist you anticipate possible questions. Below are a list of questions you might consider asking the contact officer (only ask some of these questions not all of them). Information on the job Can you tell me a little more about the actual position? What are your expectations of the person/position? What are the most demanding or complex aspects of the job? What are the key achievements you expect from the person? What are the challenges of the position? What particular skills are you looking for? What are the key priorities for the position in the next 6 12 months? Why is the position vacant? Is it newly created or is someone acting? How many positions are available?
Information on the Area/Organisation What is the strategic direction the section/area is taking? What are the current important strategic issues? What are the key priorities for the area? What are some of the key challenges facing the area? Who are the key stakeholders?
Always approach a contact officer with a basic understanding of the Department or Agency.

Activity What questions are you going to ask the contact officer?
Look at the research you have already undertaken. What questions do you need to ask the contact officer to understand the position and requirements of the job a little better? List your questions 1. .. .. 2. .. .. 3. .. .. 4. .. .. 5. .. .. 6. .. ..

Gather your examples

It is important to substantiate your claims against the selection criteria. How you do this is through examples that demonstrate your ability to meet each selection criterion. Each criterion is stand alone so never think because you mentioned something in one criterion the panel will assume it applies to all. First step is to understand each criterion. Look at the selection criteria, analyse each criterion. What are they asking you to answer? Does it have different components? What are all the components (e.g. oral communication, liaison, negotiation, representational skills)? Does it link to the Integrated Leadership System (ILS)? Does the agency have a specific capability framework it is based on? If the selection criterion is based on the ILS look at the Australian Public Service Commission website (www.apsc.gov.au) and gain an understanding of what each of the capabilities are describing right down to the behavioural indicators. If the selection criterion is based on agency specific capability framework look at the departmental website and gain an understanding of what each of the capabilities are describing right down to the behavioural indicators. Once you have an understanding of each criterion, take each criterion and brainstorm every example you can think that demonstrates you meet that criterion. Remember this a brainstorm write what comes into your head (you can edit later). Keep adding to this list for a couple of days. You are trying to bring all the examples to the forefront of you mind and then out onto paper. Remember, you can list the same example under different criteria, as you can look at it from another angle. Keep your list of examples, as they will be useful for interview preparation and future applications.
Your responses to the selection criteria are what the panel will base their assessment. Substantiate your claims.

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Activity Brainstorm your examples

Examples - Selection Criterion 1

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Choosing your best examples

You should have an extensive list of examples. Now it is time to assess each one to ensure which is the strongest example for the position. The panel should not have to work hard in making the link between your experience and relevance to the job. Using all selection documentation (job description, duty statement and selection criteria) and the research you have undertaken, analyse each example to see if it is best one to use. Choose two examples per criterion.
How recent is the example?
Link
What is the link between this example and the positon?
How relevant is this example to the position?
Complex
Is there complexity in the example?
Recent
Relevant
Other things to consider when selecting examples Length of time How long did you spend doing the activity or using the skill? Responsibility Were you fully responsible for the project? Involvement Who else was involved? Stakeholders Who were the stakeholders? Ministerial interest Was this a high priority for the Minister? Budget What was the size of the budget? Pressure What pressures were you operating under? Success What were the consequences of your success?

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Putting it into words

Writing up your examples
Using the CAR method to describe your examples helps substantiate your claims against the selection criteria, giving you an evidence-based response. Context Describe context briefly (set the scene with the situation). Actions Specific actions taken by you (this is about you and what you did, this is where you put most of your information). Results The impact or consequences of the actions taken by you (just a brief statement at the end of the example). The diagram below is a visual representing how much space you should give each area. Many applicants spend too much space on the Context by describing all the background information. They then do not include enough information about the Actions taken (this is where the real substantiation of claims occurs). Many do not even include Results achieved.
Context
Actions
Results

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Activity Questions to frame your example around the CAR method

Once you have chosen an example, try answering the following questions. This will help shape your answer. You do not need to include all the information in your application this will make sure that you have really thought about your example from all angles. You will then need to refine it.
Context
Briefly outline of the situation or setting? Who was involved? What was your role?

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Action or approach you took
What did you do? What steps did you take? How did you do it? . How does it relate to the job you are applying for?

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Result
What was the outcome? What did you achieve? What was the feedback that you received?
Dont forget to be results oriented. Think about the results you have achieved: Did you simplify processes and procedures? Did you increase revenue? Have you made cost reductions/savings? Have you reduced staffing numbers? Were your recommendations accepted or implemented? Did you reduce timeframes? Were your negotiations successful? Did you increase productivity? Was the goal achieved? Were improvements made? Were critical problems solved?

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Using active language

Make sure that you use active not passive language in your application. Active language is more efficient and powerful than passive language. Active language demonstrates you are doing something or being something. Passive language weakens the impact of your application. For example: Active language: 'I am/do/performed', 'I did/managed/administered'. Passive language: 'believe', 'I was involved in', 'I was required to'. Here are some positive action verbs to help you focus on an active language application. Positive/Action Verbs Accelerated Decreased Generated Obtained Regulated Achieved Defined Guided Operated Replaced Acquired Demonstrated Handled Optimised Reported Adapted Designed Identified Organised Represented Addressed Developed Implemented Participated Researched Administered Directed Improved Performed Revised Advised Documented Increased Persuaded Saved Affected Edited Initiated Planned Selected Analysed Eliminated Inspired Prepared Served Appraised Employed Instituted Presented Simplified Approved Engineered Instructed Processed Solved Arranged Enhanced Interpreted Procured Standardised Assessed Enlarged Interviewed Produced Started Audited Ensured Introduced Programmed Strengthened Broadened Established Investigated Proposed Studied Budgeted Estimated Launched Proved Summarised Built Evaluated Led Provided Supervised Co-ordinated Exceeded Located Published Supplied Changed Exercised Maintained Purchased Supported Collaborated Expanded Managed Recommended Surveyed Communicated Experienced Marketed Recorded Systemised Concluded Extracted Maximised Recruited Tested Constructed Facilitated Minimised Redesigned Trained Contributed Forecasted Motivated Reduced Upgraded Converted Formulated Negotiated Refined Wrote

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Layout and format

Watch out for generalisations: words are precious do not waste them. Add value with every thing you write. Rather than write that you administered a large budget, quantify it in $ terms. Pepper your application with words from the ILS they are great at defining what you need for the level you are applying for. If they are only asking for you to talk through one example that is what you do: just use one example. Otherwise you can have an introductory paragraph outlining the breath and depth of skills which also highlights features of the selection criterion. Second paragraph highlights your best example under this criterion. Third paragraph is your next best example or dot points of other examples. Make sure you have addressed all parts of the selection criterion. Stick to the word limit they give you if there is no word limit, then no more than one page per criterion leaving lots of white space (12pt font minimum).

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Writing your resume or curriculum vitae

Format
There is no set format in how you present your resume or curriculum vitae (note these terms are interchangeable). The decision is up to you. However, a chronological resume is the most common format and preferred in the Australian Public Service. A chronological resume lists dates, employers/organisations, position/titles, responsibilities and achievements. It is an easy to follow snapshot of your experience. Your resume should include the following information: Your employment history summary including the employer, dates, position/title, responsibilities and achievements in the position (note that many people just list responsibilities without including their key achievements). It is best to start with your current or most recent position and work backwards. Emphasise those positions most relevant to the position. Education and qualifications (if you have a tertiary degree, dont bother to list your prior secondary education). Professional memberships. You can also take the opportunity to include any other information that will support your application that has not been covered elsewhere (such as professional strengths, security clearance classification, awards). It should not include marital status, family composition, hobbies or photo.
Length
It is best to keep your resume or curriculum vitae to a maximum of 3 - 4 pages including a cover page.

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Other tips
Make sure you have clear and consistent headings. Ensure there is lots of white space in the document and that it is inviting to read. Use a dot point format rather than paragraphs. Highlight your key achievements under each position (it is useful here to go back to the brainstorm against each selection criteria to look at the examples you listed are any of these appropriate to include as a dot point under key achievements?). Make sure you tailor your curriculum vitae to the position you are applying for. Make it easy for the panel to make the link between your previous positions and this one. Dont make them have to work to hard. Check the selection documentation or departmental website to see if they have specifically listed what is required in your curriculum vitae. Make sure you include what has been asked for.
Rework your CV for every position you apply for. Emphasise the positions, responsibilities and achievements that link to the position you are applying for.

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Example of chronological curriculum vitae Curriculum Vitae

Name/contact Formal education/qualifications Professional strengths Personal strengths Awards Security clearance Associations Referees

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ORGANISATION NAME Position title/level Key Responsibilities

Provide leadership in Provide high level support to Provide strategic advice to Executive Allocate and manage a $X budget Negotiate and implement . Provide support Managed key Provide oral briefings to Ministers and Parliamentary Secretaries Provide high-level representation to .
Dates Key Achievements

Implemented a Significantly enhanced systems and timeliness through education and responsive support Refocused the to be more responsive and more aligned with business needs Developed new approaches to Introduced Developed and implemented $X Coordinated the development

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Referee reports
The panel needs referee reports so they can explore your previous work performance in relation to the specific capabilities of the role. It is expected that a referee report will provide evidence of your knowledge, skills and experience against the selection criteria. Referee tips Make sure the person you ask to give a referee report is going to give you one that you are satisfied with, particularly if they are giving it verbally. Make sure that the referee is the best person who can provide evidence that you can undertake the capabilities the position requires. Brief your referee. Give them a copy of your application and take time to highlight other examples under each criterion that may assist them provide you the best possible report. Make sure you ask the person if they are willing to be a referee prior to you listing them in you application. Make sure you have the referees correct details. Highlight current position and contact numbers. Remember to take the time to thank your referee for providing a written or verbal report. It takes time to be a referee and you may need to ask them again. Keep referees updated on you progress, for example how you went in interview. Keep in contact with you referees as they will no doubt move in the future and you may need to contact them again.

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References, resources and further reading

Villiers, A (2010) How to Write and Talk to Selection Criteria 5th edition, Mental Nutrition, ACT Bolles, R (2010) What Color is your Parachute? Ten Speed Press, Toronto Cracking the Code: How to apply for jobs in the Australian Public Service http://www.apsc.gov.au/publications07/crackingthecode.htm Integrated Leadership System www.apsc.gov.au/ils/index.html APS Jobs www.apsjobs.gov.au Australian Government Online Directory www.directory.gov.au
Entry point for all Australian Commonwealth Government authorised information and services.
www.australia.gov.au

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About the author - Sue Adams

Sue Adams is an experienced executive coach, career strategist and facilitator. Drawing from over 20 years experience in Commonwealth and ACT Public Services including the Australian Embassy in Bangkok, Sue has a solid understanding of Public Sector culture, context and environment. Sue has worked for Government funded agencies in the areas of disability, ageing and youth. She has also worked as a health professional with ACT Health. Areas of Expertise: Career planning including transition and management Application review and interview skills Developing leadership, building capacity and enhancing resilience in people, teams and organisations Team building and people management strategies Delivering relationship and stakeholder management strategies Dealing effectively with sustained organisational change Communicating and delivering high quality presentations with confidence Developing strategies for having difficult conversations and dealing with under-performing staff Managing stress and work life balance, including meaningful and effective part-time work
EXECUTIVE COACHING Coaching can be described as one-on-one leadership development. As an executive coach Sue Adams facilitates client-focused sessions. She listens, questions, encourages, supports and challenges her clients. She provides a structure where goals are set and actions are developed for maximum benefit. Coaching works because clients are supported to set realistic work place goals and develop achievable strategies and actions to reach those goals. Coaching can be done either face-to-face or over the telephone.

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Types of Coaching Career development and transition coaching Leadership and management development coaching Performance coaching Issue specific coaching Combined or team coaching
FACILITATION Sue Adams works with her clients through the facilitation process (design, delivery and evaluation) to ensure that both individual and organisational needs are met. She designs productive and dynamic group processes which focus on achieving results: injecting passion and enthusiasm into her workshops. Types of facilitation Team development and team building Team and organisational strategic planning Learning circles Tailored training courses, specialising in application writing and interview skills for the Australian Public Service Community and stakeholder consultation Information seminars
You can find other free publications like this one at www.sueadams.net.au

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Application Writing for the Australian Public Service

SUE ADAMS COACHING AND FACILITATION SERVICES

About this workbook

SUE ADAMS COACHING AND FACILITATION SERVICES

Application writing traps

SUE ADAMS COACHING AND FACILITATION SERVICES

SUE ADAMS COACHING AND FACILITATION SERVICES

Activity Background research

SUE ADAMS COACHING AND FACILITATION SERVICES

SUE ADAMS COACHING AND FACILITATION SERVICES

Talk to the contact officer

SUE ADAMS COACHING AND FACILITATION SERVICES

SUE ADAMS COACHING AND FACILITATION SERVICES

Gather your examples

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Activity Brainstorm your examples

Examples - Selection Criterion 2

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Examples - Selection Criterion 3

Examples - Selection Criterion 4

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Examples - Selection Criterion 5

Examples - Selection Criterion 6

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Choosing your best examples

How recent is the example?

How relevant is this example to the position?

SUE ADAMS COACHING AND FACILITATION SERVICES

Putting it into words

SUE ADAMS COACHING AND FACILITATION SERVICES

Activity Questions to frame your example around the CAR method

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Action or approach you took

SUE ADAMS COACHING AND FACILITATION SERVICES

SUE ADAMS COACHING AND FACILITATION SERVICES

Using active language

SUE ADAMS COACHING AND FACILITATION SERVICES

Layout and format

SUE ADAMS COACHING AND FACILITATION SERVICES

Writing your resume or curriculum vitae

SUE ADAMS COACHING AND FACILITATION SERVICES

SUE ADAMS COACHING AND FACILITATION SERVICES

Example of chronological curriculum vitae Curriculum Vitae

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ORGANISATION NAME Position title/level Key Responsibilities

Dates Key Achievements

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SUE ADAMS COACHING AND FACILITATION SERVICES

References, resources and further reading

SUE ADAMS COACHING AND FACILITATION SERVICES

About the author - Sue Adams

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SUE ADAMS COACHING AND FACILITATION SERVICES

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