Organisational and Staff Development Services - AFIP - Section 3: The Written Application

What are selection criteria and why are they used?

Selection criteria represent the key qualifications, training, abilities, knowledge, personal attributes, skills and experience a person must have in order to do a job effectively. You must meet the selection criteria in order to be considered for a position.

Examples of selection criteria

Aside from qualifications and experience that may be specific to a particular job, there are several selection criteria that are common to many University positions. These include:

analysis and research
accuracy and attention to detail
decision making
independence
initiative
interpersonal/verbal communication
knowledge/experience of specific software or equipment
knowledge/experience of University organisation, policies or procedures
leadership
negotiation
organisational/planning/prioritising/time management/ability to meet deadlines
proficiency in a range of computing skills
presentation/public speaking
problem-solving
supervisory/management
teamwork
written communication skills.

Why selection criteria should be addressed

For any position advertised in the University, the selection panel is required to assess each applicant in terms of their ability to meet the requirements of the position, including the selection criteria.

There is no longer a requirement for applicants to provide a separate written statement addressing all of the selection criteria in detail. This is now optional. However, you are expected to demonstrate in your written application (resume and covering letter) that your capabilities fulfill the requirements of the position, including the selection criteria.

If you choose to address selection criteria in your written application, guidelines on how to do so are outlined below.

How to address selection criteria

Preparation Work

Before you write your statement addressing the selection criteria, it is recommended that you go through the following steps:

Read each criterion carefully and highlight the key words, e.g.

High level written communication skills, with the ability to write memos and reports for senior staff

For each criterion, brainstorm for ideas and write down all your relevant knowledge, skills, abilities, training and experience.
Think of specific examples where you have used your skills, abilities, etc., and note these down. Consider them in terms of:
- Activity - what happened, what the situation was
- Behaviour - what you/others did
- Consequence - what the outcome was.
Focus on your key achievements and note these down, e.g.:
- reduced costs/time taken to peform tasks
- procedures/processes streamlined
- suggestions you made that were implemented
- satisfied clients/colleagues, etc.

Format and Layout

There are a number of things you can do to make your selection criteria statement effective and easy for the selection panel to read.

You can provide a mini statement as part of your Covering Letter giving examples of how you meet the selection criteria
Alternatively, you could make it a separate attachment from your résumé and covering letter. In this case, give the document a heading and include the following details:
- title, e.g. 'Statement Addressing Selection Criteria'
- name of the position
- position reference number (e.g. 42/08)
Address each criterion separately:
- give each a title, using exactly the same wording as appears in the position description, e.g. 'Highly developed written and verbal communication skills'
- list each criterion in the same order as it appears in the position description
- under each heading write one or two paragraphs explaining how you meet that particular criterion (how to do this is explained below).
- choose the best/most relevant items from the above examples to include in your selection criteria statement.

Content

Your statement addressing the selection criteria needs to demonstrate how your previous experience, skills, education and training have equipped you to meet the requirements of the position for which you're applying.

Below are some guidelines on what to include in the statement you write for each criterion.

Write a brief introductory statement outlining how/why you meet the criterion.
Highlight your relevant skills and experience by describing your major responsiblities in current or previous employment (this may include relevant non-paid work). Where possible, mention the same kinds of tasks and responsibilities as are listed in the advertised position description. For example:
- 'I have been executive officer to a number of senior level University committees. My responsibilities have included organising meetings, researching background information, taking minutes, and preparing and distributing agendas, reports and minutes.'
- 'In all my previous positions I have performed general office duties such as handling telephone enquiries, greeting visitors, arranging meetings, filing, photocopying, sorting and distributing mail.'
Indicate the extent of your experience in relation to a particular criterion, e.g. number of years' experience, number of staff supervised, etc. For example:

'I have over four years' experience using Microsoft Word on a daily basis to produce letters, memos, reports, tables and course materials. I regularly use advanced features of the program, such as ....'
'For the past eight years I have worked in libraries, including ... '
'I am responsible for supervising the day-to-day work of five staff, including ....'
This is very useful if you want to emphasize that you have lots of experience. If your experience is limited, you may prefer to be vague about how much you have!

Briefly give details of one or two specific things you've done that are good the best/most relevant examples of your ability to meet the criterion. For example:

'I was responsible for organising a large seminar attended by 100 staff. This involved ....'
'My ability to work well in a team was demonstrated when ....'

Where possible, indicate how successful you were at achieving your tasks. You could do this by referring to feedback you've received from others, suggestions you have made that have been adopted, changes you have implemented that are still being used. For example:

'A report I wrote about .... was well received by the .... Committee, and circulated as a discussion paper.'
'The accounting spreadsheet system I introduced two years ago is working effectively and staff find it easy to use.'

Mention any relevant qualifications and training you have, particularly if your experience is limited. These might include:

details of any relevant training courses you've attended, such as 'Effective Communication at Work', or 'Introduction to Microsoft Excel'
subjects studied as part of award courses, such as bookkeeping, office practice, etc.

Additional Information

Either at the end of your selection criteria statement, or in your Covering Letter, you may like to add any extra information that you believe is relevant to the job. Examples of things you could mention include:

skills and abilities which you think are important and which haven't been mentioned in the selection criteria, e.g. 'flexibility', 'ability to maintain confidentiality'

knowledge or experience you have which you believe is important to the job, e.g. knowledge of particular University systems, policies or procedures.

Make sure that any information you include is directly relevant to the position.

Example

An example of a separate document addressing all of the selection criteria follows.

SELECTION CRITERIA STATEMENT

Administrative Assistant, School of Business (Ref: 42/08)

Year 12 or equivalent competency

I successfully completed Year 12 in 1998. I am currently studying part-time towards a Diploma in Business Administration at TAFE.

Excellent verbal and interpersonal communication skills

In the positions I have held over the past ten years I have been the first point of contact for internal and external clients, both on the phone and face-to-face. At present I liaise with staff at all levels in the University, including members of the Executive, deans, heads of school, academic and professional staff members, and students. I answer general enquiries, provide information on the section's policies and procedures and welcome visitors to the centre. In 2002 I attended an interpersonal skills workshop which assisted me in dealing with sensitive situations. I have been complimented by clients and colleagues on my helpful manner and tactful handling of difficult situations.

Relevant office experience

I have worked at the University for the past six years, and previously in administrative positions in the private sector. My experience working in a human resources department is particularly relevant to this position. I have effectively performed the full range of office duties, including handling enquiries, word processing, arranging meetings and venues, managing diaries, filing, photocopying, sorting mail, etc.

Good organisational skills

Good organisational ability is essential in my present position, as I frequently arrange meetings, seminars and presentations, as well as travel and accommodation for overseas visitors. I enjoy handling a wide range of tasks and meet daily and weekly deadlines, including payment of casual timesheets and invoices. In 2007 I was responsible for assisting in organising a conference attended by 200 delegates. My role involved arranging advertising, handling registrations, booking venues, accommodation, catering and entertainment, and ensuring that the conference ran smoothly. The event was successful and several delegates commented on how well it had been organised. I have since been asked to organise another conference.

Good written communication skills

In my current job I write and respond to emails from staff and students on a daily basis. I regularly produce letters and memos on behalf of my supervisor. I have also written two reports on the use of computers within the school. Last year I developed a leaflet about the school to help in the induction of new staff. Colleagues have said that they found the leaflet clear, concise and easy to read. I also assisted in writing a procedures manual for the school, which has been well received by staff. The one-day workshop I attended recently on 'Writing for Impact: How to write clearly, concisely and forecefully' has further enhanced my skills.

Ability to use initiative

As my supervisor is required to be away from the office several times a week, I frequently work independently and use my initiative to handle situations in her absence. Examples of things I have initiated in the past include a new system for handling course enrolments, which has resulted in less paperwork and quicker processing of applications; and a spreadsheet system for monitoring expenditure of departmental accounts. Both systems have been operating successfully for the last two years.

Ability to work as part of a team

I have worked in teams as large as 50 and others as small as three. I have always worked well with other team members and enjoyed a good rapport with them, both at work and socially. I work closely with other team members to ensure that seminars are organised effectively, that reports are distributed on time and that the office runs smoothly. I often volunteer to assist others in the team when there are deadlines to be met, and ensure that I keep others informed of issued that may be relevant to them.

Accounts experience

I am currently responsible for the payment of all accounts in my school and have been for the past three years. This includes raising purchase orders and electronic T Forms, payment of invoices, checking of monthly account printouts, and monitoring expenditure against the budget. I am proficient in the use of Peoplesoft, the University's financial records system, which I access electronically on a weekly basis to monitor account transactions and to run reports.

Proficiency in a range of computing skills

I have used computers, both at work and home for over ten years and am experienced in using a wide range of software packages, including the full suite of Microsoft Office products. I use Microsoft Word on a daily basis to produce letters, reports, mail merge documents, and tables. I have set up spreadsheets in Microsoft Excel for budgets and can create formulas and pivot tables. I have set up two large databases using Microsoft Access, and regularly create tables, queries and reports. I use Microsoft Outlook on a daily basis for all my email, calendar and diary needs. I regularly set up and maintain distribution lists and filters. I use Explorer to search for information, both within the University and beyond, and have experience of editing web pages using HTML editor and MySource. I recently attended a MySource workshop.

ADDITIONAL INFORMATION

I regularly use a range of other University computer systems, including Alesco, TRIM, and the student records system.

I am familiar with the University's policies and procedures in relation to safety and health, and equity and diversity, including family-friendly policies, workforce diversity, harassment and workplace bullying.

Section 3: Addressing Selection Criteria