Career Guidance Counselling Section Office of Student Affairs Career Guidance, Sixth Edition Copyright © 1992, 1997, 2001, 2003, 2005, 2008 by Hong Kong Shue Yan University All rights reserved. Printed in Hong Kong ISBN: 978-962-8719-82-2 Career Guidance 1 CONTENTS I. Introduction P.3 II. Self Assessment P.4 –5 III. Sources of Job Hunting P.6 –7 IV. Employment Traps P.8 V. P.9 – 15 What is a Résumé? A. Preparing a Résumé B. Composition of a Résumé C. A Résumé Sample D. A Résumé Sample (Chinese Version) VI. Covering Letter P.16 – 25 A. Preparing a Covering Letter B. A Solicited Letter Sample C. An Unsolicited Letter Sample D. Samples of Solicited Letter (Chinese Version) E. An Unsolicited Letter Sample (Chinese Version) F. General Tips for Preparing a Chinese Version Covering Letter VII. Interview P.26 – 30 A. Common Interview Questions B. Rate Yourself (Chinese Version) C. An Interview Checklist VIII. Accepting Job Offer P.31 – 32 IX. Useful Words P.33 – 34 X. P.35 Reference 2 Career Guidance I. INTRODUCTION As graduates of Hong Kong Shue Yan University, you are about to embark on a journey of actively pursuing a job and eventually a career in your life. At the same time, you are also going through a major transition of being a full-time student to a full-time worker in the society, and striving for your independence as your own person. A new chapter has begun! To cope with the forever changing society and the world as a whole, it is crucial that students be well-equipped and prepared to meet with the day-to-day challenges in job seeking. Inevitably you will face difficulties and failures during the process. If, however, you can master the updated skills and knowledge of job hunting; be positive and persistent; make serious effort in continuous learning so as to “add-value” to your marketability, you will not be far away from finding the right job. It is our hope, at the Office of Student Affairs of Hong Kong Shue Yan University, to walk with you and give you support in this particular transitional period. We have, therefore, prepared this “Career Guidance” in the hope to give students a good grasp of some practical ways of conducting a job search, making the process itself interesting instead of a toil! This Guidance will consist of how you can create your first résumé and covering letter; information on preparing for job interviews and accepting job offers. As you go through the Guidance, we hope that it will facilitate you to formulate your job search, specially tailored for your own needs as a student. Happy Job Hunting! Counselling Section Office of Student Affairs Career Guidance 3 II. SELF ASSESSMENT Self Assessment - Discovering My Verbal And Nonverbal Communication Skills At what level am I able to COMMUNICATE EFFECTIVELY? * I AM AT EASE communicating - with my siblings - with my parents - with my neighbours - with people I meet for the first time - with foreigners * I CAN choose the right words - name an object correctly - describe a situation with accuracy - use the appropriate vocabulary * I CAN speak clearly - pronounce words correctly - control my voice and emotions - speak clearly on the telephone * I CAN keep up a conversation - look directly at the other person - reformulate a question in my own words - keep to the subject of the conversation - initiate a dialogue and keep it going * I CAN make myself understood - use gestures - express my needs, wishes, opinions - reformulate in my own words the opinions/ ideas expressed by others * I CAN have interesting ideas - see things from different angles; imagine different possibilities - think of solutions - inspire others 4 Career Guidance Excellent Very Good Good Fair None Self Assessment - Discovering My Competence In Leadership Skills At what level am I able to DEVELOP AND MAINTAIN INTERPERSONAL RELATIONS WHEN I AM IN A LEADERSHIP ROLE? Excellent Very Good Good Fair None * I CAN take initiative - define and explain duties and responsibilities - focus on the objectives and keep to them * I CAN create a favourable climate for collaboration - encourage autonomy and initiative in others - define and clearly explain the duties and responsibilities of each team member - stimulate and motivate the group - keep the group informed and guide the members to a common objective - remain open to the needs and opinions of the members * I CAN sense power conflicts - reduce the tension - help to reach a compromise - act according to my conscience and make realistic decisions * I CAN evaluate my leadership skills - review the results obtained to ensure that the group’s objectives are met - determine what improvements need to be made - prepare for a change-over of leaders - withdraw when the time is right Career Guidance 5 III. SOURCES OF JOB HUNTING You can find information of job vacancies through many resources, some of them are free of charge but some are not. The followings are some examples: FREE 1) + Hong Kong Shue Yan University + Recruitment Service Bulletin Board 2) Labour Department—Employment Services The Youth Self-employment Support Scheme Office -- implements the Youth Self-employment Support Scheme The Youth Work Experience & Training Scheme Office -- implements the Youth Work Experience and Training Scheme Employment Services Division -- provides free employment and recruitment services to job seekers and employers Careers and Employment Agencies Division -- provides careers advisory services, youth pre-employment training programme, employment agencies administration and external employment service 3) Internet Common Websites: (1) http://www.careers.labour.gov.hk (2) http://www.csb.gov.hk (3) http://employnet.socailnet.org.hk (4) http://www.careertimes.com.hk (5) http://www.classifiedpost.com (6) http://www.jobasia.com (7) http://www.jobsdb.com (8) http://www.jobmarket.com.hk (9) http://jiujik.com (10) http://jump.mingpao.com (11) http://pandacareer.com 4) Media Recruitment Advertisements from Newspaper: (1) CareerTimes (2) Hong Kong Economics Times (3) Ming Pao Daily News (4) Sing Tao Daily News (5) South China Morning Post…etc. Recruitment Advertisements from TV Commercials: e.g. Script writer 5) Recruitment Printings Giveaway KCRC: e.g. CareerTimes MTR: e.g. JiuJik, Recruit Star Ferry: e.g. JobMarket 6) Career Exhibitions Education & Careers Expo (Usually launch in February of each year and after Lunar New Year): To obtain information on respective industries and trades and to attend personal briefing/ sharing sessions offered by representatives from respective companies 6 Career Guidance 7) Personal Network Referrals from friends, family or Alumni Association 8) Direct Approaching A self-initiated opportunity for job search Sending unsolicited letters to the Human Resources Department or Department Head of companies Sources can be from professional/ Business Directory, Company Annual Report, etc. Start building up your personal connection and network NOW !!! CHARGED 1. Personnel Agencies Private and personal registration It is crucial to take note that under the Employment Agency Registration, the maximum commission charged on any job seekers on successful placement should not exceed 10% of the applicant’s wages for the first month of employment ONLY Career Guidance 7 IV. EMPLOYMENT TRAPS Due to the economic depression in Hong Kong since 1997, redundancy, lay-offs and high unemployment rate are not uncommon over the last few years. Demands for jobs far exceed its supply and competitions for jobs become very keen. As a result, swindlers tend to make use of such opportunities to mislead and deceive anxious job seekers, especially those fresh graduates. They claim to offer applicants good job opportunities, especially fast money in a short period of time, without putting in much effort. The plot behind all these are really to cheat money out of the anxious job applicants or their families. Here are a few tips to watch out for these “Employment Traps”: (1) Be very 8 cautious about recruitment advertisements (ads) which require little qualification but claimed to offer huge and rewarding pay, especially within a short time span. Examples are companies selling London gold (倫敦金) or some Direct Marketing company (傳銷商), e.g. selling health-related products. The general trap is to ask applicant to invest in a significant sum of money for opening an account first and purchase the company products. They will also encourage job applicants to make a lot of referrals from their own friends and families. (2) Beware of recruitment ads with very little information about the company itself, especially those with only a telephone number listed instead of a proper address or a P.O. Box number. (3) Do not be deceived by Job Titles It is more important to find out the required duties and responsibilities of a position instead of merely looking at the functional title itself. A grand and fancy title does not necessarily earn you a good future – a Manager in a small company might be performing duties of a Supervisor in a sizeable firm. Be realistic and practical ! Always evaluate on what you can offer - your own skills and experiences, to the company and where that particular job offer can lead you to. If in doubt, you can call up for clarification or ask for a job description during interview to find out more about the nature of the job. Whenever you are in doubt about your application, it is wise to speak to your career counsellors, teachers or discuss with your parents, family and friends. On the flip side of the coin, however, do not under-estimate your capability. Should you come across any interesting job offer but feel not able to meet up with its requirements at this stage due to the lack of skills or experiences, you can still file in an application to the company introducing yourself as a job applicant. Some companies, especially the sizeable ones, do keep applicants’ file on record so they might call you up sometime should a similar or more suitable position does come up. The point is “Don’t be put off too soon by some advertisements which you do not feel qualified” and “Never give up on trying”! Last but not least, be aware of any application deadline on the recruitment ad, this is especially so in regards to government positions. Don’t miss the deadline or you will miss a good job opportunity. By meeting the application deadline, you are also demonstrating to your potential employers on how you manage yourself, even before the actual interview!! 8 Career Guidance V. WHAT IS A RÉSUMÉ? It is your personal document designed expressly to present you in the most favourable light to your potential employer. What a good résumé can do: Always focus attention on your strong points Be clear, concise and complete Demonstrate that you are a “pro” even if you’ve never been paid for what you do Increase your marketability and make you outstanding among the candidate pool Note: It is important to distinguish between “Resume” and “Résumé”. “Resume” is a verb which means: (1) To go on after stopping for a time (2) To take or occupy again The correct English term should be: Résumé Or Curriculum Vitae “Take note that “Résumé” is a French word with phonetic symbols above the two “e”s. Remember “ 3 Cs ” : CLEAR, CONCISE & COMPLETE Career Guidance 9 A. Preparing a Résumé General Layout Presentation is very, very important - Be concise and precise with relevant information - One page is best, occasionally two - Say the minimum, a powerfully a Stress your achievements and skills, especially for fresh graduates - Course awards/Scholarship/ Prizes/ Bursaries - Impressive grades in your school subjects - Positions held in student societies - Volunteer/Committee work - Summer work experience - Professional Membership/Affiliation (if any), if they support your career objective Logical, neatly organized, spelling or grammatically mistake-free Honest and in positive tone, state only productive and positive information Enclose an updated and good quality personal photograph - Well groomed and presentable - Dressed in a suit or conservative business attire - With a confident smile - In colour - Never send in student photos in uniform or any Polaroid copies Use high quality A-4 sized, white/ light paper and in printing. Remember Résumé should ALWAYS be sent in original copies and not photocopies. Create an IMPRESSIVE Résumé By Saying the MINIMUM powerfully 10 Career Guidance B. Composition of a Résumé Name Address Contact Telephone Number (Residence/ Mobile) E-mail Address JOB OBJECTIVE To compose a clearly stated Job Objective, you can answer the following questions: * What do I want to do? e.g. Teacher * With whom? Teacher of autistic children * Where? In a public school * Level of Responsibility? Head teacher * Conditions? Room for me to be innovative & creative So, the objective would be “A position as head teacher of autistic children in a public school where I can use my skills as a creative innovative educator” • • should be expressed in the fewest possible words should be clear enough to bring up a picture in the reader’s mind, seeing you at work SUMMARY OF QUALIFICATIONS This section (immediately following your Job Objective) is optional, but important. * Name/Address, Objective and the Summary of Qualifications – all by themselves constitute a “mini résumé”, which can capture the attention of the reader right away so they will be willing to read on for the details of your skills and experience. A typical summary might include: * How much professional/ relevant experience you have for the job you are applying? * What your formal training and credentials are, if relevant? * One significant accomplishment, very briefly stated; * One or two outstanding qualities or skills; * A reference to your personal values or philosophy, if appropriate. PERSONAL DETAILS Nationality Sex Date of Birth Age Marital Status Religion : : : : : : Career Guidance 11 EDUCATION & TRAINING Create your Master List, including: * Schools you attended, with dates, diplomas/ degrees/ masters, honors, in chronological order * Personal study in your field – all the classes, workshops, and other informal ways you have learned * Any other credentials or certificates (Select just those items that will support your specific job objective) SKILLS Languages (Spoken & Written) : Computer: Driving : WORKING EXPERIENCE For paid and unpaid jobs or positions, note the dates you started and ended, record the name of the organization with your level of responsibility explicitly stated If you don’t have any work experience in the job you apply for, your résumé needs to show: * Transferable skills from paid or unpaid experience * A credible progression from where you’ve been to where you want to go now * Evidence of motivation and potential experience that used the same kind of personality traits and strengths that your Ideal Job calls for OTHERS Professional Affiliation Prizes Awarded Extra-Curricular Activities Hobbies & Interests Salary Expected Availability References 12 Career Guidance : : : : : : : C. A Résumé Sample (University Student Entering the Audit Field) Résumé Chan Tai Man 1616 Hung Shek Estate Tai Po Estate New Territories Hong Kong 22334456 (Home) / 91234567 (Mobile) Email Address: chantm@hksyu.edu.hk JOB OBJECTIVE An entry level position in Audit Department HIGHLIGHTS OF QUALIFICATIONS • • • • • Undergraduate in Department of Accounting since Spring semester 2008; Overall G.P.A. 3.6; Dedicated to professionalism, highly motivated toward goal achievement; Successful in mastering accounting theory and technical skills; 3 years’ demonstrated effectiveness in interpersonal communications via experience in coordinating department projects involving students at Hong Kong Shue Yan University and counterparts from outside educational institutions and Universities. Nationality Sex Date of Birth Age Religion : : : : : Chinese Male Jan 1, 1986 22 Christian EDUCATION & TRAINING Hong Kong Shue Yan University Bachelor of Commerce (Hons.) in Accounting St. Michael University (Form 6 to Form 7) Hong Kong Advanced Level Examination Methodist Secondary School (Form 1 to Form 5) Hong Kong Certificate of Education Examination 2004 - June 2008 2002 - 2004 1997 - 2002 Career Guidance 13 EXPERIENCE & SKILLS Technical and Business Knowledge • • • Developed solid theoretical grounding in financial accounting, able to set up Balance Sheet, Income Statements and analyze clients’ assets and liabilities; Studied laws relevant to accounting and other business applications; Edited market research interviews; entered coded data into computer and generated reports. Leadership/Coordination • • Coordinated focus group studies for a market research firm, involving phone invitations to prospective group members, providing refreshments and study materials; Organized participation in the University soccer team: contacted prospective players and got commitment to participate; maintained attendance records and statistics at games. Communications and Interpersonal Skills • • Gave oral reports and evaluations on market research interviews, to clients from ad agencies; Assist students with their problems in private accounting classes and grade homework. Typing Word processing Language Others : : : : 60 wpm Microsoft Word, Chinese Windows English, Cantonese and Mandarin Driving WORKING EXPERIENCE Summer 2006 Interviewer (Summer Job) ABC Marketing Research Conducting telephone interviews on mobile phone usage for a market research firm Summer 2002 Cashier (Summer Job) As Checkout Cashier tendering cash registers at Park’N Shop, Shatin Plaza EXTRA-CURRICULAR ACTIVITIES Volunteer, Shatin Youth Centre, YMCA Treasurer, Association of Business Administration and Accounting, Hong Kong Shue Yan University Availability : June 2008 Reference(s) : Available upon request - 14 Career Guidance End – 2003 - Present 2004 - 2006 D. A Résumé Sample (Chinese Version) 履歷表個人資料姓名：陳小美姓別：女出生日期：01/01/1986 年齡：22 身份證號碼：X123456(7) 出生地點：香港婚姻狀況：未婚國籍：中國（香港）地址：新界天下第一城一座九室電話號碼（手提）：9123-4567 電子郵件地址：chansm@hksyu.edu.hk 電話及傳真碼（住宅）：2345-6789 學歷日期 9/2004-6/2008 頒發機構/大學名稱全日/兼讀制獲取學歷香港樹仁大學全日制大學學位主修歷史 9/1007--5/2004 第一中學全日制中七畢業日期 9/2003-8/2004 頒發機構/大學名稱全日/兼讀制獲取專業資格/訓練香港電腦學院兼讀制電腦中級證書 9/2002-8/2003 香港普通話研習社兼讀制普通話中級證書專業資格/訓練工作經驗日期機構名稱全職/兼職職位/工作性質 9/2004-現在香港補習社兼職補習導師任教中一至中三：歷史、中文 5/2003,5/2004 香港考試局兼職香港中學會考歷史科覽卷員課外活動日期 9/2006-6/2007 大學名稱職位及簡介香港樹仁大學辯論隊隊長辯論比賽獲團體冠軍及最佳辯論員獎 9/2002-7/2003 第一中學學生會會長曾主辦水運會、陸運會及參加校際常識問答比賽、獲團體亞軍 9/2000-8/2001 第一中學歷史學會會長曾主領聯校寫作營及參與籌辦香港青年文學獎興趣及專長興趣：寫作、閱讀、攝影、游泳專長：教授創意中文寫作、中文電腦打字(每分鐘七十字) 諮詢人梁建輝校長香港第一中學電話：23232323 附件 Career Guidance 15 VI. COVERING LETTER The covering letter is the applicant’s first contact with the interviewer and if well presented and attractive, will invite the company to offer a first interview. (Interviewer’s general assumption is that if an applicant cannot handle his/her resume, he/she cannot handle the job itself.) The applicant’s capability will be immediately discounted even before an actual interview is being taken place. Two Types of Covering Letter: (1) Solicited Letter – A letter sent in response to an advertisement or source known for an opening in a company (2) Unsolicited Letter – A proactive act Even the company never expresses its need for staff recruitment, you can still take the initiative to put yourself forward and introduce/recommend yourself to the company. Objective of the letter is to market the candidate’s skills and talents so as to arouse potential employer’s interest to arrange for an interview. The candidate needs to do comparatively more research work on relevant aspects of the company. Instead of sending your letter to the Human Resources Manager, you can send directly to The Department Head or Management. Be Attractive ! ! Write what the employer WANT 16 Career Guidance A. Preparing a Covering Letter General Layout A.1 SEMI-BLOCK STYLE (Applicant’s Address)_____________________ _____________________ _____________________ (Date)_____________________ ____________(Name of Addressee) ____________(Position Held) ____________(Company Name) ____________(Address) _________________(Salutation) Re: ______________________________________(Position Applied) ________________________________________________________________ __________________________________________________________________________________ (Body of Letter) _______________________________________________________________ __________________________________________________________________________________ _______________________________________________________________ __________________________________________________________________________________ _____________________ (Complimentary close) _____________________ (Signature of Applicant) _____________________ (Name of Applicant) _______________ (Enclosure) Career Guidance 17 A.2 FULL-BLOCK STYLE More updated and commonly used format Use open punctuation, i.e. omit punctuation on address, salutation and closing _______________(Applicant’s address) _______________ _______________ _______________(Date) _______________(Name of Addressee) _______________(Position Held) _______________(Company Name) *If the gender of addressee is unknown, use “Dear Sir”, _______________(Address) “Dear Sirs” or “Dear Sir/Madam”. ____________________(Salutation) *If Addressee is known to be a lady, use “Dear Madam”. *If the post office number is known but there is no specific addressee, use “The Advertiser”. Re: _______________________________________(Position Applied) _________________________________________________________________________________ *Bold & Underlined. _________________________________________________________________________________ *Put in reference number of the __________________________________. position applied if it is stated. (Body of letter) __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________. __________________________________________________________________________________ ________________________________. __________________(Complimentary close) _____________(Signature of Applicant) _____________(Name of Applicant) ____________(Enclosure) 18 Career Guidance *If you use “Dear Mr. Wong” as salutation, it should be coupled with “Yours sincerely”. *If you use “Dear Sir” or “Dear Madam”, you can write “Yours faithfully”. General Tips (1) Time Frame In case you are responding to an advertisement in a newspaper, or via email (if it is requested by the company) you should respond to the advertisement as early as possible, and send out your application letter with résumé. (2) Always spell check before sending it out. Make sure it’s error free. Even a small mistake will ruin your potential employer’s first impression on your capability. (3) Maintain a positive tone throughout the letter. (4) Never use abbreviated words e.g. use “Do not” instead of “Don’t” (5) Always use good quality A4 white paper and in quality printing. (6) Your covering letter should respond to the listed requirements of the employer in the advertisement (7) Optional: When you sent in a letter and did not receive any response for a rather long period of time, some people might choose to follow up by making a phone call « to the Human Resources Department or the Secretary of the Addressee to check if the letter had been received. This is really optional depending on individual preferences. Be an early bird in responding to job advertisement Be positive & patient Always follow through your job application Career Guidance 19 B. A Solicited Letter Sample from a Fresh Graduate 1745, Block 10 City One Garden Shatin N.T. 22nd March 2008 The Human Resources Manager Hello Company Limited 14/F Ocean Centre Tsim Sha Tsui Kowloon Dear Sir/Madam, Application for the Post of Marketing Executive With reference to your advertisement in the South China Morning Post on 17th March 2008 for the above post, I would like to submit my application for your consideration. I will graduate from Hong Kong Shue Yan University in June 2008 with Bachelor pf Business Administration (Hons). As shown in my enclosed résumé, I have great interest in the real business world apart from my academic studies. At University, I served as financial secretary of the Student Union and was responsible for the operation of a bookshop for students. I initiated several promotion programmes which increased the shop’s profitability by 20 per cent. The post of Marketing Executive will allow me to use my skills and advantage while bringing enthusiasm and new concepts to the marketing department of your company. I would very much appreciate it if you could arrange an interview, in which I can discuss my application with you in further details, at your earliest convenience. Thank you for your time and consideration. Yours faithfully, Wang Ho Kung Encl. 20 Career Guidance C. An Unsolicited Letter Sample from a Fresh Graduate 123 Wai Don Building Yuen Chau Street Shamshuipo Kowloon 22nd March 2008 Mr. Raymond Fung Senior Advertising Manager Pico Company Limited Flat A Block 4 Summit Gardens Hong Kong Dear Mr. Fung, Application for the Post of Advertising Executive This letter is to inquire about the possibility of an opening for an Advertising Executive in your company. I will graduate from Hong Kong Shue Yan University with Bachelor of Arts (Hons.) in Journalism and Mass Communication in June this year. My major is Public Relations and Advertising and I am very interested in seeking a position in the field of advertising. Last summer, I was employed by Lee & Lee Advertising Agency as an advertising assistant, where I have obtained valuable practical experience in the areas of research, demographics, sales forecasts and promotion. I hope to take full advantage of my knowledge and experience by starting my career with a prestigious company like yours. Enclosed is my résumé and I believe that I am ready for this challenge. If you have no opening at the moment, please keep my particulars on file. Thank you for your attention. Yours sincerely, Agnes Wong Mei Ling Encl. Career Guidance 21 D. Samples of Solicited Letter from a Fresh Graduate (Chinese Version) 應徵學位教師（剛畢業） (上款)XX 校長鈞鑒： (標題)申請中文學位教席 (開首段)本人今夏將於 XX 大學畢業，剛從大學就業輔導組得悉貴校聘請中文學位教師，特奉函申請貴校此教席。 (主體)本人熱愛文史哲，關心社會時事，在大學期間主修中文，副修哲學，曾任大學創作營導師。教學經驗方面，曾擔任初中學生中文寫作的導師。對於母語教學，尤有心得。可任教中一至中七中文、文學及中史等科目；初中德育及世史（母語教學），亦可勝任。 (主體)課外活動方面，經驗尚豐，歷任學會會長、社長、學生會主席及大學辯論隊隊員，曾獲選為九八年辯論比賽最佳辯論員。如蒙錄用，本人願意擔任中文學會、棋會的導師，如要推動舊生會或家長會，亦可略盡綿力。 (結束段)本人通曉電腦中文文書處理及倉頡輸入法，另為配合資訊科技教育的發展，已在近日報讀一個為期三個月的電腦課程。此外，本　自強不息的精神，正在進修普通話高級課程，兩文三語，均能運用自如。謹隨函附上「優質教育」建議書及履歷表各一份，敬請察閱，祈盼德音。並頌文祺 (簽名) (下款)申請人 XXX 啟附件：履歷表乙份「優質教育」建議書乙份 (日期)二○ ○ 八年四月十日 22 Career Guidance 應徵記者 XX 日報李先生大鑒：從貴報五月十日之廣告知悉貴報社徵聘記者，本人深感興趣，特此來函應徵。本人於去年五月畢業於 XX 大學新聞與傳播學系，選修新聞組科目，一直希望從事記者工作，對副刊方面尤感興趣。在學期間，曾擔任校報的記者，有寫作新聞稿及電腦排版的經驗。實習期間在 XX 電視參與助理編導工作，主要負責協助導演拍攝、後期製作及撰稿等工作。其後於 XX 日報擔任兼職記者，負責採訪新聞及製作專題特輯，因此本人熟悉新聞流程，而且具有良好的寫作能力。由於本人對寫作有濃厚興趣，並且有記者工作之經驗，相信必能勝任貴報所徵聘之職，如蒙提拔，定當全力以赴，努力工作。茲隨函寄奉履歷表一張，敬候台覽。順頌台安申請人李開心敬上二○ ○ 八年五月十一日 Career Guidance 23 E. An Unsolicited Letter Sample from a Fresh Graduate (Chinese Version) 自薦助理公關主任或中文秘書(剛畢業) XX 集團人事部經理鈞鑑：自薦助理公關主任或中文秘書本人今年畢業於樹仁大學中國語言及文學系，取得「榮譽文學士」。素聞貴集團業務發展蓬勃，而且一向重視集團公眾形象，對各種語文專才均需求甚殷。唯其如此，本人相信個人所學正切合貴集團需要，現特來函自薦，望能加入貴集團公關部，擔任助理公關主任或中文秘書，發揮所長。本人在樹仁大學攻讀期間，學習了不少針對商業機構需要的實用中文知識及語文技巧，各科成績亦稱優異，深盼得遇良機，學以致用。二零零三及零四年暑假，本人曾在 XX 公司擔任中文秘書及撰稿員，由於它與貴集團有業務往來，因此本人對貴集團的業務範圍和公司結構有一定了解。本人性格開朗，工作態度認真，亦善於與人溝通，在學期間曾兩度擔任中文學會主席，自信定能適應貴集團的工作環境，迅速投入工作。謹奉上履歷表、成績單及樹仁大學中國語言及文學系系主任推薦信各乙份，以供察閱。如蒙惠賜面試，得以當面考核，請電 1234-5678 或來函示知。敬頌鈞祺自薦人搵好工啟附件：履歷表成績單樹仁大學中國語言及文學系系主任推薦信二零零八年三月十五日 24 Career Guidance F. General Tips for preparing a Chinese Version Covering Letter 一. 上款 1. 知照語：可寫「XX 公司 XX 經理先生」；商界可用「大鑒」、「鈞鑒」、「台鑒」等語；文教界多用「大鑒」、「雅鑒」或「道鑒」。 2. 稱謂：尊重對方，可先稱姓，接　是身份或職銜，最後才是名字。如「樊博士善標先生」、「梁校長建輝先生」。小提示 *中文公函的常用稱謂及專用術語尊稱主持人貴經理、貴校長、台端尊稱機構貴公司、貴署、貴廠機構自稱本公司、本校、本廠寫信人自稱本人、我開頭用語敬啟者、敬覆者冀望用語敬希賜示、尚希賜覆結尾用語此致、此呈、此覆祝頌語敬祝近安、台安、教安 *執事先生鈞鑒 – 完全不知道收者身份（有時，招聘廣告只提供郵政信箱） *「先生」已包含男女，不宜用「特區中學執事先生/女士雅鑒」，畫蛇添足。二、標題 1. 扼要道出申請職位。 2. 宜在標題之下(或旁邊)加上機構提供的申請編號，以便對方分件。如：申請中文學位教師教席 (Ref:Chi/05/Employ.) 三、開首段 1. 扼要交代招聘資料來源，並說明應徵意向。 2. 扼要表明自己的學歷、資歷均符合該職位的基本要求。小提示 *有些人喜歡劈頭便稱讚對方一番，作為行文修飾，原無不可，但須名實相副，不宜過譽。 *倘若你的正文已十分充實，便毋須在此花太多筆墨(因為誇讚之詞，別人不一定心領)。四、主體 1. 學歷方面，宜具體交代相關的學歷及經驗。 2. 課外活動方面，常規的校內活動(如學生會)；非常規的活動(如交流團)或校內外的社會服務皆可表現你的個人才能及長處。 3. 技術才能方面，應盡量配合當前的社會發展。五、結束段 1. 現代求職信，雖表示盼望錄用，仍須不卑不亢，像「奉懇之事，乞覆為荷」之類的收束語，還是少用為佳。 2. 信末祝頌語，「順頌文祺」、「謹祝教安」、「敬問時祉」，最為常見。六、下款、簽名 1. 自稱「申請人」或「求職人」比自稱「晚」更合適。 2. 啟告語：用「啟」或「謹啟」比用「上」或「鞠躬」更合宜。七、日期 Career Guidance 25 VII. INTERVIEW Whilst an application letter is a one-way communication from the applicant to the potential employer, an interview is an interactive process for mutual assessment and evaluation of performances, mainly the interviewer assessing the interviewee. The crucial elements of success for an interviewee are calmness, good preparation (rehearsal) beforehand; be confident, flexible and most of all, natural. A general interview follows through the procedures below: (1) Warm up and rapport (2) Checking out candidate’s background information e.g. personal background, academic qualifications, work experience, hobbies and interests, reason for leaving last employment. (3) Main theme Discussion about the position applied, knowledge of the company and the market. (4) A more in-depth understanding of the applicant to decide if he/she is the right person Career objective; professional knowledge and expertise; putting forward scenarios and hypothesis questions; current, social or world affairs. (5) Employment negotiation (salary and other information) Depending on respective company policies, there might be two or more interviews granted before the actual hiring is confirmed. Types of Interview (1) Individual Interview – one on one interview (2) Group/Panel Interview – can be more than two interviewers Sometimes, separate tests are also required prior to the actual interview: Written Test: General or professional knowledge test, e.g. writing a letter, an essay; answering short questions or case study Practical Test: e.g. typing; using word processor or driving Psychological Test: e.g. IQ/ EQ Test; Aptitude Test General Tips (1) Be punctual; well-groomed and well prepared (2) Know yourself # Your career objectives and goals; your strengths and weaknesses (3) Make an Impression : make yourself outstanding and impressive # Good knowledge of the company you are applying and updated market Information # Be natural, show confidence and patience; inquisitive and positive # ☺ Always wear a good smile ☺ (4) Be consistent in your language used # If the interviewer speak to you in Cantonese, reply in Cantonese. If in English or other language (e.g. Mandarin), respond in accordance to the language the interviewer uses (5) Never use “jargons” during interview, also in appropriate tone – not too fast, slow or high-pitched. Let yourself be heard in the most comfortable way (6) Be organized and logical in your thinking, give sensible answers (7) In case you make a mistake in your answer, rectify immediately. If you are not sure of questions asked, request the interviewer to explain it more clearly 26 Career Guidance A. Common Interview Questions: (1) Personal Background • • • • Tell me a little bit about yourself What are your strengths and weaknesses? How would you describe yourself? Which do you work better with – a team of people or on your own? (2) Qualification/Education • • • What makes you choose to work in this particular field? Surely you must be aware of the bad economy in Hong Kong these days: high level of unemployment, redundancy and fierce competition in the market are not uncommon. Can you give me a reason(s) what makes you so special that we should hire you among all our job applicants? Do you have any plans for further studies? (3) Working Experience • • • • • What is your career expectation/objective? What kind of job are you looking for? How do you see yourself in 3 or 5 years? What will you be doing then? Regarding to your previous working experience, can you tell me what you learnt from those experiences and how they can help you in this job you are applying? When you encounter problems in the past, how do you solve them? (4) Regarding Position Applied • • • • • • • • What do you know about the current job you are applying? the responsibilities? What makes you think you are suitable for this position? How can you contribute to our company if we decide to hire you? How do you feel about working overtime or during holiday? How do you feel about working in China if the company decides to expand or relocate there in future? What gives you most satisfaction in a job? Have you applied for other jobs? What are they? If your boss had a different way of seeing things or direction, how are you going to handle it? (5) Company/Market Knowledge • • • • • How much do you know about our company? What makes you desire to work for us? How do you see the prospects and development in our field? Which do you think are our competitors in the market? What do you think of them? Have you ever used our products/services? What are your comments? What would you like to see different? Career Guidance 27 (6) Career Motivation and Aspirations • • • • • What motivates you in your work? Tell me about your career objective and how you are going to achieve that end? How do you define “success”? How would you describe an ideal job? Can you tell me something about your achievements so far? (7) Social/World Affairs • • • • • How do you see the Chief Executive’s 2008 Policy Address on reducing inter-generational poverty? Can you suggest some practical ways to help the poor in terms of their financial, employment, education and training needs? What do you think about the proposed 3+3+4 academic system? And the Review of Medium of Instruction for Secondary Schools and Secondary School Places Allocation Consultation? How do you see about the economic impact of Closer Economic Partnership Arrangement (CEPA) on Hong Kong? What is your opinion on Government’s control strategy and efforts in dealing with bird flu? Do you agree the government to develop the West Kowloon Cultural District into an integrated arts, cultural and entertainment district? Or are you against it? Why? (8) Do you have any other questions? * You may ask questions regarding to: • Promotion • Staff Development Scheme • Allowance and leaving system • Expectation on new staffing Find your positioning in life before going IN an interview. Be thoughtful & sincere to say the last sentence before LEAVING the interview room 28 Career Guidance B. Rate Yourself (Chinese Version) 申請人是否有很高的潛質非凡極高普通很低極低面試表現 1. 外表儀容 2. 言談舉止 3. 表達與溝通能力 4. 工作經驗 5. 學歷 6. 志趣與事業目標 7. 職位必備的專業知識 8. 個人涵養 9. 實際工作能力 ---判斷/ 決定能力 ---分析/ 思考能力 ---機警/ 應變能力 ---外交/ 推銷能力 10. 合作精神 11. 責任感 12. 成熟程度 13. 對機構的興趣 “你離開面試室前所講的最後一句說話，會帶給面試官一個最後的綜合印象，所以一定不可輕率了事。” Career Guidance 29 C. An Interview Checklist (Chinese Version) 面試前準備做妥資料搜集，包括認識自己、了解未來僱主與申請職位搜集公司資料、行業概況模擬面試練習預備要發問的問題熟習時事熟習各種面試形式掌握筆試的技巧重溫自己的履歷表重溫面試裝扮要點 • 儀容整潔 • 裝扮舒適 • 切合身份帶備面試時所需物品計劃赴會交通路　預備見工記錄簿(記下見工日期、時間、地址、聯絡人及面試官名稱) 面試前提早上床，保持睡眠充足 □ □ □ □ □ □ □ □ □ □ □ □ □ □ □ 赴會當日提早十五分鐘到達面試地點附近小心填妥職位申請表跟所有你會接觸的職員保持友善態度留意進入面試室的禮儀與面試官的指示在面試結束前總結自己的資歷，重申自己對這份工的興趣離開面試室前以笑容向面試官道謝及說再見 □ □ □ □ □ □ 面試宜忌表宜 - 表現自然、態度親切有禮說話聲調與速度清晰易明舉止大方、保持自信適當的身體語言與發問者有視　接觸論點有邏輯、客觀而條理明晰強調對該職位有興趣充滿誠意表現積極有幹勁突出自己的才幹個性記緊面試官的稱謂 30 Career Guidance 忌 - 遲到衣著欠得體，例如穿著牛仔褲、波鞋等表現懶散冷淡被動、長期沈默欠缺耐性過份賣弄才幹與面試者激烈爭辯肆意批評別人承諾太多對不懂的問題胡亂作答態度輕佻、過份幽默、過多小動作，例如不斷微動雙腳、坐姿傾斜、不端正，如坐梳化模樣 - 絮絮不休講不停 - 搶先說話打斷別人話枘 VIII. ACCEPTING JOB OFFER You should be clear-minded when you are offered a job. If you are offered more than one job, make a choice seriously. What is an Employment Contract? A contract of employment is an agreement made between an employer and an employee; The agreement can be made orally or in writing; Both express and implied terms can be included in the contract; If the contract of employment is in writing, the employer must give one copy of the written contract to the employee for retention and reference. Signing an Employment Contract Be sure you understand the terms of employment before accepting any offer. Go through every clause and make sure you understand them. If in doubt, ask for a photocopy of the contract and discuss it with your teachers, family or friends. Read through the original copy again before signing it. Details of the Employment Ordinance can be referred to http://www.labour.gov.hk/. The following are some useful hints: (1) Before employment begins, an employee should be clearly informed the conditions of service offered by the employer. Such information should include: job title/posting (serve under which department); date of employment; working hours; wages (including basic salary, overtime rate and any allowance); wage period; probation period, if any; notification period on termination of contract (how long? And in what way-verbal or written); other welfare, e.g. annual leave, no pay leave, compensation leave, sick leave, allowance (medical, transportation, education); and bonus, if any. (2) Whenever there is any change of any working conditions, employees must be updated, either verbally or in written format. (3) A Contract is usually marked with “confidential” in order to protect both the employer and employee. When you are at work, Remember to DO things right ¸; DO the right things ¸: DO your own things ¸: and DO things in your own way Career Guidance 31 Rest Days An employee employed under a continuous contract is entitled to have not less than one rest day in every period of seven days. A rest day is defined as a continuous period of not less than 24 hours during which an employee is entitled to abstain from working for his employer. Rest days are in addition to statutory holidays. If the statutory holiday falls on a rest day, it should be taken on the day following the rest day. Rest days are appointed by the employer. If rest days are on a regular basis, the employer has to inform his/ her employees of the arrangement. Otherwise, before the beginning of each month, the employer must inform all his/ her employees of the appointed rest days during the month orally or in writing or by displaying a roster showing the dates of the appointed rest days for each employee. Whether rest day is paid or not depends on the agreement between employer and employee. Statutory Holidays An employee, irrespective of his/ her length of service, is entitled to the following 12 statutory holidays: 1. the first day of January; 2. Lunar New Year’s Day; 3. the second day of Lunar New Year; 4. the third day of Lunar New Year; 5. Ching Ming Festival; 6. Labour Day, the first day of May; 7. Tuen Ng (Dragon Boat) Festival; 8. Hong Kong Special Administrative Region Establishment Day, the first day of July; 9. the day following the Chinese Mid-Autumn Festival; 10. Chung Yeung Festival; 11. National Day, the first day of October; and 12. Chinese Winter Solstice Festival or Christmas Day (at the option of employer); Ten Tips of Your First Day on the Job: (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) Be tidy and punctual ; Expect to be bored; Expect to be confused that you will have endless questions; Limit the number of times you interrupt others; Take all training seriously, just as you might in school; Learn the rules (formal and informal); Understand the culture of the office and the company; Ask for and read through the working manual of the company; Get your colleagues’ names right; Keep smiling and be polite. 32 Career Guidance IX. USEFUL WORDS It is important that statements on your résumé are brief, but remain strong and positive. Below are some useful words that may help you to give a good impression to your potential employer on your résumé as well as during an interview. Useful Words for writing Résumés: accelerated accomplished achieved acquired adjusted administered advised aided affected analyzed applied appraised arranged assessed assigned assisted assumed attained awarded bought briefed budgeted brought catalog chaired changed classified closed communicated compared coached completed conceived concluded conducted continued contracted controlled converted convinced coordinated corrected counselling critiques created dealt decided defined delegated delivered demonstrated designed determined developed devised diagnosed directed disapproved discharged distributed dramatized drafted edited effected enlarged enlisted ensured established estimated evaluated examined expanded expedited explained facilitated financed forecasted formulated founded gathered governed graded grouped guided handled harmonized headed implemented improved increased indexed influenced initiated inspected installed instituted instructed insured interpreted interviewed introduced invented investigated joined led licensed maintained managed mapped modernized modified monitored motivated named negotiated obtained observed operated ordered organized originated participated perceived perfected performed persuaded planned prepared presented presided processed programmed produced prohibited projected promoted proposed purchased qualified rated recommended reinstated related recruited rectified regulated reported researched resolved reorganized reshaped responsible reviewed revised saved scheduled secured selected served set up sold solved sorted sought specified spoke straightened strengthened structured studied suggested summarized supervised systematic targeted taught tested trained translated treated updated utilized verified worked wrote Career Guidance 33 Useful Words during an Interview ability accelerate accurate active affect aggressive analyze attitude capable careful commonsense conceive conduct conscientious control develop diplomatic direct discipline drive dynamic effective efficiency eliminate energetic enthusiastic establish evaluate excel excellence expand expedite focus generate guide implement improve incisive initiate innovate lead listen monitor motivate participate perform persuade potential precise pride produce professional proficiency provide recommend reliable responsible results simplify skill solve streamline strengthen success systematic tactful thorough train trim urgency vital win 34 Career Guidance X. REFERENCE Parker, Y. (1986). The damn good resume guide (2nd Ed). Berkeley, Calif.: Ten Speed Press. Ray, S. N. (1993). Résumés for the Over-50 Job Hunter. New York: John Wiley & Sons, Inc. Sansregret, M. and Adams, D. (1998). Rate Yourself! : Assess your Skills, Personality and Abilities for the Job you want. London: Kogan Page Limited. 陳文琬、周兆祥編著﹕《求職擇業》（商務印書館(香港)有限公司，1988 年）陳樂思編著﹕《求職手冊》（香港經濟日報出版社，1997） EVERYONE CAN BE TURNED DOWN. DON'T GIVE UP. ONE DAY A GOOD JOB WILL BE AVAILABLE, AND YOU WILL BE THERE TO FILL IT! END Career Guidance 35