The aim of an interview is to discover how well suited someone is to the job. The interview provides an opportunity to meet the candidate and further explore what they wrote on their application form.
Interviews should usually be carried out within a week or two after candidates were selected. Identify a date when all the interviewers can attend and ensure that an appropriate venue can be booked.
It is good practice for at least two interviewers to be present at each interview. Usually this would be the line manager of the vacancy and a member of the Human Resources Department. To ensure that the interviews are fair, an interviewer should not interview a relative. For senior roles, a bigger panel of interviewers, including another senior manager, is a good idea.
Preparation for the interviewEach interviewer should ensure that they read and familiarise themselves with the interview papers, including the application forms of those to be interviewed and references if these are available. The interview panel should meet before the interviews to prepare the questions that will be asked. These should relate to the job description, person specification and application forms. In the interviews, try to find out about:
Gaps in employmentExperience relevant to the job Reasons for leaving a particular job Personal abilities.
Relevant academic qualifications
To ensure fairness and consistency try to ensure that each candidate is asked the same questions, but be aware that further questions may need to be asked to explore issues raised in the candidate’s answers or on their application form. Tips on asking questions are given in the box on the next page.
Before the interviews, the interview panel should agree responsibilities for:chairing the interview
welcoming the candidate
introducing the interview panel
ensuring the interview keeps to time
asking the questions – each interviewer could be responsible for a set of questions.
Remember that interviews are two-way. While the organisation is assessing the candidate’s suitability for the job, the candidate is deciding whether they want to work for the organisation. The candidate will usually be nervous so it is important to put them at ease. If the candidate is relaxed, they are more likely to give honest and realistic answers to the questions. Here are some tips:
Offer the candidate a drink.Check that the candidate is able to sit comfortably.
Ensure that all the interviewers are introduced.
Explain the format of the interview, including when the candidate will make their presentation, if relevant.
Ensure the first question is about something the candidate is likely to feel comfortable talking about, such as leisure interests.
During the interview, show interest in what the candidate has to say. Only interrupt them if they start to give answers that are too long or that do not relate directly to the question.
It is important that every interviewer makes notes during the interview and that the interview notes contain what is said rather than the interviewer’s opinions. For example, it would be better to write ‘Did not demonstrate any experience of accounting procedures’ than ‘Unsuitable for accounting work.’
A checklist can be used by each interviewer to record the candidate’s answers, such as the one below. The criteria are taken from the person specification.
Tasks and tests
Tasks and tests are useful methods of assessing candidates in addition to an interview. The assessments chosen should depend on the skills required for the role. Assessments could include computer tests, verbal presentations, written language exercises, letter writing and financial tests. There is no need to use all of these types of assessment for a single role, but it is worth considering one or two.
Choosing the successful candidateNever offer a candidate the job at the end of the interview. Even if only one candidate is being interviewed for the job, it is important that the interviewers meet together to ensure they are all happy about recruiting the person for the role. The candidate may also need time to think about whether they would be willing to accept the position if they were offered it. If more than one candidate is being interviewed, it is best to wait until the last candidate has been interviewed before discussing who is appropriate for the job. Each interviewer should refer to their checklists when discussing the candidates and the panel should complete a joint interview checklist for each candidate.
If there are two or more candidates that are suitable for the job, the outcomes of the assessment tasks or tests should be considered. If the interview panel still cannot decide between them, it may be necessary to invite them back for a second interview. If none of the candidates are suitable, it will be necessary to re-advertise the job.
It is important to mark clearly on the joint interview checklist the reasons why a candidate has been successful or unsuccessful. The interview panel should write down areas where training or support is needed for the successful candidate.