When applying for a position in the Civil Service, one of the key components of your application is the 250-word statement. This concise piece of writing is your opportunity to demonstrate how you meet the required behaviours for the role. It can be a bit daunting at first, but with some guidance, you can craft a compelling statement that highlights your strengths and suitability for the position.
Understanding the “Communicating & Influencing” Behaviour
Communicating & Influencing is a crucial behaviour in the Civil Service, especially at the Administrative Officer (AO) level. But what exactly does this behaviour entail?
At its core, Communicating & Influencing means effectively sharing information and ideas with others, ensuring your message is understood, and influencing others to achieve positive outcomes. For an AO, this might involve clear and concise communication with colleagues, handling customer inquiries, or providing information to support decision-making processes.
At the AO level, the focus is on clarity and effectiveness in your communication. You should be able to convey information in a straightforward manner, adapt your communication style to different audiences, and handle basic conflicts or misunderstandings with tact.
For grades below AO, such as Administrative Assistants (AA), the emphasis is more on following communication protocols and supporting others in the communication process. They are less likely to be in positions where they need to influence others directly.
At grades above AO, like Executive Officers (EO) or Higher Executive Officers (HEO), the expectations around this behaviour increase. These roles often require more strategic communication, influencing stakeholders at various levels, and handling more complex or sensitive issues.
Tips for Writing Your 250-Word Statement
Now, let’s dive into how to tackle the 250-word statement for the “Communicating & Influencing” behaviour. Here are some tips to help you craft a standout response:
1. Use the B-STAR Method:
- Belief: Start by expressing your understanding and belief in the importance of effective communication and influencing.
- Situation: Describe a specific situation where you needed to communicate and influence others.
- Task: Outline your role in that situation.
- Action: Detail the actions you took to communicate effectively and influence the outcome.
- Result: Conclude with the results of your actions, highlighting the positive outcomes achieved.
2. Be Specific:
Focus on a particular example that clearly demonstrates your skills. Vague statements won’t have the same impact as a well-chosen, detailed scenario.
3. Keep It Relevant:
Make sure your example is relevant to the AO level. Avoid situations where your role was more aligned with a higher or lower grade, as this can misrepresent your experience.
4. Show Impact:
Highlight the positive impact of your communication. Did it resolve a conflict, improve a process, or lead to better teamwork? Quantify the results if possible.
5. Be Concise:
You only have 250 words, so make every word count. Avoid unnecessary jargon or overly complex sentences. Clear and concise language is key.
6. Reflect the Job Description:
Tailor your statement to reflect the specific requirements of the job you’re applying for. Use keywords from the job description to make your statement more relevant.
250 Word Statement Example
Now that we’ve covered the basics and some helpful tips, here’s an example of a well-crafted 250-word statement for the “Communicating & Influencing” behaviour at the AO level.
I believe that clear communication and the ability to influence are crucial for resolving issues and achieving team goals. Conveying information effectively and understanding others’ perspectives fosters cooperation and trust.
As a hospitality assistant at a hotel, I was tasked with addressing complaints about the noise level from a nearby construction site. My role required me to communicate with guests and find a solution that would ensure their satisfaction.
First, I approached the guests directly, choosing face-to-face communication to demonstrate empathy and sincerity. I listened carefully to their concerns, acknowledging the inconvenience caused. This helped in building a rapport and showing that their complaints were taken seriously.
To influence the guests positively, I proposed several solutions: offering rooms on the quieter side of the hotel, providing complimentary amenities such as earplugs and white noise machines, and offering a discount on their current stay or a future booking. I explained each option clearly, ensuring that the guests understood how we were committed to improving their experience.
Understanding the need for prompt action, I coordinated with the front desk team to facilitate room changes for those who preferred quieter rooms. I also arranged for the complimentary amenities to be delivered to the affected guests’ rooms immediately.
To ensure my communication was effective and respectful, I followed up with each guest after implementing the solutions to confirm their satisfaction.
The result was a significant reduction in complaints and an increase in guest satisfaction. Many guests appreciated the proactive approach and personalised solutions.