Applying for a Civil Service position can feel like stepping into a whole new world, especially when it comes to writing those all-important 250-word statements. These statements are your chance to showcase your skills and demonstrate how you align with the required behaviours for the job. One of the key behaviours you’ll need to address, particularly for Administrative Assistant (AA) roles, is “Communicating & Influencing.”
Understanding the Behaviour
Communicating & Influencing is all about how effectively you can convey information and ideas, as well as your ability to persuade and influence others. At the AA level, this means being clear, concise, and courteous in your communications, both written and verbal. You’ll need to show that you can listen actively, understand different perspectives, and adapt your communication style to suit your audience.
At the AA level, the emphasis is on the basics: clear and accurate communication, being a good listener, and having the ability to convey messages in a straightforward manner. This differs from higher grades where the focus might be on strategic communication, influencing policy decisions, or leading large teams. Conversely, at grades below AA, such as Administrative Officer (AO), the focus is more on following instructions and reporting information accurately rather than on influencing others.
Crafting Your 250-Word Statement
Writing a 250-word statement might seem daunting, but with the right approach, it’s manageable and can be quite straightforward. Here are some tips to help you nail it:
1. Use the B-STAR Method: Structure your statement using the B-STAR method – Belief, Situation, Task, Action, Result. This framework helps you stay focused and ensures you cover all the necessary points.
2. Start with Your Belief: Briefly mention your belief about effective communication and why it’s important in the role you’re applying for. This sets the stage for your example.
3. Describe the Situation: Clearly outline a specific situation where you had to communicate effectively. This gives context to your example.
4. Explain the Task: What was your role in the situation? What were you responsible for? This helps the reader understand your specific contributions.
5. Detail the Action: Describe the actions you took to address the task. Be specific about what you did to communicate effectively or influence others.
6. Highlight the Result: Conclude with the outcome of your actions. How did your effective communication or influencing skills make a difference?
Tips for Success
Be Concise: Remember, you only have 250 words, so make every word count. Avoid unnecessary jargon and keep your sentences short and to the point.
Use Active Language: Use active verbs to describe your actions. Instead of saying “I was involved in…,” say “I led…,” “I coordinated…,” or “I facilitated…”.
Reflect on the Impact: Show how your communication had a positive impact. Did it solve a problem, improve a process, or lead to a successful outcome?
Tailor to the Role: Ensure your example is relevant to the AA role. Think about the communication skills that are most important for this position and highlight those.
Now that you have a clear understanding of how to approach your 250-word statement for the “Communicating & Influencing” behaviour at the AA level, here’s an example to illustrate these tips in action:
Communicating & Influencing Example Statement
I believe that clear communication and the ability to influence others are essential for building strong working relationships and achieving successful outcomes.
As an office assistant at a nonprofit organisation, I was responsible for coordinating volunteer events. One particular event required significant volunteer participation, but we were struggling to get enough sign-ups.
I started by crafting a compelling email to all our volunteers. I used clear and simple language to explain the event’s purpose, emphasising its impact on the community and how their participation would make a difference. I made sure to proofread the email to eliminate any errors and ensure clarity.
To influence their decision positively, I shared success stories from past events, highlighting the benefits and positive experiences of previous volunteers. This approach aimed to create an emotional connection and demonstrate the tangible outcomes of their involvement.
Understanding that different people prefer different modes of communication, I followed up with phone calls to key volunteers, offering additional details and addressing any concerns they might have. I listened actively to their feedback and answered their questions, showing respect for their time and opinions.
Additionally, I proposed a small incentive for participation, such as recognition at our next community meeting and a thank-you certificate.
The result was a significant increase in volunteer sign-ups, ensuring the event’s success. By effectively conveying the event’s importance and addressing volunteers’ needs, I was able to secure the necessary support and foster a sense of community involvement.