Project Management Job Applications

Arras People have been running careers clinics for over 6 years. They are aimed at assisting project professionals in finding new roles, providing guidance on the current PM market, offering advice on training and CV writing - essentially how to best position yourself when looking for that next job.

As project professionals ourselves who have retrained to specialise in recruitment we have sat on both sides of the fence,  as such we can bring a wealth of experience to assist candidates. First impressions are everything - job applications are often the first contact you will have with recruiters and employers: therefore it is important you maximise this opportunity as many times there is no second chance.

This document is designed to assist you in taking the right steps when pursuing your next role - from a personal stock-taking to completing application forms. The printable version (PDF) is also available for download. Our Careers Information home page is the landing point for finding out in-depth descriptions and support for all of the following topics we cover:

• CV Writing
• CV Template
• Interviews
• Researching a new role
• Job Applications
• Project Management CV Advice
• Knowing Where to Look for a New Role
• Succeed in Getting the New Role
• Project Management Qualifications
• Career Change

Your personal stock take is as simple as it sounds - put in a store context, when the weekly stock take arrives the manager takes their clipboard into the store cupboard and counts up what is in the back as well as what is on the shelves. When performing a personal stock take, you should do the same. Take a piece of paper and list all your skills and experience.

No matter how obvious some skills may seem and you feel would be assumed, these could be the ones your potential employer is looking for, and if they are not included, you can easily be placed into the reject pile. On the other hand how you present these skills will be tackled on page 6, too much detail can make for a 15 page document, another NO-NO! At this point you should list everything from writing emails to producing financial reports.

There are a number of ways to help you list your skills, here are some suggestions:

1. Think through scenarios in your current / previous role from point A to point B listing everything that YOU do.
2. Read through your own job description and fill in any gaps.
3. Research other role descriptions related to your position and pull out areas you can marry your experience / skills up to.

Examples of skills:

Complex diary management, CRM database use,  Visio, Excel, MS Project, Access, Powerpoint, Word, Outlook, internet explorer, ACT, Lotus notes, Sharepoint, EPM, Report writing, planning, risk & issue management, portfolio management, programme management, project management, Gap analysis, financial reporting, Gantt charts, milestone, interdependencies, forecasting, benefits realisation, lessons learned, highlight reports, dashboard reports, MI reporting, PMO set up, mentoring, training, workshop facilitation, chairing meetings, organising meetings, minute taking, project initiation document (PID) initiation / creation etc,  assumptions analysis, audit, performing baseline reviews, updating / managing benefits log, benefit/cost analysis, promoting best practice, producing / assisting on business case, change management, configuration librarian, conflict management, critical path analysis, earned value management, feasibility studies, gateway reviews, performing quality control / assurance, product scoping, project closure, project control, RAG reporting, quantitative risk analysis, highlight reporting, SWOT analysis, tendering etc...

Not all companies use recruiters, or advertise in the papers. Some run internal systems and some may not even realise they need that subject matter expert until something prompts them such as a letter and CV on their desk.

Speculative letters have often been very successful for candidates. However you must do your homework—know your target audience by researching them in the media and on their websites to see how your experience could add value to their organisation.

Set out what it is you have to offer—a generic letter is not good enough. Make sure you find out the name of the HR person and spell it correctly. Keep a record of all the places you have written to. A good way to do this is to create a simple excel spreadsheet stating who, when, how you contacted these people to ensure you do not duplicate and you can also set reminders to follow up.

Avoid gimmicky pictures, fonts and scented or coloured paper. Your letter should read like a professional communication.

There is also the option of emailing your letter. An email is an electronic letter, you can write the “letter” in the email body, or you can attach as a word document. Either way, ensure it is formatted and presented in a professional layout.

An example of a speculative letter...

220 Earl St
London
EC1

29^thApril 2009

Mrs Nicky Smith
HR Manager
XXXXX Ltd
12 Park Rd
London, WE20

Dear Mrs Smith

I would like to express an interest in XXXXX Limited as I have read with great interest your participation with the XXXXX programme and feel this is an area I could add significant value to.  

In my current / previous role at XXXXX I was heavily involved in a similar programme of work which was closely connected to XXXXX. My position was Programme Office Analyst, in this role I was responsible for supporting the programme and project mangers in the role out of the programme. My strengths lay in the stakeholder management arena as this was a sensitive programme of work it was essential to forge strong relations across the organisation and with our external partners.

I have attached a copy of my current CV for your perusal and I am happy to provide further detail, I am currently available to begin a new role immediately and would welcome an opportunity to discuss how I can add value to your organisation.  

I look forward to your response.

Yours sincerely

Jackie Brown

The purpose of a CV (Curriculum Vitae) is to provide a summary of academic and work history. It is also a personal marketing tool. Your CV should promote your skills & achievements, should make the reader (the employer) want to read on and confidently secure you an interview.

There are a variety of formats available for CVs: functional (emphasis on transferable skills not contextualised to any particular role), targeted (aimed at a specific role—highlighting skills and experience relative to the position) and chronological (the traditional format following work and education experience in order of year completed etc—most recent first).

A well-written 2 or 3 page chronological CV tends to be a more effective professional document, but it is an art not a science so ultimately there is no right or wrong format.

Key points to a good CV:

• Be honest: always be truthful and ensure you get all the dates correct, etc. Qualifications need to be correct, as most employers will ask you to provide certification in the offer process.
• Clear and concise: ensure you keep to the point, state the size and complexity of the project / programme / portfolio, as well as your involvement.
• Grammar & spelling: poor spelling and grammar is not acceptable these days when most word processing software has built-in spell check and grammar checkers. Proofread your CV and ask a friend / partner / colleague to proofread it as well.
• Make sense: when asking someone to proofread your CV, also ask them the question, "What is it I do?". If their response is correct, then your CV is working if they don't understand or give a different response than expected, chances are the recruiter / employer will not understand or misread it, too.
• Formatting: as your CV is a professional document, you should ensure it looks like one! No pictures, coloured text, company logos, website addresses (unless you are a website designer / project manager and are showing an example). All too often, we see 6-page long CVs which could easily be re-formatted to 2 or 3 pages state "expert level MS Word user" - this is not meant as a good example; rather, it illustrates you are either lying or just lazy. Use a simple text format, no text boxes or significant details in headers, as these may be lost when processed by CV strippers! Be consistent, pick a style and stick with it throughout the entire document.

There are a number of routes available via the internet for researching and obtaining your next role. It is important to create a record of how you are finding roles and the sources that are advertising the roles most relevant to you. This will help minimise duplicate applications; which ultimately shows a lack of attention to detail and sets a poor impression from the outset. Also answering calls, “Did I apply for that role?” implies you have been applying for a lot of roles which can also create the impression you are not sure what role to go for or can convey desperation. Go to the Arras People Live Vacancies page to see a live example of a jobs board.

By creating the above documentation you not only have a record of what you have applied for and can be on the ball when called by employers and recruiters but you can start to get a clear idea of which recruitment websites / agencies have the most relevant roles for you. Once you have this value data you can then target your search.

• Monster
• Total Jobs
• JobServe
• Arras People
• CV-Library
• Third Sector Jobs
• Reed
• Trinity Mirror Digital Recruitment
• Jobs.ac.uk
• Jobs Go Public
• JobSite
   

Sources

You can register your CV with most of the above recruitment websites and you will also be given an option to sign up for "jobs by email". This way, you can be emailed as soon as a role is placed on the job board and be one of the first to see it. You will be asked for keywords - try to keep them open, such as; "Project AND London" as some role titles can be misleading. Keeping it basic will pick up more roles along with roles you may well have missed. Do not apply for every role! Only roles applicable to your skills and experience; i.e. if the advert asks for someone who has delivered projects in the NHS - they do not need a PM solely from construction - you will be rejected. Concentrate your efforts on the right roles for you. The downside to registering your CV to job sites and recruitment agencies is being submitted for roles without your knowledge which may disadvantage you later in the process.

Completing application forms has become popular again, this is due to candidates not putting a lot of effort into applying for roles (simply emailing their CV) and because so many applicants out there use professional CV writing services it is difficult to tell who can.

When making a phone call to a prospective new employer or recruitment agency, you should be equipped with the following basic information: the name of the person you are calling, what you are calling for i.e. reference number of the role, the reason for your call, and the main points you wish to discuss. Preparing a crib sheet will help prompt you and keep to the point.

Ensure you identify yourself immediately at the beginning of the call—HR people and recruiters speak to dozens of prospective candidates daily, so it is important not to assume they will remember you-remind them how they know you.

Manners cost nothing and create the right impression—do not assume the person answering the phone is "just a call handler" - everyone deserves respect, regardless of who they are. Enquire as to whether it is a good time to call; if it isn’t, arrange another mutually convenient time for you to call.

Call from a quiet room—ensure the TV or radio are not on and children are not running around screaming. Call from a landline if possible to avoid poor reception or being cut off. Take notes whilst on the call capturing any relevant information.

When receiving calls, make sure you have your role files in front of you—a simple document containing role titles, company / recruiter name, role reference number, when you applied, etc., makes for a good resource allowing you to quickly recall which role the caller is calling you about.

Create professional answer phone and voicemail messages for your landline and mobile phone—silly messages or children's messages-although funny and endearing to you and your friends-your potential employer may find it off-putting.

Example Calls to a Recruiter:

The Wrong Way

Caller: "Hello, I applied for a project manager position and I am chasing my application."
Receptionist: "Do you know the name of the consultant or the reference number for the role?"

Caller: "No—it is a Project Manager position."
Receptionist: "Without a reference number I cannot put you through to the relevant consultant, can I take your name so I can check our records?"

Caller: "Forget it!"

The Right Way

Caller: "Good afternoon my name is Laura Craft, may I speak with Mick please?"
Receptionist: "Can I ask what the call is regarding?"

Caller: "Of course, I have applied for a Project Manager position based in Surrey and I am looking for an update on my application. I have the reference number, it is AP-PM-480."
Receptionist: "Certainly, please hold the line whilst I try to put you through."

Recruiter: "Good afternoon Mick speaking."
Caller: "Hello Mick, my name is Laura Craft I applied for your Project Manager position AP-PM-480  yesterday and was wanting to have an update on my application?"

References are an important part of securing your next role—all employers offer roles subject to reference checks, so it is important to keep in touch with previous employers and ensure you keep their contact details up to date. If you are still in your role but are about to be made redundant, ask your line manager for a reference on letter headed paper, get it signed and keep it in a safe place.

Experience has shown it can be beneficial to take copies of references to interviews-inevitably the employer will want to contact the referees direct but in the first instance it could sway a decision.

Do not put your referee’s contact details on your CV—recruiters are renowned for contacting them for leads on new roles. This not only annoys your referees, but also may ruin your chances of receiving a deserved reference when the time comes.

Upon leaving your place of work, you should ensure you note down the following details:

• Full name of referee
• Accurate role title
• Full company name
• Full company address
• Direct phone number
• Switchboard phone number
• Mobile number
• Email address