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  • Hi, everybody.

  • My name is Richard McMunn and in this interview training video, I'm gonna teach you how to

  • pass your admin assistant interview.

  • So if you've got an administrative interview coming up, this interview training video is

  • for you.

  • I'm gonna give you 7 interview questions, but I'm also going to give you the answers.

  • So please stick around.

  • And I'll also tell you where you can download the slides, which include the answers, to

  • help you during your preparation.

  • So welcome to this interview training video.

  • That's me there on the right-hand side.

  • My name is Richard McMunn.

  • I've been helping people like you to pass interviews for many, many years now.

  • Lots of people who use my training end up passing the interview.

  • So please stick from beginning to end because, as I say, I'm gonna actually give you the

  • slides where you can download all of these questions and answers.

  • Please, I'd really appreciate it, if you do like the video, you gave it a thumbs up, and

  • don't forget to subscribe to this channel.

  • Just click the red button below because then you'll get notified as soon as I create further

  • interview training videos, which I do virtually every week.

  • Okay, so let's get straight into the training and get you passing your admin assistant interview.

  • So three important tips, first of all, before I give you the questions and answers.

  • Tip number 1, make sure you use the job description to predict the interview questions.

  • Now, I'm gonna show you a sample job description for an admin assistant, which will be pretty

  • much the same as the one that you'll have to go through.

  • But if you follow this process, then you can virtually predict the interview questions,

  • and I'll show you what to do in a second.

  • Tip number 2, use the STAR interview technique when answering situational type questions.

  • So a situational-type question would be, "Can you give an example of when you have planned

  • and organized multiple tasks as an admin assistant?"

  • Okay, that's where you have to give a situation, you have to describe it.

  • So I'll show you in a second, again, how to do that.

  • Now tip number 3, be positive and upbeat about the company you are applying for.

  • So you're being interviewed for an admin assistant role, make sure you research the company,

  • but go on their website and see if you can find any positive news stories about them

  • that you can then relay back to them during the interview, when they say to you, "Tell

  • us about our company," then you can give them some positive information.

  • Okay, the first tip is use the job description to predict the interview questions.

  • So admin assistant job description, let's have a look at a sample.

  • So here we go, "We are looking for a responsible admin assistant to perform a variety of admin

  • tasks and clerical tasks.

  • The duties of the admin assistant include providing support to our managers and employees,

  • planning and organizing daily tasks, managing diaries and appointments, note taking, prioritizing

  • tasks and communicating with our customers and clients."

  • So I'm going to put that up again, but if you notice here, I've highlighted in red the

  • key qualities and attributes required to do the job, and these are the interview questions

  • that you'll get asked.

  • So you'll have to give evidence of when you provided support, when you planned and organized,

  • you managed diaries and appointments, you took notes, you prioritized tasks and you

  • communicated with customers or clients.

  • So I'm going to give you sample interview questions and responses in a second.

  • And by the way, if you have an admin interview coming up, please feel free to put the type

  • of interview it is in the comments section below the video and I'll come on and I'll

  • predict the interview questions for you.

  • Okay, so let's have a look at some sample interview questions based on this job description.

  • Number 1, give an example of when you've provided support to a team within an administrative

  • role?

  • Question 2, describe a situation when you have to plan and organize multiple tasks.

  • And by the way, I'm going to give you the responses to these interview questions very

  • soon.

  • Question 3, give an example of when you have took notes during an important meeting.

  • And question 4, describe a situation when you've communicated effectively with customers

  • and/or clients.

  • So you can see there, by just getting the job description at the top, I've then highlighted

  • the key elements of the role, and then worked out what the interview questions will be.

  • And this will be pretty much the same for all of you.

  • Okay, the other tip that I mentioned was using the STAR technique when answering situational

  • type admin assistant interview questions.

  • So you construct your responses in this manner.

  • You tell them the situation you were in, so describe the situation you were in.

  • Then explain to the interview panel the tasks that needed to be done.

  • Then say what action you took.

  • And then tell them what the result was.

  • And I put there in brackets, positive, so you want the result to be positive.

  • So situation, task, action, result.

  • That's how to structure your responses to the situational type admin assistant interview

  • questions.

  • Okay, let's now get in to these interview questions and answers that I keep going on

  • about.

  • And as I say, I'm gonna tell you where to download these exact slides that you can use

  • during your preparation soon.

  • Question 1: Why do you want this job and what can you bring to the role?

  • So refer to the job description in your answer, tell them you already have experience within

  • this type of role, and list the qualities you have that match the job description.

  • So I'm gonna give you my sample response to the interview question, "Why do you want this

  • job and what can you bring to the role?"

  • "I have studied the job description in detail and I feel strongly that I have the skills,

  • qualities and experience to match the role.

  • For example, part of the role requires an ability to plan, organize and be responsible

  • for the organization's day-to-day activities.

  • Now, in my previous role, I was praised for this type of work and I believe I have extensive

  • experience of organizing all types of work.

  • I can be relied upon to organize all of your tasks and I will never miss an important deadline.

  • In addition to being organized, I set myself very high standards, have solid communication

  • skills, can be trusted to deal with your customers and clients and am competent in all administrative

  • software packages such as Excel, Word, and PowerPoint.

  • I feel strongly you will be impressed with my work ethic and I will not let you down

  • if I'm successful at interview today."

  • That's a great response to the admin assistant interview question, "Why do you want this

  • job and what can you bring to the role?"

  • Question 2: Describe a situation when you had to plan and organize multiple tasks.

  • So three tips: Give a specific example of when you've managed multiple tasks; don't

  • forget to use the STAR technique for responding - situation, task, action, and result; and

  • try to add a time element to the situation.

  • So what I mean by that is you have to say, "Do two or three important tasks within a

  • set time period."

  • Here's my response to this interview question that you can use.

  • "In my previous job, I had a situation one day where the managing director required multiple

  • tasks to be completed within a very short time frame.

  • A situation occurred whereby a key member of staff was off sick, so somebody needed

  • to step up and get the work done in super-fast time.

  • Now the tasks involved: organizing an important meeting for the following day, taking notes

  • and recording minutes for another meeting that afternoon, and also collating sales data

  • for the next day's meeting and briefing my managing director.

  • So I set about creating a plan for each task based on the priority and importance.

  • The following day's meeting was organized first of all.

  • I booked the meeting room, sent out invitations and created the meeting agenda.

  • I then planned for the meeting that afternoon by reading the meeting notes from the previous

  • meeting to make sure I was fully briefed and aware of the action points and agenda.

  • Now, following the meeting, I wrote up my notes before starting work on the collation

  • of sales data.

  • It became apparent that I would not finish the collation of data in time for 5:00 p.m.,

  • so I briefed my manager that I would stay late and send over the figures as soon as

  • they were ready.

  • He was happy with my suggested resolution.

  • And by 5:45 p.m., I had completed the work and went in to brief my manager.

  • He thanked me for my hard work was impressed with my organization and planning abilities."

  • Another great situation and response to that question.

  • I've actually given three tasks that had to be done in the same day, but I also demonstrated

  • how I planned them, and this is important, based on priority.

  • Which was the most important?

  • And then I also demonstrated that I stayed behind after work, which shows that I'm flexible.

  • Okay?

  • And that's an important part of the admin assistant role.

  • Question 3: Describe a time when you had to deal with a difficult customer or client.

  • Okay, virtually a guaranteed question.

  • So three things: Give a specific example of when you have to deal with someone who is

  • difficult; demonstrate an ability to remain calm and in control; and show you have the

  • ability to resolve problems on your own.

  • Okay, here we go.

  • Here is the answer.

  • "Recently, we received a complaint via email from a who had ordered some goods from our

  • website that ended up being faulty.

  • I immediately took control of the situation and contacted the customer by both email and

  • telephone to explain I would be the point of contact.

  • The customer was clearly angry and upset at the situation.

  • Well, I listened to their concerns and demonstrated empathy during the call.

  • I managed to persuade the customer to give me the opportunity to resolve the situation,

  • which they agreed to.

  • Now, after I had got to the bottom of the situation, I apologized to the customer and

  • detailed very clearly the steps I was going to take in order to resolve it.

  • I asked our warehouse team to dispatch the new goods on a priority delivery service and

  • arranged for a courier to also pick up the faulty goods to save the customer having to

  • do it themselves.

  • I then arranged to call the customer the day after the goods were delivered to check they

  • were happy with the service and goods they had received.

  • When I spoke to the lady on the phone, she thanked me for sorting out the problem quickly

  • and to her satisfaction.

  • Whenever dealing with customers or potentially problematic situations, I can be relied upon

  • to sort things out quickly and will always take responsibility for a situation."

  • A great answer.

  • Question 4: What are your strengths?

  • Okay, three things: Relate your answer to the attributes required to do the job competently,

  • and I'll show you how to do in a second; always use positive keywords in your response to

  • this question; and describe how you like to be put under pressure and you can take responsibility

  • because being an admin assistant means you have to work under pressure.

  • Some people can't handle that, but you can.

  • You're going to demonstrate this in your response.

  • Here we go.

  • "I believe I have a number of key strengths and qualities that would be highly useful

  • within this role.

  • Now, to begin with, I am highly organized and can plan tasks effectively in order to

  • make sure they are successful.

  • I also have the ability to work alone as well as part of a team.

  • I am a strong communicator, both face-to-face and via email.

  • I set myself high standards and feel I can be a positive role model for your company.

  • Finally, one of my key strengths is that I can be relied upon to deliver my work to a

  • very high standard.

  • I fully understand it's important for you to employ an admin assistant who can be left

  • alone to get on with their work and deliver the tasks you need doing.

  • I feel strongly that if you employ me, I will work hard to perform my duties competently

  • and professionally at all times."

  • Great response.

  • And don't forget, stick around still because very soon, you're gonna get the slides with

  • these exact responses that you can use.

  • Question 5: What are your weaknesses?

  • So that's obviously entirely different from what are your strengths.

  • Now, make sure you actually give a weakness, so give a specific weakness.

  • Those people who say they don't have any weaknesses, in my opinion, are not telling the truth.

  • We all do have weaknesses, but it's what you do about them that's important.

  • So turn your weakness into a strength, and I'll show you how to do that in a second.

  • Tell the interview panel you are continually looking to improve and develop.

  • Here's my response to the question, "What are your weaknesses?"

  • "I feel my main weakness is that I sometimes take on too much work, simply because I don't

  • want to say no.

  • But by taking on too much work, it can potentially have a detrimental impact on my other tasks.

  • So I am learning to complete tasks thoroughly first before agreeing to take on additional

  • tasks.

  • Having said that, I do feel it is my responsibility to take on as much work as possible and I

  • can be relied upon to work hard and complete tasks thoroughly.

  • If I feel there is a task put my way that I cannot deliver on time and to the right

  • standard, I will always look to find someone else within the office who is equally as competent

  • to take on the role.

  • Finally, I'm always looking to personally develop and improve my skills based on reflective

  • analysis of my performance."

  • Great response.

  • Question 6: What is the most difficult part of being an admin assistant?

  • So what is the most difficult part of being an admin assistant?

  • This question assesses your knowledge of the role because you can't say like it's all really

  • easy because some parts are challenging, so you have to demonstrate you understand the

  • role.

  • So demonstrate you can embrace difficult parts of the job and give an example of when you've

  • successfully completed the difficult aspect of the role.

  • Here we go, here's my answer that you can use.

  • "I find the most difficult part of the admin assistant role is having to rely on external

  • partners and organizations to get a specific task completed.

  • Now when I'm relying on external partners or businesses to respond to queries or questions,

  • it can be challenging and frustrating, as the success of your own task relies on them

  • responding and doing their part of the job in a timely manner.

  • Now, although this part of the role can be frustrating, I actually quite enjoy chasing

  • people and putting pressure on them to do their task, simply because my job is reliant

  • on them performing.

  • I am always courteous and polite when dealing with people, companies or partners, but I

  • do find that being in regular contact with them during the task completion process helps

  • to get the job completed more quickly.

  • Question 7: What would you do if you didn't get on with someone in the office?

  • Okay, now this question assesses your level of maturity and professionalism.

  • So don't say you have had this type of situation before because we want you to get on with

  • everybody.

  • So what you have to do is you say what you would do if this situation arose.

  • So give a step-by-step explanation of what you would do.

  • And here's my response for you.

  • "Although I've never found myself in this type of situation, I feel I could handle it

  • maturely and professionally.

  • I understand that sometimes we can't get on with everyone, but I would always try my best

  • to be friendly, professional, and helpful with anyone I worked with.

  • If there was someone I didn't get on with, I would first of all go out of my way to try

  • and make friends as this would be beneficial to the team environment.

  • I would also look at my own actions to see if I were actually doing anything that was

  • potentially contributing to the situation.

  • If I had tried absolutely everything and we still didn't get on, I would always be friendly

  • and professional as the goals and aims of the organization must always come first."

  • Okay, great.

  • So to get these slides, click the link below the video, okay, and you will see that I've

  • put in the description below the video, and you might have to click the Show More link,

  • then you'll see I've uploaded these slides to SlideShare where you can download straight

  • away.

  • Also, to get another 50 training video interview questions and answers to help you pass the

  • admin assistant interview, click the link below the video or go to the website passmyinterview.com

  • and you can get access to a free training course.

  • And there is literally over 50 training videos with questions and answers.

  • Guys, I hope you've enjoyed that video.

  • Please, give it a thumbs up.

  • Don't forget to subscribe and also say hi in the comment section.

  • And if you'd like me to create any videos for you, or you want me to answer any questions,

  • stick them in the comments section, and I'd be more than happy to help.

  • Thank you very much for listening and watching.

  • And I wish you all the very best in your pursuit to passing your admin assistant interview.

Hi, everybody.

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A2 初級

7個ADMIN ASSISTANT面試題及答案(PASS! (7 ADMIN ASSISTANT Interview Questions and Answers (PASS!))

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    林宜悉 發佈於 2021 年 01 月 14 日
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