Do's and Don'ts For Waiting for the Interview

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When you are at the location of the place where you are to be interviewed but you are waiting to meet the person you are to be interviewed by...you are being watched!

Did you know that?  Did you know that the receptionist is very likely watching you for clues that would suggest that you are the right or wrong person for the job?  Did you know that the interviewer is very likely to ask his/her opinion of what they saw?  It is true!

When I was a receptionist at one company, the VP would always ask for my opinions about the people that came in for interviews.  Sometimes what I saw would change her mind.  Sometimes it wouldn't.

Keep these tips in mind when you are waiting to be called for your interview:

• DO turn off your cell phone.  You should not be receiving calls or texting while you are waiting.
• DON'T chat up the receptionist.  She/he is busy working.  It is ok to as one or two questions but don't take up too much of his/her time.
• DO review your notes.  You can make up index cards to put notes on and look them over while you are waiting.
• DON'T chew gum.  Chewing gum is just unprofessional and it makes you look like a teenager.  Get rid of it before you come into the building.
• DO sit properly.  Legs crossed at the ankles or at the knees is fine.  Legs crossed under you is not.  Slouching is never appropriate.
• DON'T use the time to have a quick cat nap.  Be alert and ready to greet your interviewer.
• DO smile pleasantly at those who meet your eye as they walk through the office.  Appear presentable.
• DON'T take the time to pick stray cat hairs off your clothes.  You should have done that before you got there.
• DO take the time to observe others in the office.  How are they dressed?  How do they talk to each other?  What is the general feel of the office?
• DON'T use the time to clean out your wallet/purse.

5 Ways for Admin Assistants to be More Efficient

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Efficiency in the office is important no matter what your job is but it is especially important for administrative assistants.  There are many people that depend on us to get the job done and to get it done quickly and properly.  That means we need to be efficient.

So, how can we be more efficient on our jobs?

• Refine and prioritize your To Do List - Remember that a To Do List can be very helpful in improving efficiency but only if it is organized.  If you have 100 things on your To Do List it will be overbearing and you’ll be lucky if you get a few of them done.  Instead, make sure that no matter how many things are on your list they are prioritized.  If you have 5 or 6 things on you’re A list it won’t seem quite so scary and you might actually move on to the B list in the day!

• Remove distractions - ringing phones, email, the Internet.  These things can all be very distracting.  If it your phone that is driving you crazy, see if you can forward it to voice mail for an hour while you concentrate.  If you email is open and you can resist check it every five minutes, shut it down.  Set up an automatic message that says you are working on a project for the next two hours and will contact them after that time.  Leave a number for emergencies.  If the internet is making you nuts check out some of these great tools you can use with Chrome.  There are other tools that are available with Firefox and IE8 as well – just do a search for them an you’re likely to find lots of ways to control your Internet browsing and help you focus on the task at hand.

• Set time goals – how much time do you really need to get the job done?  Make an estimate and then time yourself.  Perhaps you find yourself losing concentrations after awhile.  If you do, make sure that you plan breaks into your work time.  It is amazing how much a five minute walk around the block can help you re-focus when you get back to your desk.  Just don’t schedule those breaks too often because every time you take a break it takes more time to get you back into work mode.

• Clear your desk – if you have other projects sitting around your desk and remember something you wanted to do because you catch sight of it out of the corner of your eye it can be very easy to lose sight of what you are supposed to be working on.  Try to have only the things you need for the task you are working on at your desk.  Everything else should be put away.  Out of sight, out of mind.

• Break up large tasks – large tasks can be very intimidating and if you know that it is going to take 20 hours to get the job done it can be hard to concentrate on the immediate task.  Instead of planning to work on Project B, break it down into smaller tasks – research, outline, make phone calls to get information, edit, re-write.  Smaller tasks are more manageable and as you see yourself complete each part of the job you’ll see that you are that much closer to completion.

Should You Get CPS/CAP Certified?

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First, if you’re newly graduated from an administrative course you might not yet know what CPS/CAP certification is. 

CPS stands for Certified Professional Secretary.  It consists of a three part exam that covers office systems and technology, office administration and management. 

CAP stands for Certified Administrative Professional.  This consists of a four part exam that includes the three aspects of the CPS exam plus advanced organizational management.

Now, the big question is – why should you bother taking the exams if you already have a job?

Here are some great reasons:

• To show your dedication to your job
• To increase your value as an employee
• To have pride in your work
• To increase your chances of a promotion
• To demonstrate knowledge and experience over the years.
• To open yourself to new possibilities

Can you think of any other reasons?  The ladies (and some men) at the International Association of Administrative Professionals Group on Facebook sure have a lot of good reasons.  Check them out in this discussion. 

If you’ve decided that you are interested in taking the CPS/CAP exam you should visit the International Association of Administrative Professionals homepage.  Click on the Professional Development tab and you’ll find loads of information about how to sign up, where to get materials, when you can take the exams, and so on. 

And don’t forget that registered members of the IAAP get a discount!

How to Avoid Getting Interviews with Your Resume

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Want to make sure you don't get interviews, despite the fact that you are sending out as many resumes as possible.  Follow these tips and even if you send out 100 resumes a day, there is not a chance that you'll have to waste time going for an interview!

1. Use a general Objective - Use an objective that could be applied to any type of job.  Say as little as possible and try not to reveal any information about the kind of job you are looking for.
2. Skim over the details - Be general in your job descriptions and don't give them any details about what you are capable of or what you have done in the past.  Especially don't tell them about projects that you have brought in under budget or how you saved a project from being late.  Make yourself seem like any other employee in your field.
3. Don't give details about the companies you've worked for - Just assume that they will know who the company is and what they do.  
4. Give them every job you've ever worked at - Even if it is not relevant, give them a complete work history from your first paying job to your last.  It will make your resume longer.
5. Write in the third person - Make it feel like a story.
6. Give them personal information - Tell them about your fantasy league baseball team and your passion for the art of piercing.  Sound interesting.
7. Skip the date your received your degree - Just telling them you have degree is enough.
8. Don't bother to spell check - Just get it out in the mail or on their desk so you can have as many resumes floating around out there as possible.  Punctuation is no big deal either.
9. Use a resume blaster - The more resumes you have out there the better.  It doesn't matter if they are getting to real people that are hiring - just get it out there by any means possible.
10. Don't worry about what the ad asks for - They don't really care if you email it as an attachment or apply through their company site.  That stuff is only in the ad as a suggestion.  Again, just get your resume out there.
11. Make it pretty - Use some pretty colored paper to get their attention or give it some funky tabs or a fancy cover page.  It will get their attention

An Online Education in Canada

E-learning short courses (Photo credit: London College of Fashion short courses)

Many people are opting for a Canada online education instead of attending a traditional bricks and mortar college but is this really a viable option? What does it mean to get your education online? Will employers take you seriously? Let's look a little closer at Canada online education and see what it really has to offer.

First, you should understand that online education can be obtained from schools that specialize in delivering course materials online only and through universities and colleges that also have a physical location. Is one better than the other? Do some research online and see what you can learn about the institution that is offering the course.

Now, what kind of Canada online education can you get? There are many fields to choose from and you can get a degree or a diploma or you can even take certificate courses. You can take business management, health care courses, web design, arts courses, science courses, and so many more. The choice is really quite endless and with the variety of online courses that are available there is no excuse to not take advantage of online education opportunities.

Canada online education has many benefits as well. People who are upgrading their education but cannot afford to quit their day jobs can learn at home when they are not working. Those with families do not have to make a choice between being with their family and going to school. If time is an issue, you can take one course at a time so that you only dedicate as much time as you have to spare. There are many benefits to getting your education online and it could be the answer to your education needs.

In this time of economic instability, people realize that education is a necessity and they understand that in order to progress in their careers that they need to upgrade. It can be intimidating to think about going to a traditional college though because most traditional colleges are not set up to be accessible to people who have jobs and families and regular expenses. A Canada online education is a real option for people who have full lives and are busy. It allows you to get your education or to upgrade your education without interfering with your family lives or your current job.

So, is a Canada online education a viable option? Yes! It will allow you to get the education that you deserve and continue your life. It will help you move forward in your career and employers will value it as much as a traditional college education.

Travel Counselor a Great Career Choice For Those Who Love to Travel!

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If you love to travel, meet new people, and discover new places then a job as a travel counselor might be very well suited to you. As a travel counselor, you would advise client about travel destinations and help them book flights and make other travel arrangements. You would need to consider cost and time among other things. When you get them excited about their travel plans, they will be excited about working with you!

One of the advantages of being a travel agent is that you get to go on trips yourself and you will get discounted rates.

Some of the qualities you need to be a great travel counselor include:

• Excellent customer service skills
• Passion about travel
• Attention to detail
• Computer skills
• Internet skills
• Numeracy skills
• Thinking skills

To be a travel agent you will need a high school diploma/equivalent and you will likely need to obtain a degree from a college that offers Travel and Tourism courses. You may take some public relations courses as part of your training and you will learn how to best care for your customers. As a travel counselor you will need to use the computer often to make price comparisons and find the best deal for your clients, as well as to fill in proper forms.

Robertson College has Travel Counselor courses staring on May 9th/2011, in Winnipeg, and in Calgary classes are starting March 21st/2011.

Make contact today and get started with a Travel career you’ll love!

What are the duties of a nursing assistant?

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If you are thinking about a career in the nursing field but aren’t sure if it is for you, starting off as a Nursing Assistant is a great option. As a nursing assistant, you would work under the supervision of a licensed practical nurse or a registered nurse and would be able to gain experience and a better understanding of the field. You get to see what nurses do by observing them up close and you can become more familiar with the atmosphere in which they work.

Nursing assistants are often the ones to monitor the vital signs of patients. They will record changes as they watch pulse, respiration rate, temperature, and blood pressure. These are all things that help determine if a patient is getting better or not. Checking vital signs is something that must be done carefully and regularly so as to monitor the patient’s condition for positive or negative improvements.

Patient care is a very important job belonging to the nursing assistant. The nursing assistant will often help the patient with personal hygiene such as bathing and shaving. They may also help patients dress or undress when they need assistance and cannot take care of that on their own.

Nursing assistants also make sure that patients’ food and nutritional needs are taken care of. Sometimes they may have to help a patient eat or they may set out their supplements or vitamins for them. They will make sure that their patients are eating properly and not eating anything they should not.

Medicine is a very important part of most patients’ stay at a hospital or health care facility and the nursing assistants will make sure that the patients are getting the right medications. They will make sure that patients have what they need and are not eating anything or taking any other medications that will interfere with treatment.

Specific situations sometimes will determine the duties of a nursing assistant. Younger patients might need more care or a specific kind of care, as might older patients. Each patient is a little bit different and their individual needs must be taken care of.

The 10 Most Read Posts in The Past Week

Every once in awhile  I like to feature some of the more popular posts on the blog so that others can check them out, too.

These are the posts that have been popular this week:

• Let's Talk With Cheryl Stock, Career Services Administrator
• Thank You Notes Outdated?
• Why Do Robertson College Students Have a Work Practicum?
• Routines Help When You Are an Adult Student
• Combatting Forgetfulness as an Adult Student
• Career Opportunities in Pharmacy as Demands in Healthcare Increase
• 6 Factors That May Affect Your Career Success
• Consider a Career as a Personal Assistant
• Why Do I Keep Telling You to Always Be Learning?

Let's Talk With Cheryl Stock, Career Services Administrator

When people are looking for information about Robertson College, I find that one of the things they are interested in knowing more about is our Career Services that are offered to all the students who attend the school.  I took the opportunity to ask Cheryl Stock, the Career Services Administrator at our Robertson College Calgary location, a few questions so that you could understand more about how our Career Services department works.


RR: What is the purpose of a practicum?


CS:  Practicums are mandatory to all of our Calgary programs.  It is unpaid job experience that allows students to practice what they have been taught in class and potentially put a student's foot in the door of the potential employer.  Also, it provides some experience to add to their resume.


RR: How long are practicums?


CS:  Practicum lengths vary by programs and can run anywhere from 2-8 weeks.


RR: Do students get a choice of where they do their practicum?


CS: In most cases, yes.  There are two programs in Calgary (Health Care Aides and Pharmacy Technicians) where we secure the practicums for them exclusively.


RR: Do students get paid?  If not, what if the place they are placed at for practicum wants to pay them something? Or give them gifts?


CS: Practicums are unpaid.  We have had several practicum sites give a thank you of cash, gift cards, etc. to students; however it is presented as unpaid.  If the practicum host decides to pay the student "something", it is completely up to them.


RR: What kind of places take practicum students?


CS: It depends on the program. The practicum site must be relevant to the program that a student has taken.  For example, a Pharmacy Technician student could be placed at any retail location (Shoppers Drugmart, Safeway, etc.) or at a hospital.  Health Care Aide students might be placed at long term care facilities,  hospitals, or home care facilities.  Administrative students could be placed at pretty much any business that uses administrative assistants.


RR: What if a student has a specific place in mind that they would like to do practicum at or what if a business has offered to take a specific student as a practicum student?


CS: As long as the practicum site is relevant and approved by the instructor and Robertson College it is fine.


RR: What happens if a student is unhappy with their practicum before they go? Are there any options?


CS: I believe we would work with the student to ensure it is a good fit.  To be honest, I am not sure if I have come across this yet.


RR: What happens if the practicum is not working out?  Either the student or the employer are not happy?


CS: It is hard to answer this one.  It really depends on why it is not working out.  The practicum is mandatory to the program.  Students can be removed from the practicum or withdrawn from programs; however we would work with the student and try to get them into an alternate interview if it is possible.


RR: What happens if the employer gives the student a bad report?  Can the student do another practicum?


CS:  We would usually know if there are issues well before the end of the practicum and try to deal with the issues with the student and practicum  host.  We have the odd occassion where it was determined that a "re-do" was acceptable.


Thanks for giving  your time to answer these questions Cheryl!

*Note that these answers pertain to the Calgary locations and situations might be dealt with differently in our Winnipeg or Brandon locations.

Why Do Robertson College Students Have a Work Practicum?

practicum desk (Photo credit: Robotconscience)

Part of each course that is taken at Robertson College involves a practicum portion or work experience.  The length of your practicum is determined by the course that you take. Someone did a search for "do you have to find your own place for a practicum at Robertson College" so I thought I would talk a little bit about that today.

First, why do our students do practicums?

Very simply, because it gives you the opportunity to get real life experience doing all the things you have learned in your course.  If you take the Administrative Professional course you will do a practicum at a business where you are able to do filing, answer phones, deal with customers, write business letters, and many of the things that you learn during your course.  Of course, the tasks that you will do in your practicum will vary according the business where you work.

The other advantage is that you have a reference to provide for future job applications.  One of the hardest parts of getting a job in a field where you have just been trained in is that you may not have someone that can give a reference for you.  But when you leave Robertson College, you have two references - one from you instructor (make sure you ask first!) and one from the place where you did you practicum (again, make sure to ask!).

Do you have to find your own practicum?

No.  At Robertson College we have a team of Job Search Specialists who not only help you write your resume, teach you how to write a cover letter, and prepare you for the interview process, but they also set you up with your practicum.  They take the time to talk to employers all over the city where you live so they can find the best learning environments for you to take your practicum portion of the course.  Each student is place with a work practicum business that will take the time to make sure that they get some practical experience.

If you have any other questions, please feel free to ask a Weekend Question!