Résumé Rules: Dos and Don'ts for Success

One of the biggest challenges for most administrative professionals searching for a job is creating a compelling résumé. It doesn't help that the rules for crafting this document change frequently. (e.g., Should you keep your résumé to one page? Is it wise to include your hobbies?)
That's why it's important to know the current dos and don'ts of résumé writing. The following tips will help you persuade a potential employer that you're the best candidate for the job:
Do target the content.
Take the time to tailor your résumé to the requirements of each position you're applying for by highlighting your relevant skills and experience. For instance, if you are applying for an entry-level data entry opportunity, you might devote more space to the data entry work you performed during a summer internship than your accomplishments as a receptionist while with the company.
Don't forget to start with a bang.
To capture your readers' attention right away, begin your résumé with a brief summary of your qualifications. Here's an example: "Dedicated administrative professional with thorough knowledge of Office programs and excellent written and oral skills. Possess Certified Administrative Professional rating and four years of professional experience." By clearly describing your professional background, as well as any designations you possess, at the top of your résumé, you'll stand out as a hiring manager plows through dozens of documents.
Do emphasize ROI (return on investment).
It's a common résumé trap to highlight a "laundry list" of skills you possess instead of showing how you used those abilities to impact the company's bottom line. For example, rather than saying, "trained employees on new timesheet process," you might write, "developed a PowerPoint presentation and gave hands-on instruction to 25 staff members, cutting timesheet-related tasks in half."
Don't think you must keep your résumé to one page.
While the traditional advice has been to limit résumés to one page, most managers today are willing to read past the first page. Nearly half (44 percent) of executives polled by our company said they prefer résumés that are two pages long. Employers are willing to spend more time reviewing application materials in an effort to determine who is most qualified for a certain role. Just don't go overboard: Hiring managers want to see that applicants can prioritize information and concisely convey the depth of their experience.
Do choose your words wisely.
Many organizations electronically scan résumés and search keywords, so, if your experience matches what the company is looking for, try to include the exact phrases and specific applications listed in the job description. If the description asks for an individual who possesses three or more years of administrative experience and a Certified Administrative Professional designation, and you have this background, be sure you include these points in your résumé. This will increase the number of hits your résumé generates during the initial screening process and improve your chances of being invited for an interview.
Do sweat the small stuff.
Eighty-four percent of executives polled by our company said it takes just one or two typographical errors in a résumé to remove a candidate from consideration for a job opening; 47 percent said a single typo could be the deciding factor. So in addition to proofreading your document several times, ask a few close friends to review your résumé before sending it out. They may spot problems your spell-check function didn't catch.
And some final don'ts:
· Don't list a quirky e-mail address on your résumé. Employers generally don't want to ask "luvtohunt@xyx.com" or "partygrl000@abc.com" in for an interview. Instead, create a separate account for professional purposes.
· Don't include irrelevant personal information, such as your favorite food or hobbies. If you volunteer at an organization or speak a second language that relates to the job, it's OK to mention that information.
· Don't use complete sentences; hiring managers prefer short, bulleted statements.
While there is no magic formula for creating the perfect résumé, there are certain things to do and not do that will increase your chances of success. By following these, you'll create a standout document.

CV advice

If your resume doesn’t hit the spot in the first 20 seconds, you may have missed a golden opportunity. It’s vital that you get it right.
Here are a few hints to keep in mind.

• Make the layout as simple as you can
• Keep it short, two pages or less is ideal
• Shout about your successes. If you’ve saved your company money or improved efficiency, then say so
• Use short sentences and bullet points; you can then bring the story to life at your interview
• If you use facts and figures make sure you can back them up
• Typing and spelling errors won’t impress; ask someone reliable to help you read through it carefully
• List your most recent job at the top and work backwards
• Account for gaps in time. If you’ve been travelling or had a career break, that’s fine. Just make sure you give details
• Include details of any worthwhile out of work activities like membership of a sports team or community work
• Never exaggerate the truth; claiming to be a top rower when you’ve only tried it once won’t go down well if Steve Redgrave is on the interview panel

How to write a CV

Why do I need a CV?
Getting an interview can depend on how good your CV is. It's your chance to show an employer you've got the skills and experience needed, and that you're the right person for the job.
I've never written a CV before - where do I start?
Firstly, you'll need to think about:
what to include
how much detail is needed
how to make your CV stand out from all the others
Where can I get help?
You can get advice on how to improve your CV, or write your first CV, from learndirect careers coaches. You can call them on 08080 100 333. Lines are open 8am to 10pm, seven days a week.
Not able to get to the phone right now? You can also email an adviser or request a call back at a time to suit you.
Try our online CV Builder
Check out the learndirect careers advice CV Builder. It can help you build your own CV in just 12 steps.
Or, as a start, follow these guidelines:
How long should it be?
Your winning CV should be:
easy to read with space between each section
no more than two pages long - only senior executives with a lot of experience should have longer CVs.
You may wonder how to fit everything into 2 pages but you can free up space by leaving certain things out or by being brief about others that are less important. For example, it's not necessary to put 'CV' or 'Curriculum Vitae' at the top.
What should I definitely include?
Start with your personal details; your name, address and contact details. It's up to you whether you include your age, marital status and nationality - it's not essential.
Tailoring your CV to the job
Your CV shouldn't be your life story but should be tailored for the job you're applying for, focusing on the parts that are important. Look at the job advert or the person specification and think about what the job involves, and what the employer is asking for. Take some time to find out about the main activities of the employer.
Your personal profile
Underneath your personal details, your 'Personal Profile' outlines your:
1.skills and qualities
2.work background and achievements.
It should only be a few lines but must spark the reader's interest. For example, if the job involves working with people, you could say you're a good team-worker and an effective communicator. Be brief - you can highlight examples of your skills in later sections.
Education and work experienceThis part of your CV depends on your background and the type of job you're applying for. Some jobs require experience, while for others your qualifications are more important. If you've been working for a while, put your employment history first; if you're younger and don't have much work experience, focus on your education and training.
Employment history
Start with your present or most recent job and work backwards, using bullet points. Include:
1.each employer
2.the dates you worked for them
3.the job title
4.your main duties
Employers want to see how your experience will be useful to them, so be brief about jobs that are totally different from the one you're applying for. Relevant jobs should be listed in more detail, showing not only your main duties and responsibilities but giving examples of the skills you used and what you achieved. This is the information the employer uses when deciding whether to interview you or not. Your employment history shows your experience and suitability for the job. Include useful information but leave out anything that's not relevant.

Relate your skills and experience to the job description and what the employer is looking for. Also include any relevant temporary or unpaid work. Avoid unexplained gaps in your employment history, as employers may think you have something to hide! You can provide reasons for them further on where necessary.
Education and training
Start with your most recent study and go back to the qualifications you got at school. Using bullet points or a table include:
the university, college or school you went to
the dates the qualifications were awarded and any grades
any other courses, if they're relevant.
Hobbies and interests
Some employers like to read about your interests, as it can give them an idea of your strengths and what you'd be like to work alongside. As with your employment history, it should be relevant in some way to the job. For example, if you're involved in any clubs or societies this can show that you enjoy meeting new people. People often put on their CV that they enjoy cooking or reading, but these activities are too general and widespread to be of interest to an employer.
Additional information
If you need to add anything else that's relevant, such as a gap in your employment history for travel or family reasons, you could include a further section titled 'Additional Information' after your interests to explain this.
References
Finally, you should state that references are available if required, although you don't need to include referees' contact details on the CV. At least one referee should be work-related; or if you haven't worked for a while, some other responsible person who has known you for quite a while.
How should it be presented?
Print your CV on white A4 paper, using just one style and font. It should be concise and easy to read. Check it for spelling and grammar mistakes. You can use a computer spelling and grammar check but it's also good idea to get it checked by somebody else.
A common mistake is to use bold type everywhere. It's good for section headings such as 'Employment History' or 'Education' but many people use it to highlight dates and previous employers' names - this draws the reader's eye away from what's important.
What are the different styles of CV?
There are four main styles:
chronological CV - the most widely used, listing work history then education in reverse order
functional - has a section near the beginning that describes skills and abilities acquired through many jobs. Often used by those who've had a very varied career
targeted - similar to the functional CV, and useful for those with varied or patchy employment histories
alternative CV - for jobs requiring creative flair.
Examples of different CV styles can be found on the following websites.
totaljobs.com
cvspecial.co.uk
workthing.com
alec.co.uk
bradleycvs.co.uk
More tips on writing a good CV
Do
use positive language - when describing your work achievements use power "doing" words like "launched", "managed" and "improved". Quote figures if possible to back up your claims.
use good quality paper - first impressions count!
use a word processor on a computer - typed or written CVs won't impress
include other skills that might be useful to an employer - driving, languages, IT skills etc
Don't
lie - employers have ways of checking what you put is true, and may sack you if they take you on and find out you've lied to them
include a photo unless requested

Simple Advice on How to Tailor Your CV to a Specific Job Description

If you are looking for a job, then it is very important that you understand how to offer yourself in the best way to an employer. This is done by writing a 'CV' (curriculum vitae - Latin for 'life story'), Called in some countries a 'resume'. Different countries may have different requirements and styles for CV resumes. So you must follow the correct practice for your culture and country. However, we will try to give you important principles and advice. A CV resume is quite simply an 'advert' to sell your self to an employer. You should send a CV to an employer when they ask for one in a job advert, or when you are enquiring if any jobs are available. So the purpose of your CV is to make you attractive, interesting, worth considering to the company and so receive a job interview. An employer may have several hundred enquiries about a single job; he or she will only choose a few people who appear suitable for interview.


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