Welcome! If you're here, you’re likely preparing for an interview with the Civil Service, focusing on the behavior Communicating & Influencing at the Administrative Assistant (AA) level. This post will guide you through what to expect, how to prepare, and what the interviewer will be looking for in your responses.
Let’s dive in!
What is Communicating & Influencing?
Communicating & Influencing refers to how effectively you can share information, engage with others, and encourage action. At the AA level, it’s about ensuring messages are clear, polite, and appropriate for the audience. You may not be leading teams or managing people directly, but your ability to communicate effectively is still vital.
💡 At this level: You are likely following instructions and passing on information. You won't be expected to handle highly complex or strategic communication, but you must be able to support your team by sharing information clearly and efficiently.
💡 Higher levels: Managers or more senior roles may need to influence policy, lead discussions, or negotiate, which requires more advanced skills.
Answering Civil Service Behavior Questions with the B-STAR Method
To structure your responses, it’s a good idea to use the B-STAR method. Here’s how:
- B – Belief: Share your belief or principle that shapes how you communicate and influence others.
- S – Situation: Describe the context of your example.
- T – Task: Explain the task or responsibility you had in that situation.
- A – Action: Discuss the specific actions you took to address the task or problem.
- R – Result: End with the result and what was achieved because of your actions.
Common Interview Questions on Communicating & Influencing
🗣️ Can you tell me about a time when you had to explain something complicated to someone?
🗣️ Describe a situation where you had to adjust your communication style to suit your audience.
🗣️ Have you ever had to resolve a misunderstanding between colleagues?
🗣️ Click this link to see more example questions...
What the Interviewer is Looking For
When you're answering questions, the interviewer is trying to assess how well you meet the behavior criteria. Here's what they'll want to see for some of the questions:
🗣️ Can you tell me about a time when you had to explain something complicated to someone?
They want to hear how you adapted your communication to ensure the other person understood. Did you simplify the language? Use analogies? Tailor your message based on the person's level of knowledge?
🗣️ Describe a situation where you had to adjust your communication style to suit your audience.
Here, they’re looking for flexibility. How do you recognize when someone doesn’t understand? Did you change your approach mid-conversation to make sure your message got across?
🗣️ Have you ever had to resolve a misunderstanding between colleagues?
The interviewer wants to see how you influence others to resolve conflict. How did you manage the situation without escalating it? Did you listen actively and help both sides come to an agreement?
Scenario Ideas for Your Answers
The scenarios you choose should highlight your ability to communicate and influence effectively at the AA level. Here are some situations to get you thinking:
💡 Explaining a new office process to a colleague who was struggling to understand it.
💡 Helping a customer navigate through an online system they found confusing.
💡 Calmly resolving a small disagreement between team members over task responsibilities.
Common Mistakes to Avoid
🚫 Rambling: Keep your answers focused and concise. Stick to the point!
🚫 Being too technical: Remember your audience. If your example is too complex, it might not resonate.
🚫 Forgetting the 'Result' in B-STAR: Always finish with the result. The interviewer wants to see the outcome of your actions.
🚫 Not tailoring your communication: It’s important to demonstrate that you can adapt your communication style based on who you're talking to.
Key Takeaways
At the Administrative Assistant (AA) level, Communicating & Influencing is all about being clear, polite, and responsive. You’re supporting your team by passing on information accurately and adjusting your communication style when needed. Stick to the B-STAR method, avoid common mistakes, and focus on how you can be effective in a supporting role!
Good luck with your interview preparation – you've got this! 🎉
Click here to continue learning more about the AA/AO interview...
