Hiring the Best Ch 12

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Questions and Answers

What type of interviewing technique can be employed when building interview scripts for admin/support hires?

  • Group discussion formats
  • Technical testing methods
  • Situational interviewing techniques (correct)
  • Behavioral observation

Which aspect is essential for a candidate applying for an administrative position to demonstrate?

  • Prior experience in the same role
  • Strict adherence to job descriptions
  • Flexibility in managing multiple responsibilities (correct)
  • Ability to work independently without any supervision

What is a common question to ask regarding a candidate’s ability to handle challenges?

  • Do you prefer working alone or in a team?
  • What hobbies do you have?
  • How do you handle repetitive tasks? (correct)
  • Have you ever been promoted?

Why is it important for administrative staff to prioritize responsibilities effectively?

<p>To manage an overwhelming number of urgent requests (C)</p> Signup and view all the answers

Which of the following best describes a critical quality for administrative professionals when under pressure?

<p>The ability to remain flexible and adaptable (D)</p> Signup and view all the answers

What is a potential consequence of poor work habits in administrative roles?

<p>Far-reaching negative repercussions (A)</p> Signup and view all the answers

What is one method to ensure smooth work processes when a supervisor is absent?

<p>Maintain open communication with other team members (A)</p> Signup and view all the answers

How is the success of administrative personnel often defined?

<p>By their contribution to the overall success of the team (D)</p> Signup and view all the answers

When faced with an unexpected workload, what is a recommended approach?

<p>Reschedule time to accommodate new demands (C)</p> Signup and view all the answers

What is a common expectation when dealing with managers in an administrative role?

<p>To manage relationships across multiple levels of management (C)</p> Signup and view all the answers

What is one factor that makes finding a competent administrative assistant increasingly difficult?

<p>The lack of professional respect for administrative assistants. (B)</p> Signup and view all the answers

Which of the following statements is NOT supported by the text?

<p>Administrative assistants should only be assessed on their functional abilities. (D)</p> Signup and view all the answers

What is one factor that makes creating a productive work environment critical for administrative staff?

<p>The need for administrative assistants to feel connected to the success of the department. (C)</p> Signup and view all the answers

Why does the author suggest that managers look beyond traditional job titles when hiring administrative staff?

<p>To find individuals who are more motivated to grow within the company. (A)</p> Signup and view all the answers

What is one way to address the challenges of hiring and retaining competent administrative staff?

<p>Providing administrative assistants with opportunities to move up within the company. (A)</p> Signup and view all the answers

Flashcards

Importance of administrative staff

Administrative staff are essential for smooth operations in departments, but the changing work environment and technology are making their role more complex and demanding.

Need for skilled administrative hires

Selecting the right administrative staff is crucial due to the increasing complexity of tasks and the need for self-administration in the workplace.

Evaluating administrative candidates

Evaluating candidates for administrative positions should assess functional abilities, motivation, and their ability to contribute to team success.

Motivated admin staff = Better productivity

Motivated administrative assistants are more likely to be engaged and contribute beyond their assigned tasks, leading to better departmental performance.

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Growth for administrative staff

Providing professional growth opportunities is essential for retaining and motivating administrative staff, creating a more loyal and high-performing team.

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Flexibility

The ability to adapt to changing circumstances and handle multiple responsibilities effectively.

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Prioritization

The ability to prioritize tasks and manage workload efficiently, especially when facing multiple urgent requests.

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Crisis Handling

The ability to anticipate and prepare for unexpected situations, demonstrating initiative and problem-solving skills.

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Self-Starting

The ability to work independently and efficiently without constant supervision, taking initiative and managing time effectively.

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Communication

The ability to effectively communicate and collaborate with colleagues, managers, and clients, demonstrating clear and concise communication skills.

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Planning and Organization

The ability to keep track of important matters, manage projects, and organize tasks efficiently, ensuring timely completion and accuracy.

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Teamwork

The ability to work effectively as part of a team, contributing to shared goals and collaborating with colleagues for optimal outcomes.

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Reliability

The ability to demonstrate a consistent level of professionalism, reliability, and dedication to work responsibilities, ensuring accuracy and adherence to deadlines.

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Manageability

The ability to maintain composure and professionalism even in challenging situations, demonstrating emotional maturity and conflict resolution skills.

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Adaptability

The ability to adapt to changing work environments, embrace new challenges, and maintain a positive attitude towards work responsibilities.

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Study Notes

Administrative Hire Study Notes

  • Administrative staff are crucial for departmental function, but tech reduces their need, increasing individual responsibility. A strong hire is vital for successful departments.
  • Essential qualities include functional ability and willingness to perform, particularly tasks not inherently exciting. Successful candidates connect their role to departmental objectives.
  • Crucial to consider personal chemistry between manager, team, and support staff. Teamwork and manageability are paramount. Interview questions should assess ability, motivation, and manageability. Refer to interview frameworks.
  • Existing administrative staff roles often lack opportunity for professional advancement or respect. A focus on career development and growth attracts and retains talented employees.
  • Administrative roles require flexibility. Questions should assess ability to handle multiple tasks, conflicting priorities, crisis management, and accommodating extra workloads.
  • Interview questions cover various aspects, including work history, ability/suitability, motivation, flexibility, communication, planning/organization, teamwork/manageability, career orientation. Adapt questions to individual needs using general framework.
  • Reliability is crucial. Poor work habits have significant negative repercussions, especially with increasing workload and responsibility.
  • Administrative staff affect smooth workflow and managerial efficiency. Consider the candidate's long-term goals and commitment to professional growth.
  • Understanding administrative career aspirations is critical. Candidates may be driven by other factors beyond promotion potential, such as entrepreneurial spirit, family considerations or personal interests. Many successful entrepreneurs are women.
  • The administrative hire is a critical decision impacting departmental and overall organizational success. Carefully consider the role's requirements, tailor interview questions, and emphasize the importance of candidate's long-term career objectives.

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