Applying for a Job in the Qld Public Sector

Applying for a Job in the Qld Public Sector Presenter: Shane Bowering Director (Red Tape Busters)

02/09/14

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Course Outline 

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The Qld Public Sector recruitment and selection process Writing a Job Application Preparing a Resume and Covering Letter Study exercise – preparing an application for a position Feedback regarding your application The Interview Process Course Review 2

Session 1 - Overview   

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Introduce Presenters/Company etc Participants Introduction Legislative requirements of the recruitment process How do positions become vacant & how can they be filled Selection Panel Processes Documents used in the process Tasks to be completed prior to deciding to apply for a Position 3

Session 1 Introduction  

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Overview of Presenter Overview of our Company and our services Our experiences in the public sector and in preparing job applications, conducting interviews etc.

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Equal Opportunity in Employment Act

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Purpose of the Act is to provide equal employment opportunities (EEO) in the public sector

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Agencies required to develop an EEO management plan

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Act refers to target groups, these being women, ATSI people, people with an ethnic background, people with a disability 5

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Nothing in the Act requires any actions that are incompatible with recruitment, selection, promotion and transfer being dealt with on a basis of merit

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This Act is about broadening the opportunities of the target group to be in a better position to attain employment on merit

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Anti-Discrimination Act 1991 ď Ž

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An Act to promote equality of opportunity for everyone by protecting them from unfair discrimination in certain areas of activity and from sexual harassment and certain associated objectionable conduct

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There is specific mention of a need to ensure workers are not discriminated against in the areas of promotion, transfer, training, dismissal etc.

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However an employer may impose genuine occupational requirements for a position eg. An Actor, Political Adviser

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Public Sector Management Standard for Recruitment and Selection

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Primary objective is to detail the framework for the Qld Public Sector recruitment and selection processes

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The Standard highlights the Qld Government’s commitment to appointment based on merit 9

The Standard outlines the principles and guidelines relating to: 

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the recruitment and selection process; selection committee; selection strategy; shortlisting; information gathering; information verification; selection recommendation selection decision; and post selection process action

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How do Positions become vacant and how are they filled?

How do they become Vacant Natural Attrition Restructures Position upgrade

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How are they filled

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Normal recruitment processes

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Compassionate Transfers

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Redeployment

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Equal Transfer

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Temporary Appointments

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Secondments/Relief 12

Processes used by Selection Panels

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Ensure the Position Description (PD) is current

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Make changes to the PD

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Advertise the Position

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Determine weightings for the various Selection Criteria 13

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Assess the applications and short-list applicants

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Determine appropriate interview questions and the most appropriate responses

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Determine the selection techniques to be used (at least 2 required)

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Advise applicants who are short-listed of the Interview and the process to be used 14

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Conduct Interview as per required standard and advice given previously to applicants

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Assess Interview results

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Conduct referee checks

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Reconvene to discuss recommendation

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Submit recommendation and upon approval advise both successful and non-successful applicants

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Supply applicants with Feedback on their performance

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Appeals Process

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Working Documents Used in the Selection Process

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Position Description

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Question sheet which includes predetermined responses

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Applicant Shortlisting Grid

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Selection Summary Grid

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Interview Guide

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Reference Recording Sheets

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EEO Statistical Data Sheet

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Vacant Position Nomination Form

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Tasks to be completed prior to deciding to apply for a position

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Obtain a copy of the PD

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Research the reason for the vacancy and the likely future requirements of the position with the Manager of the position

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Assess yourself honestly regarding your ability to meet the selection criteria and perform the duties of the position 20

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Research the organisational structure within which the vacancy exists

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Establish and consider whether the position offers future promotional opportunities

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Ensure you have time available to prepare a worthwhile application

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Session 2 

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Things to be done prior to writing your application Basic rules in writing an application Generic Selection Criteria Addressing Selection Criteria The Covering Letter Resumes Presentation and Fonts 22

Things to be done prior to writing an application

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Ensure you have taken everything into consideration as per the last session

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Obtain and research from documents relating to the position, eg. Corporate plan, Strategic Plans, Operational Plans & Business Plans etc.

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Discuss the specifics of the position with the previous holder of the position and other people in the same field 24

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Determine if there are any peculiarities resulting from the geographic location of the position

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Talk to the Manager of the position to determine where they see the position going and what priorities they have for the next 12 months

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Talk to Clients of the position to gain an insight into their perceptions of the service provided 25

Basic rules in writing an application

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An application contains the following elements: a covering letter; a departmental application form; a statement addressing the selection criteria individually; and a resume, as a minimum

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Ensure that you submit at least the departmental application form prior to the closing date of the 26 application

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Utilise as much of the Departments “in-house” information as possible in your application

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Keep the content succinct and to a readable volume, ie. Don’t make the panel read a novel, but don’t sell yourself short

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Ensure your presentation is to the highest level possible (appearances count) 27

Addressing Selection Criteria

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Elementise the criteria to ensure you cover all of the components in your response

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Present your response in a structured manner which includes the processes used to meet the requirements of the criteria and examples where you have demonstrated your ability to perform 28 the required skills

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Try to limit your response for each criteria to no longer than 2 A4 pages

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You may wish to demonstrate some strategic thinking by explaining how you would use these skills in the new role

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The ESTEP Theory

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Experience

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Skills

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Theory

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Example

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Proof

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The Covering Letter – Should include the following:

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Details of the position for which you are applying

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Reference to your experience

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Commitment to the organisations goals

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A desire to be interviewed 31

The Resume

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Your Resume should always start with your most current career details and document back to your first position

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The Resume should contain the following information:

Each position you have held (back 5 to 10 years) the period you held the position; key duties you performed; achievements you accomplished whilst in the position; and any other notable information 32

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Where possible only give 3 –5 examples of each, ie. The most notable 3-5 achievements etc.

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Ensure that if you have had regular or large periods of relief that these are included in your resume as a “position held”

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You may also wish to document academic achievements in your Resume in detail, at a minimum all qualifications should be documented 33

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Training course and other qualifications should be recorded

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Your personal details are required so that contact can be made with you at any time

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Your referees details are required including their names, positions and contact details (These should include current and past Supervisors/Managers) 34

Presentation and Fonts

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Always utilise a header and a footer to re-inforce your details in the panels mind

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Ensure that you use the same structure of fonts sizes and features throughout the document

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Use indents and bullets to emphasise individual messages

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Utilise fonts that improve peoples recognition of your message

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Colour where practical will make your application appear more readable and professional

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Your application should always be bound with a cover sheet and backing board and transparent plastic cover unless otherwise specified by the Department.

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You should always prepare at least 3 copies of an application (1 for each panel member) 37

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Don’t be afraid to do things differently as this will make you stand out, however always remember it must be professional

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End of Session 2 – Hooroo!!!

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Session 3

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Different Interview Styles in the Public Sector

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Interview Preparation

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Different Interview Styles in the Public Sector

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Casual

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Round Table

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Behind the desk

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Standard Structure

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Hyperthetical/Theoretical 41

Interview Preparation

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Ensure you obtain the weightings of each criteria from the panel when you are advised of your interview time. Those criteria weighted more heavily require extra attention.

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Try and find out as much as you can about the interviews/interviewees/process etc from the panel chair/friends etc

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Commence preparing for the interview

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Re-read your application thoroughly

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Prepare notes on particular aspects of each criteria that you want to address in the interview (including examples)

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Try and ensure that you bring new examples to the interview (as opposed to the application).

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Select some documents/work that you have previously produced to take to your interview as proof that you meet the criteria.

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Ensure you have examples for all criteria

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Prepare a diagram of some description to use in the interview

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Prepare a Business Plan or Action Plan for the position

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Prepare a folder for each selection criteria and have everything associated with that criteria in that folder.

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Visit the office where your interview will be conducted to familiarise yourself with its location

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Have a friend do dummy interviews with you so your comfortable with your content (can be difficult and is questionable)

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Have a summary prepared for the end of the interview.

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The Interview

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Dress appropriately and professionally for the interview, for the position you are applying for and for the environment in which you will be working.

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Arrive early for the interview – allowing time for the nerves to settle.

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If questions provided prior to interview – take your time read them thoroughly – take notes on what you want to say.

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Greet the panel chair

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Thank them for the opportunity.

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Greet other panel members.

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Set yourself up at the interview table.

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Fill glass of water

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Take your time.

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Speak slowly

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Maintain eye contact 48

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Refer to your notes.

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Monitor body language of panel.

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Be positive and project your voice clearly.

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LISTEN!!!!!!

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Make sure you cover off everything you want to say with each criteria.

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Draw a diagram/use whiteboard if possible and confident enough.

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Deliver your summary.

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Add anything else you had forgotten 50

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Have an intelligent question prepared.

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Thank the panel individually

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Be Confident and Project your Confidence

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Session 4

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Reflection on areas of concern

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Summation of key points

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Course feedback

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Summation of key points

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Preparation in each phase of the process is the key to success

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If you want the job you will have to put in considerable effort to get it

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Confidence is essential, both in your own ability, that you have prepared adequately – application and interview and when dealing with the Panel or Panel Chairperson 54

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Be careful about the jobs you select to apply for, as you don’t want to do all this if your not right for the position or its not right for you

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Select your Referees carefully, they need to be totally on your side

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Start doing projects in your work environment now that you can use as examples at interview

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Keep your application up to date

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Project confidence at the interview.

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Use the glass of water.

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Again preparation is the key.

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Red Tape Busters    

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Job Application Writing Interview Coaching Quality Assurance Consulting to Public Transport Operators Consulting to Government Training Making Government Work for You!!

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