How to Conduct a Job Interview: Our Tips

You’ve posted a job ad and shortlisted your candidates ― now it’s time to schedule some interviews. Whether you’re new to the job interview process or you’re a seasoned pro, it’s always worth reviewing the basics. We share our top tips on how to conduct a job interview that will deliver a great recruiter and candidate experience.

1. Enable candidates to prepare effectively for the job interview process

Want to know how to conduct a great interview? It starts with remembering that the job interview process can be daunting for candidates. You can help reduce some of their anxiety by letting them know what to expect. For example, tell them in advance:

• who’ll be interviewing them
• how the interview will be structured
• clear directions to the building and how to get in (or how to access an online meeting)
• who to notify and where to wait
• what the dress code is.

Some recruiters choose to share interview questions in advance. Others share general topics so that candidates know where to focus their preparation without overly scripting their responses. If you need some guidance, don’t hesitate to get in touch with our expert team.

2. Review your accessibility and inclusivity

It’s essential that your job interview process works for everyone, plus UK law specifies that employers must provide reasonable adjustments, including at the interview stage. All of this means you must ensure the interview is scheduled to take place in an accessible location if you have any disabled candidates attending.

You should also make it clear from the outset that adjustments are available for all candidates. For example, with neurodivergent candidates in mind, interviews should have flexible formats, with the option of breaks, extra time or any additional measures that candidates need to show you the best of themselves. Whether online or in person, choosing a quiet environment is essential. Things like background noise, bright lights, people walking by and strong smells may be uncomfortable for some neurodivergent candidates.

3. The job interview process will go much better if you get your interview questions right

This is a key component to conducting a job interview! Good questions should be:

• relevant: make sure all the key skills and competencies in the job spec are covered.
• varied: a mixture of general career questions, situational and behavioural questions, and one or two fun or less predictable questions can help you get a rounded view of each candidate.
• fair and inclusive: using structured interview questions ensures greater objectivity in your hiring process.

Reread the candidate’s CV before the interview and have it to hand for reference throughout, so you can ask for further detail where appropriate.

4. Be aware of your body language

The importance of body language is often flagged up in interview advice for candidates. But it’s just as important for recruiters. As an interviewer, you can use body language to put a candidate at ease and encourage open responses. For example:

• when greeting a candidate, be ready to welcome them with a clearly visible outstretched hand before you reach them.
• show interest during their answers using gestures such as nodding, leaning forward, tilting your head and raising your eyebrows.
• discreetly mirror some of the candidate’s gestures to signal that you’re on the same page.

Seating arrangements can also have a big impact on how candidates respond to you. For example, they’re likely to feel less secure if they’re sitting with their back to the door.

5. Take detailed notes

Effective record keeping makes for a fairer and more accurate interview process. Using a standardised scoring system can help reduce bias and allow you to compare candidates more easily and objectively. Taking notes for every question will also help when you come to give feedback to unsuccessful candidates.

Don’t forget that AI can be helpful here! If you’re interviewing candidates via video conferencing, you will have the option of recording your conversation, with many tools transcribing what was said. Just be sure to let candidates know you’re recording the job interview (if you are).

6. Catch up with your colleagues

Allow time for a debrief with your co-interviewer(s) soon after the interview. This gives you time to go over your notes, crystallise your thoughts, gauge each others’ reactions and reach an initial consensus about each candidate. This should make it easier to come to a decision later on. Better yet, make sure you’re using CharityJob’s Applicant Tracking System (ATS), so you can share your notes and thoughts in one collaborative space.

7. Don’t forget you’re being interviewed too

If you really want to know how to conduct a job interview like a pro, you should remember that this is a two-way conversation. Just as you’re assessing a candidate’s suitability for a role, they’re deciding whether they want to work alongside you in your charity.

As such, interview etiquette is as important for recruiters as it is for candidates. So be professional at all times and try not to keep your interviewees waiting.

Remember you need to sell the role and your charity to the candidate. Showcase the best of your organisation. You could show them around the office, talk about some of your current projects and highlight the benefits of working for you. Organisation culture and mission are particularly important for charity sector candidates, so focus on getting yours across.

8. Be ready to discuss salary

While your job ad should already have specified the salary or range, be prepared to discuss it further at interview. You can get on the front foot by using CharityJob’s Salary Checker tool. Just enter the job title and location and we’ll search all the jobs we’ve advertised with the same title in the last 12 months. We’ll then show you the average salary and the upper and lower ranges. It’s an easy way to make sure your offer is competitive.

9. Give a clear timeline for next steps

Take the uncertainty out of the process by letting all candidates know when they can expect to hear from you. It shows you’re a respectful and communicative employer who won’t mess them around. If there’s a delay in making a decision, simply email all candidates to let them know the new timeline.

10. The job interview process isn’t complete until you’ve responded to all candidates

The importance of this can’t be emphasised enough, as whether or not you respond will have a direct impact on your organisation’s reputation. So be sure to get back to your candidates as soon as you can. If they haven’t got the job, send them feedback. It’s important to acknowledge and reward the time and effort they’ve put into the interview process – then they’ll be more likely to apply for a job at your charity again in the future, or recommend you to other possible candidates.

We’re here to help

Looking for more support with recruitment? We can serve as your complete, all-in-one solution. Post a job on CharityJob and discover how our recruiter platform can streamline and manage your recruitment process from start to finish. Our Applicant Tracking System means you can sync your hiring panel’s calendars so you can schedule interviews that work for all of you. You’ll also have access to a collaborative platform where you can share your thoughts on candidates, plus lots of extra features like email templates and the option to send mass emails to groups of candidates. Alternatively, take a look at our sister site CharityConnect, where you can connect with likeminded charity professionals, and get their thoughts on how to conduct a job interview.

This article was published in 2024 and has since been updated by CharityJob staff to reflect the current recruiter experience.