Interview guide — Administrative Assistant/Coordinator (Supervisor)
M1 — Manager (Team Lead)
Canon-derived frames, not advice: every question is verbatim JobFrame canon or O*NET source text inside a fixed structured-interview frame (O*NET joined at this profile's detailed occupation). Past-behavior questions come first — the strongest evidence-backed format — paired with work-style probes as a second question type. Each carries a 5-point anchored rating frame. Absent sources render as absent — nothing here is generated.
Past-behavior questions 10
STAR-style (Situation, Task, Action, Result) questions built from this profile's canon responsibilities and O*NET tasks, importance-ranked where O*NET rates them.
01Tell me about a time you had to performs basic clerical tasks: filing, document prep, data entry, and correspondence. What was the situation, what did you do, and what was the result?
canon · responsibility · observedRating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
02Tell me about a time you had to manages calendars, schedules meetings/appointments, answers phones, greets visitors. What was the situation, what did you do, and what was the result?
canon · responsibility · observedRating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
03Tell me about a time you had to sorts and distributes mail; assists with invoicing and record-keeping. What was the situation, what did you do, and what was the result?
canon · responsibility · observedRating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
04Tell me about a time you had to maintains office supplies and equipment inventory. What was the situation, what did you do, and what was the result?
canon · responsibility · observedRating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
05Tell me about a time you had to plan, administer, and control budgets for contracts, equipment, and supplies. What was the situation, what did you do, and what was the result?
O*NET task · observed · IM 4.06Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
06Tell me about a time you had to hire and terminate clerical and administrative personnel. What was the situation, what did you do, and what was the result?
O*NET task · observed · IM 3.95Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
07Tell me about a time you had to direct or coordinate the supportive services department of a business, agency, or organization. What was the situation, what did you do, and what was the result?
O*NET task · observed · IM 3.92Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
08Tell me about a time you had to prepare and review operational reports and schedules to ensure accuracy and efficiency. What was the situation, what did you do, and what was the result?
O*NET task · observed · IM 3.71Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
09Tell me about a time you had to set goals and deadlines for the department. What was the situation, what did you do, and what was the result?
O*NET task · observed · IM 3.7Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
10Tell me about a time you had to acquire, distribute and store supplies. What was the situation, what did you do, and what was the result?
O*NET task · observed · IM 3.38Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
Work-style probes 5
A second question type (per the evidence: multiple question types outperform any single type) probing the work-style constructs O*NET rates as important to this occupation.
Describe a situation that required Dependability. How did you approach it?
O*NET work style · IM 2.65Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
Describe a situation that required Leadership Orientation. How did you approach it?
O*NET work style · IM 1.95Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
Calibration reference (not this probe's own anchor — a related leveled competency)
Leadership — Show enthusiasm for your work and take personal accountability for your role. Demonstrate responsibility for your own objectives. Act in a fair, inclusive and respectful way when dealing with others. Be considerate and understanding of other people’s points of view. Understand and support the objectives of the wider team. Demonstrate consideration of the wider consequences of own actions. UK Civil Service Success Profiles · AA and AO or equivalent
Describe a situation that required Attention to Detail. How did you approach it?
O*NET work style · IM 1.94Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
Describe a situation that required Cooperation. How did you approach it?
O*NET work style · IM 1.84Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
Describe a situation that required Achievement Orientation. How did you approach it?
O*NET work style · IM 1.77Rating frame (5-point )
- 5 · Exceeds
- ⟨anchor⟩
- 3 · Meets
- ⟨anchor⟩
- 1 · Below
- ⟨anchor⟩
⟨anchor⟩ slots are completed by the rater against observed behavior during the interview.
Panel instructions
Fixed methodology, evidence-backed — not a claim of local validation for this profile or your organization.
- Score independently first: every panelist records their own rating before any discussion.
- Ask every candidate the same questions, in the same order, from this guide.
- Rate against the anchored 5-point scale for each question — not overall gut feel.
- Take notes during the interview, against each question, not from memory afterward.
- Reconcile scores as a panel only after every panelist has recorded an independent score.
Methodology footnote
- [A3] Past-behavior questions paired with descriptively-anchored rating scales are the strongest structured-interview format — why this guide leads with them and anchors every question.
- [A4] All major question types carry validity; using more than one (here: behavioral + work-style probes) is stronger than relying on a single type.
- [A5] Independent panel scoring followed by reconciliation lifts inter-rater reliability well above a single interviewer scoring alone — why this guide's panel instructions require it.
Register: docs/research/SELECTION-ASSESSMENT-EVIDENCE.md §A. This guide cites the evidence for the format; it makes no claim of validation for this specific role.
This page includes information from the O*NET 30.3 Database by the U.S. Department of Labor, Employment and Training Administration (USDOL/ETA). Used under the CC BY 4.0 license (https://creativecommons.org/licenses/by/4.0/). O*NET® is a trademark of USDOL/ETA. USDOL/ETA has modified all or some of this information. USDOL/ETA has not approved, endorsed, or tested these modifications.
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