Interviewing

The interview is an opportunity for you and the job applicant to get to know each other. You will be more comfortable and self-assured if you are well prepared for the interview. You have pre-screened the applicants. Now you will begin the interviewing process. On this page you will learn about

scheduling
interviewing
callbacks
mistakes to avoid
no-shows (people who make an appointment but do not show-up)

Warning Where are you conducting the interview? Will you be safe? If you do the interviews at home will someone else be there with you?

Scheduling

You may be lucky enough to have a number of applicants that passed your first screening. In that case, you need to estimate how long you think it will take you to interview each person. Usually one hour should be plenty of time for each interview. Think about how many you think you could interview in one day. Much of this will depend on you. Ask yourself these questions.

How long can I sit comfortably? Will I need a break between interviews?
How long can I talk comfortably without a break?
Did each of the applicants fill out an application form? If all of your applicants returned the application form, it will take less time. The interview will take longer if the applicant did not send back an application form. You will need to allow time for the applicant to fill out the form and for you to read it. This could add a half-hour or more to the interview time.

Another way to handle a number of applicants is to consider inviting two or three at a time for an interview.

When a current PA is part of your interview process you will need to set the schedule around her work time.

You will need to schedule the interviews so that

you have time to re-read each person's application before the interview
you have enough time with each applicant
you have enough time between interviews to makes notes, go to the bathroom, or get a drink of water
you have enough time so applicants don't run into each other.

When you call the applicant to set up the appointment be sure that

you mention the day of the week, the date and the time
you remind the applicant to bring a driver's license or other recognized identification and references
you remind the applicant to bring the application if he has not mailed it
you give clear directions to the place where you will conduct the interview
you tell the applicant anything that is important to you: "Please don't wear perfumes or scented body products." "Please reschedule your appointment if you have a cold."

Remember to have these with you:

Bring an extra copy of these for the applicant in case you did not send one, or the applicant forgets to bring his copy.

The In-person Interview

This is your opportunity to find out as much as you can about the applicant. Pay attention to your "gut" feelings about the applicant. Is this someone you could work with? Look them over carefully. Does he or she look neat and clean. How do you feel around them? Are you comfortable? Does the person seem comfortable around you? Trust your feelings. If the applicant doesn't seem right cut the interview short.

Consider having one of your current PAs at the interviews. It helps to have their views of the applicants.

You may find early in the interview that the person is not acceptable to you. Do a short interview. Ask a few questions. Briefly review your needs. Say you will be interviewing others and will get back to them. Sometimes one question reveals that it wouldn't work out. The applicant may be allergic to cats and you have one, or lifting is required and the applicant has a bad back. You can thank them for coming and apologize for not being clearer about the job on the phone.

Remember there is no one best way to conduct an interview. What follows is one good way. You should tailor the interview to suit your needs.

The Interview

Greet the applicant. Introduce yourself and spend a few minutes getting acquainted. Compliment them for showing up on time. Offer water, tea or a soft drink.

Ask the applicant to tell you about themselves and what is bringing them to this job.

If you did not send out application forms and other information in advance, have the applicant fill out the application form including references.

Give the applicant a copy of the Job Description and Task Checklist.

Some applicants may be uncomfortable asking you questions about your disability. It may make it easier for them if you tell them a little about your disability. Explain how it affects the work they will do for you. This will let them know that it is okay to mention your disability or to ask questions about it. This is very important if the job requires personal care.

Review the Job Description and Task Checklist in detail so the person knows what the job involves. Make sure to be clear about any tasks that require nudity or intimate personal care such as bowel and bladder care.

Review the hours of the job, what you will pay, when you will pay, and how you pay. "The hours are 7 AM to 9 AM and 5 PM to 9 PM, Monday, Wednesday and Friday. The pay range is $6.25 to $8.75 an hour depending on experience. I pay weekly on Fridays."

Ask the applicant the questions you prepared and any questions that the responses on the application form raised. Ask about any goals or projects planned for the future. If the person plans to move away in a year you need to know that for your planning.

Be sure to ask the applicant if he or she has any questions.

Tell the applicant about the qualities you want in a PA. Don't be shy. This is important to your well being and safety. Here is a suggestion.

I expect my PA to understand the nature of the job and the responsibility that goes with it. I expect my PA to be dependable and reliable This means showing up on time for work, calling if she will be more than ten minutes late, or calling as soon as possible if too sick to come to work. This will let me know if she is coming or not, and whether I must get a substitute PA. If I am not called, I will not know if I have to arrange for other help to get my needs met. And, my schedule for the day will be disrupted.

I expect my PA to keep private all of the personal information she learns about me, my family, my finances, my possessions and my beliefs.

I expect my PA to give me advance notice when resigning. (Specify 2, 3, or 4 weeks)

Interview section adapted from Home Health Aides: How to Manage the People Who Help You, (p. 280-296), by A.H. DeGraff, c. 1988, Saratoga Access Publications, Fort Collins, Colorado, www.saratoga-publications.com. Reprinted with permission.

When you think you have all the information you need, ask the person if they are still interested in the job. If so, let them know you are still considering them. Be sure to tell them that you will need to check references before you can make a commitment.

If you both are interested, set-up an interview at your home. Be sure to have someone else in the house. During this interview you may have a current PA demonstrate parts of your routine that must be clear for safety and security: lifts, transfers, driving your vehicle.

Let them know the date they are to start working if selected.

Interviewing agency referred candidates

You can follow the same interviewing process with agency applicants. There are two basic differences. (1) You may not need to check references, if the agency already has done so. (2) The agency will tell the worker what the pay is and when the worker will be paid.

There are a few things you need to know if you have decided to choose your PA from an agency. Each agency is different. Be sure to ask the agency what process it has for helping you to select a PA.

Will the agency send you two or three people to interview that it thinks will suit you needs?
Will the agency send you one person at a time for a trial period?

Interviewing Live-in Applicants

The interview process is the same. However, here you will need additional information about the applicant and she will need more information about you and the living situation.

In this interview be sure that you cover all of your requirements and house rules. Following are some suggestions of items to discuss.

Your requirements

Following are a few of the areas that you must discuss and clarify BEFORE hiring a live-in personal assistant. Not considering these can cause problems later.

What is included with the room? Is rent partial payment? Do you include meals? Do they have to pay a share of utilities--heat, water, lights, garbage? Do they have to have their own phone line? Do you provide cable TV? Can they use your kitchen appliances, dishes, glassware, silverware, sheets, towels, etc.?
Is there space in their room for furniture they may want to bring or do they use furniture you provide?
What are the working hours? How much regular time off do they get? Are they off weekends? What do you consider the weekend? Friday night until Monday morning? Saturday morning until Sunday night? On their days off may they stay at the house or must they be off altogether. Are you flexible about which days they have off?
What are your rules for having guests overnight, during off times? How many guests are allowed? How often may they have guests? Can someone else move in with them? Are they in a relationship? Will this job affect it?
Are they sharing your home or just a room? Can they have guests in for dinner or parties? How many people can they have in? Can they play cards in the living room? What are the limits?
What are your house rules about using alcohol, drugs, smoking, or bringing pets into the house? Be sure to make these clear.
Is there anything you expect a PA to do that could be uncomfortable for him or her? Is there anything in your lifestyle that could make a PA uncomfortable? Some areas that could make a PA uncomfortable include asking them to do or assist you with things that are illegal, things that could be viewed as sexual, beliefs or religious practices or political views. If something has caused a problem in the past you should ask about it. Some examples of requests that have made PAs uncomfortable are asking them to mix you an alcoholic drink, hold your marijuana cigarette so you can smoke it, position you in bed with a sexual partner, or give you body massages.
Explore areas that might be sensitive for either one of you that could cause problems in a live-in situation. Do either of you have strong feelings or biases on religious issues, politics, sexual orientation, use of alcohol or drugs or other subjects? Do you have hobbies or other practices that could be annoying or difficult for another person? For example, if meals are to be included and the PA is a vegetarian and you are not, will that be a problem? If you are in a relationship will they have a problem with your partner staying overnight?

Callbacks

If your assistance needs are simple or limited to household chores you may not want to do callbacks unless you have several good applicants. If you have a more detailed list of tasks or a complicated program you will want to invite your applicants back for a second interview. This interview would be held in your home. You and an experienced PA may demonstrate or discuss parts of your routine.

In these interviews you can tell them more about the work schedule, the number of PAs you have working or anything else that is important for them to know.

Ask if they have any questions about the job. Ask the current PA to make comments and ask him to give the applicants a tour of the workplace and to set up anything needed for the demonstration of major parts of your routine. Be sure to state that the demonstration is only part of the routine. Both you and your current PA should be watching the applicants for reactions that show their comfort with the work.

When the demonstration is completed, ask if they have any questions. Thank them for coming. Ask them to carefully consider the position, and to call you back the next day to let you know if they still want to be considered for the job. Ask your PA to show them out. Tell them they are free to ask your PA any questions they might have after they are outside. This will give your PA an opportunity to speak with them informally. She will be able to share any additional impressions with you.

After the applicants leave, you and your PA can compare notes and impressions about them. Let your PA know that her opinion of the applicants is important to you. Be sure to thank your PA for doing a good job. Ask if she has any suggestions for improving your interviewing technique.

Mistakes to avoid

Changing hours or pay

During the interview process some applicants may tell you that they need to work more hours, or they need a higher rate of pay. Do not let anyone talk you into changing what you have planned. However, if you get a number of comments about the pay being too low or the hours too few, you may want to reconsider your plan. However, if you have done your homework, you know the number of hours of help that you need and you know what you can afford to pay.

No Shows

Applicants who are scheduled for interviews who do not show up and don't call to cancel or say they can't keep the appointment are called No Shows. Don't be surprised if as many as half of your appointments are not kept. Don't let that discourage you. It only becomes frustrating if you are not prepared for the possibility that some will not show up. While you are waiting for your applicants to arrive, have something else to do as well: watch television, read. Do something. If the applicant shows up late, stop what you are doing and conduct the interview.

No shows can be a blessing. You would not want someone working for you who is not responsible enough to show up for a job interview. You also would not want someone who is not considerate enough to call to say they have changed their mind or can't make it.

Those who do show up have demonstrated a level of personal organization, responsibility and diligence. You may hire many of them.

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Hiring > Interviewing