LIKELY QUESTIONS
- Can you walk us through your experience with office support duties such as cleaning work areas, handling files, serving visitors, and supporting staff?
- How do you organize and prioritize tasks when you have several duties at the same time, such as dispatching mail, answering calls, and preparing refreshments?
- What experience do you have using computers for basic office work, including email, data entry, scanning, photocopying, and spreadsheets?
- How would you handle confidential files or sensitive office information in a government institution like KAGRC?
- Tell us how you would assist a visitor or client who comes to the office needing information or direction.
- What steps would you take to ensure office supplies are well monitored and replenished on time?
- Describe a time when you noticed a cleanliness, safety, or facilities issue in the workplace. What did you do?
- Why do you want to work as an Office Assistant at KAGRC, and what do you understand about our role in livestock genetic resources management?

BEHAVIOURAL QUESTIONS
- Tell us about a time you had to manage many routine tasks at once and still meet expectations.
Model approach: Situation - Busy office or school environment with multiple support tasks happening at once. Task - Needed to keep operations running smoothly without missing urgent requests. Action - Prioritized by urgency, made a simple checklist, completed time-sensitive errands first, communicated updates, and stayed calm. Result - Tasks were completed on time, staff were supported effectively, and the office remained organized.

- Describe a time you dealt with a difficult client, visitor, or colleague.
Model approach: Situation - A visitor or customer was frustrated due to delay or lack of information. Task - Needed to assist professionally and protect the institution's image. Action - Listened carefully, remained polite, clarified the issue, gave accurate information or referred them to the right person, and followed up where possible. Result - The person calmed down, received help, and the matter was resolved respectfully.

- Give an example of when you identified a problem before it became serious.
Model approach: Situation - Noticed low stock, misplaced files, faulty equipment, or an unsafe office condition. Task - Needed to prevent disruption or risk. Action - Reported the issue quickly, took appropriate immediate steps within my role, helped track or reorder items, and documented the matter if required. Result - Work continued with minimal interruption and the office remained safe and efficient.

- Tell us about a time when integrity was important in your work.
Model approach: Situation - Came across confidential information, cash/stock records, or an error in documents or supplies. Task - Needed to act honestly and professionally. Action - Kept information private, informed the responsible officer, corrected or reported the issue promptly, and followed procedures. Result - Trust was maintained, the issue was resolved properly, and I demonstrated reliability.

SMART QUESTIONS TO ASK
- What are the most important priorities for the Office Assistant in the first three to six months?
- How is work typically allocated across departments, and would this role support more than one office or unit?
- What systems or tools does KAGRC currently use for file management, communication, and stock monitoring?
- What does success look like in this role, and how is performance usually assessed?
- Are there opportunities for training in records management, customer service, computer applications, or other administrative skills?

RED FLAGS TO WATCH FOR
- Unclear reporting lines or vague explanations about daily duties, which may mean the role is poorly structured.
- Signs of chronic understaffing, such as expectations that one assistant will handle excessive cleaning, clerical, reception, and bookkeeping duties without support.
- Lack of clarity on tools, processes, or induction, suggesting weak onboarding and limited support for doing the job well.